Front Desk Specialist

AbbVie Inc.; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

AbbVie Inc. seeks a professional receptionist to welcome visitors, manage calls, and coordinate meeting spaces in a fast-paced corporate setting.

The role requires strong communication, organizational skills, and customer relations experience. You will support administration, handle mail and deliveries, and assist with procurement and invoicing processes across Gulf-Levant offices.

Qualifications

• Must have strong communication and interpersonal skills.
• Demonstrates decision making and organizational skills.
• Proficient with MS Word, Excel, PowerPoint and basic computer use.
• Preferred: 2+ years of customer relations experience.
• High School diploma or equivalent required.

Responsibilities

• Greet clients, visitors and staff professionally.
• Manage a multi-line phone system and redirect calls.
• Coordinate conference room bookings and prepare spaces.
• Handle mail, deliveries, and courier pickups.
• Maintain a clean reception area and assist with admin tasks.
• Monitor and order office supplies with facilities/procurement.
• Enforce security protocols with visitor logs and badges.
• Assist with vendor creation and invoice processing.
• Liaise with accounts for invoice processing and payments.

Skills

Strong communication

Interpersonal skills

Decision making

Organizational skills

Customer relations

Education

High School diploma or equivalent

Some college or further education

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Windows

Job description

Reception responsibilities

• Greeting clients visitors and staff with in a professional and courteous demeanor and managing check-ins with efficiency


• Managing a multi-line phone system to answer and redirect calls promptly while maintaining professionalism


• Coordinating conference room bookings and ensuring meeting spaces are prepared and well-equipped for use


• Handling mail and deliveries including sorting distributing and scheduling courier pickups as needed


• Maintaining a clean and organized reception area with high standards


• Assisting with administrative tasks such as filing data entry and preparing documents or reports for meetings


• Monitoring and ordering office amp pantry supplies in collaboration with the facilities or procurement team


• Adhering to security protocols by managing visitor logs issuing access badges and monitoring building entry procedures


• Coordinating the process of obtaining building permits and supporting employees with building and parking access


• Arranging business cards for new recruits


• Helping guests by coordinating with internal teams to arrange refreshments during meetings


• Processing contracts renewal for Admin services for all Gulf-Levant offices


• Prepare and process Shopping cart PO invoices for approval ensuring timely payments to vendors and service providers


• Liaising with accounts for Invoice processing


• Supporting Brand teams with shipping of brand materials


• Supporting PTP team with shipping of corporate card documents for Pharma and Aesthetics Any Adhoc support that may be needed requested


• Assist with vendor creation by loading new Vendors in the relevant system

Qualifications

• High School diploma or equivalent required.


• Some college or further education preferred.


• Strong communication and interpersonal skills required.


• Demonstrates decision making and organizational skill.


• Must be proficient in the use of Microsoft Word, Excel, Windows, PowerPoint and basic computer use.


• Preferred: least 2 years of customer relations experience.