Front Desk Specialist (4 Months Contractor)

AbbVie; Dubai; On-site; AED 72,000 - 108,000; Full time

Job summary

AbbVie in Dubai is seeking an experienced receptionist/administrative support to greet visitors, manage a multi‑line phone system, and coordinate room bookings. You will handle mail, deliveries, and basic financial tasks, while ensuring a secure, organized front desk and smooth daily operations.

The role requires strong communication, office software proficiency, and at least two years in customer relations.

Qualifications

• Strong communication and interpersonal skills required.
• Demonstrates decision making and organizational skill.
• Proficient in Microsoft Word, Excel, Windows, PowerPoint; basic computer use.

Responsibilities

• Greet clients, visitors, and staff with a professional demeanor and manage check-ins.
• Operate a multi‑line phone system, answer and redirect calls promptly.
• Coordinate conference room bookings and ensure spaces are prepared and well‑equipped.
• Handle mail and deliveries; schedule courier pickups as needed.
• Maintain a clean, organized reception area to high standards.
• Assist with administrative tasks: filing, data entry, and meeting documents.
• Monitor and order office/pantry supplies with facilities or procurement teams.
• Adhere to security protocols: visitor logs, badges, and entry procedures.
• Coordinate building permits and support employees with building and parking access.
• Arrange business cards for new recruits.
• Assist guests by arranging refreshments during meetings.
• Process contracts renewals for Admin services for Gulf‑Levant offices.
• Prepare and process Shopping cart, PO, and invoices for approval; ensure timely payments.

Skills

Communication

Interpersonal skills

Decision making

Organizational skills

Education

High School diploma or equivalent

Some college or further education

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Windows

Job description

• 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 & 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.