Front Desk Specialist - Intern Emirati Talent

AbbVie; Dubai; On-site; AED 67,000 - 100,000; Full time

Job summary

AbbVie is seeking a professional receptionist/administrative assistant in Dubai. You will greet visitors, manage a multiline phone system, coordinate conference rooms, handle mail and deliveries, and maintain a tidy reception area.

The role includes supporting filing, data entry, and meeting preparation while coordinating with facilities and procurement for supplies and access control. You will also assist with invoicing, vendor payments, and coordination of shipments for brand materials,

Qualifications

• In compliance with local employment requirements; this position is open to Emarati nationals only.
• 2 years of experience in a similar administrative or receptionist role.
• Strong interpersonal and communication skills.
• Professional appearance and demeanor.
• Proficiency in Microsoft Office (Outlook Word Excel).
• High level of attention to detail and organizational skills.
• Eagerness to learn and grow in a dynamic fast-paced environment.
• Ability to multitask and manage responsibilities with professionalism and efficiency.

Responsibilities

• Greeting clients, visitors, and staff in a professional and courteous manner; manage check-ins efficiently.
• Operate a multiline phone system to answer and redirect calls promptly.
• Coordinate conference room bookings and ensure spaces are prepared and well-equipped.
• Handle mail and deliveries; sort, distribute, and schedule courier pickups.
• Maintain a clean and organized reception area with high standards.
• Assist with administrative tasks: filing, data entry, and preparing documents for meetings.
• Monitor and order office and pantry supplies with facilities or procurement teams.
• Adhere to security protocols: manage visitor logs, issue access badges, monitor entry procedures.
• Coordinate building access, parking support, and permits; assist employees accordingly.
• Arrange business cards for new recruits and coordinate refreshments during meetings.
• Process invoices for approval and ensure timely payments to vendors and service providers.
• Liaise with accounts for invoice processing; support brand shipping needs.
• Provide ad-hoc support as needed.

Skills

Interpersonal skills

Communication skills

Microsoft Office

Attention to detail

Multitasking

Tools

MAP contract database

Job description

• Greeting clients visitors and staff with in a professional and courteous demeanor and managing checkins with efficiency.
• Managing a multiline phone system to answer and redirect calls promptly while maintaining professionalism.
• Coordinating conference room bookings and ensuring meeting spaces are prepared and wellequipped 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 on for Dubai and Kuwait.
• Prepare and process 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.

Function Responsibilities

• Raising shopping carts/ Purchase Orders
• Processing invoices
• Uploading contracts on MAP contract database

Qualifications

In compliance with local employment requirements & regulations. This position is open to Emarati nationals only.

• 02 years of experience in a similar administrative or receptionist role.

• Strong interpersonal and communication skills.

• Professional appearance and demeanor.

• Proficiency in Microsoft Office (Outlook Word Excel).

• High level of attention to detail and organizational skills.

• Eagerness to learn and grow in a dynamic fastpaced environment.

• Ability to multitask and manage responsibilities with professionalism and efficiency.

Additional Information

AbbVie is an equal opportunity employer and is committed to operating with integrity driving innovation transforming lives and serving our community. Equal Opportunity Employer/Veterans/Disabled.

Work

No

Employment Type

Fulltime