Front Desk Specialist - Intern (Emirati Talent)

AbbVie; Dubai; On-site; AED 30,000 - 50,000; Full time

Job summary

An established industry player is looking for a professional Receptionist / Administrative Assistant to enhance their front desk operations and provide vital administrative support. This role involves greeting clients, managing phone systems, and coordinating office functions in a dynamic environment. The ideal candidate will possess strong communication skills, a professional demeanor, and proficiency in Microsoft Office. If you thrive in a fast-paced setting and are eager to contribute to a collaborative team, this opportunity is perfect for you.

Qualifications

• Minimum of 2 years of experience in a similar administrative or receptionist role.
• Proficiency in Microsoft Office and strong interpersonal skills.

Responsibilities

• Greeting clients and managing front desk operations with professionalism.
• Handling administrative tasks including filing, data entry, and invoice processing.

Skills

Interpersonal Skills

Communication Skills

Microsoft Office

Organizational Skills

Attention to Detail

Multitasking

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Receptionist / Administrative Assistant

We are seeking a professional and courteous individual to join our team as a Receptionist / Administrative Assistant. The successful candidate will be responsible for managing front desk operations, administrative tasks, and supporting various office functions.

Key Responsibilities:

1. Greeting clients, visitors, and staff with professionalism and managing check-ins efficiently.
2. Managing a multiline phone system to answer and redirect calls promptly.
3. Coordinating conference room bookings and ensuring meeting spaces are prepared.
4. Handling mail and deliveries, including sorting, distributing, and scheduling courier pickups.
5. Maintaining a clean and organized reception area.
6. Assisting with administrative tasks such as filing, data entry, and preparing documents or reports.
7. Monitoring and ordering office and pantry supplies in collaboration with facilities or procurement teams.
8. Adhering to security protocols by managing visitor logs, issuing access badges, and monitoring building entry procedures.
9. Coordinating the process of obtaining building permits and supporting employees with building and parking access.
10. Arranging business cards for new recruits.
11. Coordinating with internal teams to arrange refreshments for meetings.
12. Processing contract renewals for admin services in Dubai and Kuwait.
13. Preparing and processing invoices for approval to ensure timely payments to vendors and service providers, liaising with accounts as needed.
14. Supporting brand teams with shipping of brand materials.
15. Supporting PTP team with shipping of corporate card documents for Pharma and Aesthetics.
16. Providing ad hoc support as needed.

Function Responsibilities:

1. Raising purchase orders and shopping carts.
2. Processing invoices.
3. Uploading contracts to the MAP contract database.

Qualifications:

• In compliance with local employment requirements; this position is open to Emirati nationals only.
• Minimum of 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 attention to detail and organizational skills.
• Eagerness to learn and grow in a dynamic, fast-paced environment.
• Ability to multitask and manage responsibilities professionally and efficiently.

Additional Information:

AbbVie is an equal opportunity employer committed to integrity, innovation, and community service. We welcome applicants seeking reasonable accommodations.

Note: This position is for US & Puerto Rico only. For more information, please visit our website.

Employment Type: Full-time