Office Administrator and Receptionist

Mazrui International; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A diversified holding group in Abu Dhabi is seeking an experienced Office Administrator and Receptionist to ensure efficient office operations. This role involves welcoming guests, coordinating meetings, managing finance-related documentation, and performing administrative tasks. The ideal candidate should possess strong communication skills, be proficient in MS Office, and hold a diploma or graduate degree with relevant experience of 3 to 5 years in UAE. This position promises a dynamic work environment where organizational skills are key.

Qualifications

• Minimum 3 to 5 years in a similar role in the UAE.
• Diploma / graduate degree in any discipline with courses in typing and general office procedures.

Responsibilities

• Manage reception area and assist visitors.
• Coordinate meetings and maintain calendars.
• Handle finance-related documentation and emails.
• Support administrative tasks for internal teams.

Skills

Office management etiquette

Basic bookkeeping

Proficiency in English

MS Office (Excel and Word)

Strong communication skills

Organizational abilities

Problem-solving

Attention to detail

Education

Diploma / graduate degree

Job description

Location :- Abu Dhabi

Brief about company :- Mazrui International is a diversified holding group with wide variety of businesses in different sectors such as Financial Investment, Oil & Gas (Oilfield Services), Chemicals, Real Estate, Trading, Distribution, Retail, Logistics, Transportation, Hospitality, Education etc. This role is with

Website :- https://www.mazruiinternational.ae/ (Main Holding Group)

Job Title :- Office Administrator and Receptionist

Reporting to :- Finance Manager

Job Objective :- Responsible for providing efficient and professional administrative support to the Investment Office by managing the reception area, welcoming and assisting visitors and guests, coordinating meetings, maintaining office calendars, and ensuring smooth day-to-day office operations. The role is responsible for handling finance related documentation, monitoring emails, preparing routine correspondence, and supporting internal teams with administrative tasks to uphold a high standard of service and organizational efficiency.

Key Responsibilities/Duties

Reception

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Offer refreshments to visitors where appropriate
• Organize catering for meeting
• Answer, screen, and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures)
• Provide basic and accurate information in-person and via phone/email
• Receive, sort, and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook)
• Update calendars and schedule meetings
• Book meeting room
• Responsible for office stationaries & kitchen supplies
• Perform other clerical receptionist duties such as filing, photocopying, etc.

Office Management

• Oversee and support all administrative duties in the office and ensure that office is operating smoothly
• Administering the contact emails
• Handling Petty cash
• Responsible for Purchase Orders.
• Administering IN & OUT Documents, including arranging couriers
• Issue visitor passes where required
• Manage office supplies inventory and place orders as necessary
• Set up meeting room with necessary stationery and equipment
• Coordinate with suppliers for office maintenance
• Maintain and manage executive calendars, ensuring all appointments are kept and organized.

Finance Support

• Assist preparing KYC documents (Trade License, Company Formation documents, Passport etc.) Certification/Re-Certification/Renewals)
• Assist preparing capital call orders
• Monitoring all the investment related emails on daily basis
• Downloading bank statements of payments made and received from the bank portal and attaching with internal documents for records and audit purpose.
• Handle confidential financial information.
• Process invoices, expense reports, and purchase orders
• Assist with budget tracking and financial reporting

Administrative Support

• Assist with the preparation of reports, presentations, and correspondence.
• Manage and organize company documents, records, and databases
• Handle confidential information with discretion
• Perform other clerical receptionist duties such as filing, photocopying, etc.

Ability & Skills

• Must be well versed and equipped with basic office management etiquette
• Knowledge of office management and basic bookkeeping
• Proficient in English (oral and written)
• Excellent knowledge of MS Office (especially Excel and Word)
• Strong communication and people skills
• Good organizational and multi-tasking abilities
• Problem-solving skills
• Maintain a neat and well-groomed appearance
• Maintain a high degree of confidentiality
• Adhere to company policies and procedures
• Represent organization in an ethical and professional manner
• Communicate verbally with confidence and clarity
• Follow instructions properly
• Set priorities, plan and organize tasks
• Schedule activities accurately
• Pay attention to detail
• Complete tasks on time

Experience :- Minimum 3 to 5 years in a similar role in the UAE

Academic Qualifications :- Diploma / graduate degree in any discipline with courses in typing, and general office procedure

If this sounds like you, please apply to this job with your updated CV.