Office Administrator And Receptionist

Hypermedia; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Hypermedia is seeking an Office Administrator and Receptionist to be the first point of contact for visitors and calls in its Dubai office. You will coordinate daily office operations and provide admin support to the Executive Team, while assisting HR with insurance, visa processing, onboarding, and events.

You will manage shared inboxes, calendars, and office supplies, maintain records with discretion, and help drive efficient communication across departments in a fast-paced tech media

Qualifications

• Experience coordinating busy office operations and communications.
• Strong written and spoken English communication.
• Familiarity with employee onboarding and insurance administration is a plus.

Responsibilities

• Act as the primary contact for calls, emails, and visitors with professional communication.
• Monitor and respond to the general email inbox and route inquiries to the correct teams.
• Handle phone and mobile communications, ensuring timely responses.
• Coordinate daily office activities and implement efficient procedures.
• Monitor office supplies and stock levels; arrange replenishment.
• Assist with petty cash and maintain supporting records.
• Arrange courier collections and deliveries.
• Coordinate driver schedules and transport requests.
• Liaise with building management on access cards, parking, and NOCs.
• Maintain confidential information and provide executive support as needed.
• Support HR with employee insurance administration, onboarding, and events.

Skills

Tech savvy with AI tools

MS Office (Outlook, Word, Excel)

Inbox & calendar management

Data entry & filing

HR & facilities coordination

Tools

Microsoft Office

Job description

Job Description:

Job Scope

We're looking for an Office Administrator and Receptionist who will serve as the first point of contact for company communications and visitors while coordinating daily office operations. The role provides administrative support to the Executive Team and assists the HR team with employee insurance, visa processing, onboarding, and internal events.

Key Responsibilities

• Act as the primary point of contact for company calls, emails, and visitors, ensuring professional and courteous communication.
• Monitor the general company email inbox, respond to routine inquiries, and direct correspondence to the relevant departments.
• Handle company phone calls and mobile communications, ensuring messages and requests are addressed promptly.
• Coordinate daily office activities and implement efficient administrative procedures.
• Monitor office supplies, inventory, and stock levels, arranging replenishment as required.
• Assist with petty cash requests for internal office purchases and maintain supporting records.
• Arrange and track courier collections and deliveries.
• Coordinate driver schedules and transport requests.
• Liaise with building management regarding access cards, parking, maintenance requests, and No Objection Certificates (NOCs).
• Maintain accurate administrative records and handle confidential information with discretion.
• Provide administrative and coordination support to the Executive Team as required.
• Assist with employee insurance administration, including updating employee lists and coordinating additions and deletions under HR guidance.
• Assist with employee onboarding arrangements and related administrative tasks.
• Support the planning and coordination of internal employee events.

Required Technical Skills

• Tech savvy and comfortable learning and exploring digital tools, with the ability to identify practical ways to use AI to support daily tasks and improve efficiency.
• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
• Proficient in managing shared inboxes, telephone systems, and company mobile communications.
• Strong data entry, recordkeeping, and electronic filing skills.
• Basic knowledge of petty cash procedures and supporting documentation.
• Experience coordinating couriers, driver schedules, and building management requests.
• Familiarity with employee insurance administration.
• Proficient in using calendar and scheduling tools to efficiently manage appointments, coordinate meetings, and organize daily office activities.

Essential Soft Skills

• Professional and welcoming approach to visitors and employees.
• Clear verbal and written communication.
• Strong organizational and time-management skills.
• Attention to detail and accuracy.
• Ability to prioritize tasks and manage competing requests.
• Discretion when handling confidential company and employee information.
• Proactive with strong problem-solving skills.
• Team player with effective cross-departmental coordination.
• Adaptable and composed under pressure.
• Dependability and consistent follow-through.

About Us

We're not just a workplace; we're a hub of excitement, fun, and challenges, tailor-made for visionary thinkers and top-notch achievers. This is the perfect moment to become a part of our team, as we're on the cusp of rapid growth, especially in the ever-evolving tech media landscape.

With our headquarters situated in Dubai, Abu Dhabi, and an office in Beirut, we're expanding rapidly and looking for individuals who thrive in a fast-paced environment. We're on the lookout for those who can propel us forward by embracing technology and contributing to our efficiency. We're not interested in those stuck in old-fashioned ways; we want innovators who bring a growth mindset, are eager to learn, and are ready to apply their knowledge to propel us forward.

Join us if you're passionate about making a difference, enhancing efficiency, and embracing technology. We're on the lookout for individuals who can seamlessly absorb new information and transform challenges into efficient solutions. It's not just a job; it's an invitation to be part of a cutting-edge team shaping the future of tech media.

W Group l Hypermedia l AiOO Tech