Office Administrator & Receptionist

HyperMedia Dubai; Dubai; On-site; AED 67,000 - 123,000; Full time

Job summary

HyperMedia Dubai is seeking an Office Administrator and Receptionist to be the first point of contact for visitors and company communications, while coordinating daily office operations. You will provide administrative support to the Executive Team and assist HR with employee insurance, visa processing, onboarding, and internal events, leveraging MS Office tools to manage calendars, emails, and records.

This role combines front-desk duties with back-office coordination, demanding professional

Qualifications

• AI for productivity
• Microsoft Office suite proficiency
• Calendar management and scheduling
• Data entry and recordkeeping
• Confidential information handling
• Courier and vendor coordination
• Insurance administration familiarity
• Support for HR onboarding and events

Responsibilities

• Act as primary point of contact for calls, emails, and visitors.
• Monitor the general company email inbox and direct inquiries to relevant departments.
• Handle company phone calls and mobile communications; relay messages promptly.
• Coordinate daily office activities and implement efficient administrative procedures.
• Monitor office supplies and arrange replenishment.
• Assist with petty cash requests 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, and NOCs.
• Maintain accurate administrative records and handle confidential information with discretion.
• Provide administrative support to the Executive Team and assist HR with onboarding tasks.
• Assist with employee insurance administration and visa processing under HR guidance.
• Support planning and coordination of internal employee events.

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.