Office Administrator & Receptionist

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

Job summary

Hypermedia in Dubai, UAE is seeking an Office Administrator and Receptionist to be the first point of contact for visitors and communications. You will support the Executive Team and HR with insurance, visas, onboarding, and internal events.

Responsibilities include managing calls and emails, maintaining records, coordinating office operations, and assisting with courier logistics, driver schedules, and building access needs.

Qualifications

• Experience in office administration or receptionist role.
• Familiarity with HR support tasks such as onboarding and visas.
• Ability to learn new digital tools and AI assisted workflows.

Responsibilities

• Be the first point of contact for calls, emails, and visitors.
• Coordinate daily office activities and maintain efficient procedures.
• Support HR with employee insurance, visa processing, onboarding, and events.
• Monitor and manage couriers, driver schedules, and building access requirements.
• Maintain accurate records with discretion on confidential information.
• Assist with admin tasks for the Executive Team.

Skills

Professional communication

Organizational skills

Time management

Discretion with confidential info

Proactive problem-solving

Team collaboration

Tools

Microsoft Office Suite

Outlook

Excel

Calendar management

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.