Office Coordinator - (Emirati Talent)

Association of Collegiate Conference and Events Directors-International; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

AbbVie is seeking a Receptionist/Administrative Support in Dubai who will manage check-ins, phone systems, and office logistics. The role is open to Emirati nationals with 0-2 years of experience, strong communication skills, and proficiency in Microsoft Office. This position offers growth opportunities in a dynamic environment.

Qualifications

• 0–2 years of experience in a similar administrative or receptionist role.
• Strong interpersonal and communication skills.
• Eagerness to learn and grow in a dynamic, fast-paced environment.

Responsibilities

• Greeting clients and managing check-ins efficiently.
• Managing a multi-line phone system and coordinating conference room bookings.
• Processing invoices and supporting Brand teams with shipping of materials.

Skills

Interpersonal skills

Communication skills

Attention to detail

Organizational skills

Multitasking

Proficiency in Microsoft Office

Job description

Company Description

AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas – immunology, oncology, neuroscience, and eye care – and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on X, Facebook, Instagram, YouTube, LinkedIn and TikTok.

Job Description

• Greeting clients, visitors, and staff professionally and courteously, managing check-ins efficiently.
• Managing a multi-line phone system to answer and redirect calls promptly while maintaining professionalism.
• Coordinating conference room bookings and ensuring meeting spaces are prepared and well-equipped.
• Handling mail and deliveries, including sorting, distributing, and scheduling courier pickups.
• Maintaining a clean and organized reception area.
• Assisting with administrative tasks such as filing, data entry, and preparing documents or reports.
• Monitoring and ordering office & pantry supplies in collaboration with facilities or procurement teams.
• Adhering to security protocols, managing visitor logs, issuing access badges, and monitoring building entry procedures.
• Coordinating building permits and supporting employees with building and parking access.
• Arranging business cards for new recruits.
• Assisting guests by coordinating with internal teams to arrange refreshments during meetings.
• Processing contract renewals for Admin services in Dubai and Kuwait.
• Preparing and processing invoices for approval, ensuring timely payments to vendors and service providers.
• Liaising with accounts for invoice processing.
• Supporting Brand teams with shipping of brand materials.
• Supporting PTP team with shipping of corporate card documents for Pharma and Aesthetics.
• Providing any ad hoc support as needed.

Function Responsibilities:

• Raising shopping carts / Purchase Orders
• Processing invoices
• Uploading contracts on MAP contract database

Qualifications

• In compliance with local employment requirements & regulations. This position is open to Emirati nationals only.
• 0–2 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, transforming lives, and serving the community. Equal Opportunity Employer/Veterans/Disabled.

US & Puerto Rico only - to learn more, visit https://www.abbvie.com/join-us/equal-employment-opportunity-employer.html

Applicants seeking reasonable accommodation in the US & Puerto Rico can find more information here:

https://www.abbvie.com/join-us/reasonable-accommodations.html