Receptionist

African Queen Marketing Management; Dubai; On-site; AED 47,000 - 74,000; Full time

Job summary

A proactive and highly organized Receptionist is needed to be the welcoming face of African Queen Marketing Management in Dubai and to run the office operations efficiently.

You will manage a multi-line phone system, coordinate meetings, oversee mail and courier services, and handle procurement of office supplies. Strong vendor relationships and sourcing capabilities will help keep the workplace running smoothly and cost-effectively.

Qualifications

• Minimum 2-3 years of experience in a similar role (Receptionist/Administrative)
• Proven vendor network management experience
• Procurement experience and office budget management
• Tech savvy with Microsoft Office (Outlook, Word, Excel)
• Strong organizational and communication skills, ability to multitask in a fast-paced environment
• English; Russian a plus

Responsibilities

• Serve as the first point of contact for visitors, clients, and vendors with a warm, professional welcome
• Manage a multi-line phone system and route inquiries to the appropriate departments
• Coordinate meeting room bookings and arrange catering for events
• Oversee day-to-day office maintenance, vendor contracts, and document management
• Source and vet reliable suppliers, manage procurement of office supplies and inventory
• Assist with onboarding of new staff and travel arrangements as needed

Skills

Excellent organizational skills

Attention to detail

Prioritization

Communication skills

Tools

Microsoft Office Suite

Job description

We are looking for a proactive and highly organized Receptionist to serve as the backbone of our daily workflow. This is a dual-focused role: you will be the welcoming face of our company while simultaneously managing the engine room of our office operations.

The ideal candidate is not just a task-completer, but a problem-solver who takes ownership of the office environment. You have a proven history of managing administrative workflows and possess a robust network of reliable vendors. If you thrive on keeping an office running seamlessly and enjoy the challenge of sourcing the best services and supplies, we want to hear from you.

Key Responsibilities

Reception & Front Desk

• Serve as the first point of contact for visitors, clients, and vendors, ensuring a warm and professional welcome.
• Manage a multi-line phone system, screen calls, and direct inquiries to the appropriate departments.
• Coordinate meeting room bookings, prepare conference rooms for presentations, and arrange catering for internal and external events.
• Sort and distribute incoming mail, packages, and courier deliveries.

Office Administration & Operations

• Oversee the day-to-day maintenance of the office to ensure a clean, safe, and productive working environment.
• Coordinate with building management regarding facility issues, security access, and parking.
• Assist with the onboarding of new employees by preparing workstations, setting up access credentials, and coordinating IT setup.
• Manage travel arrangements and expense reports for senior staff as needed.
• Maintain and update office documentation, including vendor contracts and insurance certificates.
• Leverage your established network to source, vet, and negotiate with reliable suppliers and service providers (e.g., cleaning, security, IT support, catering, and office maintenance).
• Manage the end-to-end procurement process for office supplies, pantry items, furniture, and equipment.
• Monitor inventory levels to anticipate needs and prevent stockouts, ensuring timely re-ordering.
• Compare pricing and quality to optimize costs while maintaining high standards of service.
• Manage relationships with key vendors to ensure contract compliance and service excellence.

Qualifications & Requirements

• Experience: Minimum of [2-3] years of experience in a similar role, such as Receptionist, Administrative Assistant, Office Manager, or Facilities Coordinator.
• Vendor Network: Demonstrable experience managing vendor relationships and a current network of reliable suppliers is essential.
• Procurement Skills: Proven track record of sourcing services, ordering supplies, and managing office budgets effectively.
• Tech Savvy: Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
• Soft Skills: Exceptional organizational skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment.
• Communication: Excellent verbal and written communication skills; a professional, phone-friendly demeanor.
• Language: English – Russian will be a plus.