Receptionist

Gulf Ocean Lights LLC; Dubai Emirate; On-site; AED 60,000 - 90,000; Full time

Job summary

Gulf Ocean Lights LLC in Dubai seeks a professional Receptionist to manage the front desk and ensure smooth day-to-day office operations. You will greet visitors, handle calls and emails, coordinate appointments, and support facilities and admin tasks.

The ideal candidate has a degree in business or related field, strong English and communication skills, and experience in office administration. UAE experience is preferred, with a focus on accuracy and responsiveness.

Qualifications

• Bachelor’s degree or diploma in Business Administration, Office Management, or related field.
• Good command of English; strong communication skills.
• UAE experience is preferred.

Responsibilities

• Manage the reception area and greet visitors.
• Handle incoming calls, emails, and couriers.
• Coordinate meeting room bookings and travel logistics.
• Support office supplies, filing, and documentation.
• Coordinate with vendors and facilities for maintenance and issues.
• Assist management with day-to-day administrative tasks.

Skills

Strong communication

Multitasking

Coordination

MS Excel

MS Word

Education

Bachelor’s degree or diploma in Business Administration / Office Management

Tools

MS Excel

MS Word

Job description

Job Description – Receptionist

Job Summary

Receptionist is responsible for managing the office area and ensuring the smooth and efficient day-to-day operation of the office. The role involves handling front-office activities, office administration, facilities management, vendor coordination, and providing administrative support to employees and management.

The position serves as a central point of coordination between visitors, employees, departments, suppliers, building management, and senior management to maintain a professional, organized, and productive workplace.

Key Responsibilities

1. Reception & Front Office Management

• Manage the reception area and ensure a professional and welcoming environment.
• Greet and assist visitors, clients, and guests.
• Handle incoming calls, emails, couriers, and general correspondence.
• Receive, sort, and distribute incoming and outgoing documents and packages.
• Coordinate meeting room bookings and ensure meeting rooms are properly arranged.

2. Office Administration & Operations

• Oversee daily office operations and ensure the workplace is organized and functioning efficiently.
• Manage office supplies, stationery, pantry items, and office equipment.
• Monitor inventory levels and arrange timely replenishment.
• Maintain accurate physical and digital filing systems.
• Ensure administrative records and documents are properly maintained.
• Support employees and departments with day-to-day administrative requirements.

3. Facilities Management

• Monitor office maintenance, repairs, cleaning, security, and general workplace conditions.
• Coordinate with IT support and other service providers when required.
• Ensure office health, safety, cleanliness, and compliance standards are maintained.
• Report and follow up on facility-related issues until resolution.

4. Coordination & Communication

• Coordinate administrative requirements between departments.
• Facilitate smooth internal communication and information flow.
• Schedule meetings and coordinate meeting logistics.
• Assist senior management with travel arrangements, accommodation, transportation, and other logistics when required.
• Support company events, meetings, and other administrative activities.

Key Performance Indicators (KPIs)

• Smooth and uninterrupted day-to-day office operations.
• Timely resolution of office and facilities-related issues.
• Timely vendor payments, contract renewals, and service arrangements.
• Effective control of office supplies and administrative expenses.
• Accurate and well-organized records and documentation.
• Positive employee and visitor experience.
• Compliance with office health, safety, and administrative standards.
• Effective cost control and adherence to approved budgets.

Required Skills & Competencies

• Strong communication and interpersonal skills.
• Ability to multitask and prioritize responsibilities.
• Strong coordination and follow-up skills.
• Good knowledge of MS Excel, MS Word.

Experience & Qualifications

• Bachelor’s degree or diploma in Business Administration, Office Management, or a related field preferred.
• Previous experience in reception, office administration, office management, or facilities coordination.
• Experience dealing with vendors and service providers is an advantage.
• Good command of English; additional languages are an advantage.
• UAE experience is preferred.

Department: Administration

Position: Receptionist