Receptionist Administration Assistant

Al-Futtaim; Dubai; On-site; AED 70,000 - 110,000; Full time

Job summary

Al-Futtaim is seeking an Administrative/Receptionist role to support the Real Estate HR offices. You will be the first contact for the HR department, ensuring excellent customer service and professional handling of inquiries.

You will also manage office upkeep, coordinate pantry and subcontractors, prepare interview documentation, and support meetings with logistics and catering. A diploma/degree in Office Administration is preferred, with 3–5 years of relevant experience.

Qualifications

• Excellent customer service and communication skills.
• Strong organizational and administrative capabilities.
• Ability to handle confidential information with discretion.
• Proficiency in coordinating office operations and managing office equipment.

Responsibilities

• Act as the first point of contact for the HR Department and liaise with internal and external organisations.
• Provide excellent customer service to visitors and guests.
• Screen telephone calls, enquiries, and requests, redirecting them appropriately and taking messages.
• Ensure knowledge of company policies to provide accurate replies.
• Handle tasks professionally and ensure inquiries are directed to the right people.

Skills

Customer service

Organisational skills

Confidential information handling

Office operations coordination

Education

Degree or Diploma in Office Administration

Job description

Job Description:

Overview Of The Role:

• This role involves ensuring the smooth operation of the Real Estate HR offices by managing front desk operations, offering administrative support to the HR team, and maintaining high standards for office upkeep and equipment. The individual also coordinates office supplies, manages an HR driver, and is responsible for various administrative and logistical tasks, contributing to overall office efficiency and employee satisfaction.

What You Will Do:

Administrative Support

• Act as the first point of contact for the HR Department and liaise with people from both internal and external organisations.
• Provide excellent customer service to all visitors and guests.
• Screen telephone calls, enquiries, and requests, redirecting them appropriately and taking adequate messages when required.
• Ensure knowledge and familiarity with company policies and procedures to provide sound and appropriate replies to queries.
• Handle and deal with tasks and situations professionally.
• Ensure all calls and enquiries are managed appropriately, professionally, and directed to the right individuals if necessary.

Office Management

• Responsible for the upkeep and maintenance of the Human Resource offices and ensure that all office equipment and facilities are in working condition.
• Monitor the upkeep of meeting rooms and facilities.
• Manage the outsourced pantry staff and coordinate with subcontractors such as cleaners, canteen, plant suppliers, and pest control for service provision.
• Provide logistical support for meetings held in HR meeting rooms, including preparation and catering arrangements.
• Organize team birthday celebrations, team meetings, and HR workshops in coordination with the HR Administrator.
• Ensure all interview-related documentation is prepared in advance and handed over to the respective HRBP.
• Manage set up of WebEx interviews and video conferences efficiently.
• Ensure the office assistant checks meeting rooms post-meeting and that all attendees are served promptly.

Document Management

• Maintain a document tracker and record all incoming and outgoing documentation accurately.
• Manage and regularly update the Real Estate Telephone Directory and circulate updates monthly to all EAs and PAs within the department.
• Ensure document accuracy and no misplacement of documents.
• Update the probation tracker regularly in coordination with Onboarding Specialists and send email communications on deadlines.

Inventory and Purchases

• Track inventory status reports of office IT equipment such as laptops and monitors.
• Ensure the inventory of induction packs is maintained and updated to the onboarding specialist if quantities are low.
• Prepare RFAs and LPOs for all HR team purchases and procurement activities.
• Ensure timely release and processing of LPOs and vendor payments.
• Submit Etisalat bills to Finance and HR team members in a timely manner.

General Support

• Provide support to HR and Administrative functions, including organizing office gatherings, responding to employee queries, and identifying training and development opportunities.
• Ensure Etisalat bills are distributed to HR team members and collected for finance submission.
• Demonstrate AFGRE Core Values.

Required Skills To Be Successful:

• Excellent customer service and communication skills.
• Strong organizational and administrative capabilities.
• Ability to handle confidential information with discretion.
• Proficiency in coordinating office operations and managing office equipment.

What Qualifies You For The Role:

• Educated up to degree or diploma level; additional qualification via a diploma/certificate in Office Administration is advantageous.
• 3-5 years of experience in an administrative or receptionist role within a large company.
• Excellent written and oral communication skills to provide effective advice and manage confidential information.
• Strong organizational and administrative skills to handle varied workloads and meet deadlines in a busy environment.