Receptionist Cum Secretary

Confidential Company; Dubai; On-site; AED 67,000 - 100,000; Full time

Job summary

Tanqeeb in Dubai invites a detail-oriented secretary to manage front-office, document flow, and coordination between sites, subcontractors, and suppliers.

You will handle administration, filing, and confidential data, ensuring smooth operations across head office and project sites.

Ideal for candidates who are highly organized, proactive, and capable of multitasking in a fast-paced environment.

Qualifications

• Must be highly organized, proactive, and detail-oriented to support smooth day-to-day operations.
• The role combines front-office reception duties, document management, subcontractor and supplier coordination, office maintenance, and other administrative tasks as assigned by management.
• The Secretary must ensure accurate handling of financial documents (invoices, cheques, etc.), maintain a professional and welcoming office environment.

Responsibilities

• Receive and answer incoming calls professionally; direct them to the appropriate personnel.
• Welcome and greet guests/visitors (clients, subcontractors, suppliers, etc.) in a courteous, friendly manner.
• Maintain the reception area to high standards: neat, clean, well-organized, and welcoming.
• Monitor office stationery, supplies, and materials; reorder as needed.
• Receive documents from project sites; segregate and distribute promptly.
• Deliver/send documents from head office to project sites; follow up for receipt.
• Manage filing system: file cheques, bank statements, invoices, and organize files.
• Maintain secure, up-to-date document organization.
• Control and receive site Petty Cash Reports; forward to finance.
• Perform other administrative tasks as assigned; support confidentiality of sensitive information.
• Coordinate between office, sites, subcontractors, and suppliers to ensure smooth operations.

Skills

Organizational skills

Communication

Attention to detail

Front office administration

Document management

Coordination

Job description

Subcontractor Handling

• Receive and manage calls from subcontractors.
• Verify and process subcontractor invoices/cheques: Check that amounts match purchase orders (PO), agreements, or approved amounts.
• Ensure supporting documents are complete and attached.
• Deal with subcontractors professionally if cheques are delayed or issues arise (e.g., follow up, communicate discrepancies).
• Aggregate and segregate related documents for processing.

Supplier Handling

• Receive supplier invoices and match invoice quantities/values with Delivery Orders (DO) or goods receipt notes.
• Handle handover of cheques to suppliers.
• Verify that all required supportive/correct documents (e.g., delivery notes, GRN, tax invoices) are attached before processing.
• Organize and divide/distribute documents efficiently for approval and filing.

Reception & Front Office Duties

• Receive and answer incoming calls professionally; direct them to the appropriate personnel.
• Welcome and greet guests/visitors (clients, subcontractors, suppliers, etc.) in a courteous, friendly manner.
• Maintain the reception area to the highest standards: Ensure it is always neat, clean, well-organized, and has a pleasant, welcoming atmosphere (good smiling, professional appearance).

Office & Document Management

• Monitor office stationery, supplies, and materials; ensure availability and reorder as needed.
• Receive documents from all project sites; segregate and distribute them to the concerned employees/departments promptly.
• Deliver/send documents from the head office to project sites; follow up to confirm receipt.
• Manage filing system: File cheques, bank Statements of Account (SOA), invoices, and all other documents in the correct sequence and organized manner (separating new and old files).
• Maintain proper filing for easy retrieval, ensuring all documents are organized, secure, and up to date.
• Control and receive site Petty Cash Reports; segregate and forward them to the relevant employees/finance team.

General Administrative & Other Tasks

• Perform other administrative and support tasks as assigned by management (e.g., data entry, report preparation, scheduling, correspondence).
• Assist in maintaining confidentiality of sensitive information (financials, contracts, etc.).
• Support coordination between office, sites, subcontractors, and suppliers to ensure smooth operations.

Desired Candidate Profile

Must be highly organized, proactive, and detail-oriented to support the smooth day-to-day operations. The role combines front-office reception duties, document management, subcontractor and supplier coordination, office maintenance, and other administrative tasks as assigned by management. The Secretary must ensure accurate handling of financial documents (invoices, cheques, etc.), maintain a professional and welcoming office environment, and contribute to efficient workflow across sites and the head office.