Receptionist /Facility Executive

Alfalaval; Dubai; Sur place; AED 67 000 - 100 000; Temps partiel

Résumé du poste

Alfa Laval in Dubai is seeking a Receptionist/Facility Executive on a contractual basis. The role supports front office operations and facilities management in the Dubai office, coordinating visitors, calls, and meetings while ensuring compliant, efficient office services.

The ideal candidate will have 2–5 years in a professional office environment, excellent MS Office skills, and a proactive, detail-oriented approach to support regional facilities and administrative activities.

Qualifications

• Degree in administration or related field
• 2-5 years working in a professional office environment
• Multinational company experience is an added advantage
• Proven experience as a facilities coordinator, office administrator, office assistant or relevant role

Responsabilités

• Front Office Administration: answer calls, welcome visitors, issue passes, route inquiries.
• Coordinate meeting rooms, mail handling, courier logistics, and internal communications.
• Facilities Management: indirect procurement, conduct facility checks, coordinate contractors and service providers.
• Ensure SLA compliance for facilities, manage office supplies and equipment, support safety and compliance.

Connaissances

MS Office

Switchboard

Communication skills

Independence

Adaptability

Formation

Degree in administration or related field

2-5 years working in a professional office environment

Description du poste

Receptionist /Facility Executive (Contractual Role)

Finance Shared Service in the Middle East is looking for an exceptional Receptionist/ Facility Executive to be based in our office in Dubai, United Arab Emirates.

About Us

At Alfa Laval, we always go the extra mile to overcome the toughest challenges. Our driving force is to accelerate success for our customers, people, and planet. We make it happen by having dedicated people with a curious mind. Curiosity is the spark behind great ideas. And great ideas drive progress. As a member of our team, you thrive in an open inclusive workplace, based on diversity with a sense of belonging. This is where you can make a difference by constantly building bridges to the future with sustainable solutions that have an impact on our planet's most urgent problems. Making the world a better place. Every day.

Please feel free to peruse our website www.alfalaval.com

Alfa Laval Middle East Ltd has a strong ambition to become world-class in terms of service, quality and delivering superior customer experience. We offer a challenging, exciting, and rewarding position in a highly dynamic and interesting organization. This role offers you the opportunity to apply your skills in a practical environment with the aim to support your professional development in front office operations and facilities management. Most tasks and responsibilities will require your dedicated contribution as part of a team, but individual initiative will be encouraged.

Responsibilities in collaboration with Regional Facilities Manager will include but are not limited to:

Front Office Administration

• Managing Incoming calls: answer and route incoming phone calls to the appropriate departments or personnel, providing accurate information as needed or taking messages when necessary.
• Welcome visitors and determine the nature of their visit; issue visitor passes and maintain visitor logs; alert appropriate party of visitor arrival or direct visitors to appropriate office, department, or employee.
• Respond to routine enquiries from internal or external sources, for example on the organization's location, hours of operation, phone numbers, or email address.
• Monitor company email address and ensure external stakeholder queries are addressed/routed to the right personnel in time.
• Assist with arranging meeting rooms, organizing, and distributing mail, receiving, and sending courier packages, company communications, etc.

Facilities Management

• Responsible for indirect procurement for the office e.g., hotels, rental cars, travel arrangement etc.
• Conduct regular internal checks, physical verifications & facility walks to validate implementation of systems & processes.
• Assist in management of facilities related contractors and service providers.
• Ensure compliance with the terms of service level agreement related to facilities service providers e.g., Maintenance, Cleaning, building lease etc.
• Order, control and maintain office supplies such as stationery, consumables and maintain monthly usage reconciliations.
• Support and ensure compliance with safety, health environment and community legislation and policies in liaison with the HSEQ Coordinator.
• Facilitate and conduct regular building audits to ensure compliance with legal, safety, health, and environmental standards.
• Contribute to the management of office equipment, the neat arrangement of documents, the storage and distribution of office supplies.
• Assist with coordinating welfare activities, event planning, gifts.
• Assist with facilities management activities of other Alfa Laval offices in the region virtually.
• Assist the procurement department with the indirect procurement activities of the region.

Ad Hoc

• Assist with budget and forecasting on costs related to facilities.
• Liaise with Manager to oversee, monitor and ensure costs are contained within budgets.
• Work hand in hand with IT in managing office access control in line with company policies and procedures.
• Contribute to local & regional sustainability projects in line with Alfa Laval strategic goals.

Behavioral competencies

• Possess high level of integrity.
• Be thorough and pay attention to detail.
• Experience and knowledge of MS Office tools.
• Experience in handling switchboard.
• Have outstanding communication and interpersonal abilities.
• Be able to work independently.
• Be flexible and open to change.
• Have excellent writing and verbal communication skills.

Qualification & Experience

• A degree in administration, or any other discipline or any other related qualifications.
• 2 -5 years' working experience in a professional office environment.
• Experience in multinational company is an added advantage.
• Proven experience as a facilities Co Ordinator, office administrator, office assistant or relevant role.

Why should you apply

We offer you an interesting and challenging position in an open and friendly environment where we help each other to develop and create value for our customers. Exciting place to build a global n