Receptionist & Office Administrator

B1 Ventures; Dubai; On-site; AED 60,000 - 100,000; Full time

Job summary

B1 Ventures in Dubai is seeking a Receptionist & Office Administrator to manage the front desk and provide comprehensive administrative support to the General Managers in a fast-paced office. You will handle guest reception, travel arrangements, document organization, supplier coordination, and daily office operations to keep the office professional and smoothly running.

You will handle inquiries, coordinate with the finance team for expenses, maintain records, and ensure confidentiality of

Qualifications

• Previous experience in reception, office administration or a similar role.
• Excellent organizational, coordination and time-management skills.
• Strong attention to detail and accuracy.
• Professional appearance and excellent communication skills.
• Good knowledge of Microsoft Office, particularly Word, Excel and Outlook.
• Ability to manage administrative records, invoices, office expenses and supplier coordination.
• Strong multitasking, problem-solving and follow-up abilities.
• Proactive, resourceful and capable of working independently.
• Discretion and professionalism when handling confidential information.

Responsibilities

• Welcome and attend to visitors, clients and business partners in a professional and hospitable manner, ensuring they are comfortably received and directed to the relevant General Manager.
• Handle incoming phone calls, general inquiries, correspondence, mail, courier deliveries and outgoing document arrangements.
• Prepare and serve tea, coffee, water and refreshments to the General Managers and their visitors, ensuring the pantry is adequately stocked with all necessary supplies.
• Maintain the reception area, pantry and meeting areas in an organized and presentable condition, and coordinate with cleaning personnel when necessary. No cleaning duties are involved.
• Monitor and manage office supplies, stationery, pantry items and general consumables, maintaining inventory records and ensuring timely replenishment.
• Coordinate office purchases by sourcing suppliers, obtaining quotations, comparing prices, placing approved orders and following up on deliveries.
• Monitor recurring office bills and expenses, including utilities, internet, telephone, rent and other service charges, ensuring invoices are received, documented and forwarded for timely payment.
• Maintain records of office purchases, invoices, receipts, supplier details, quotations and petty cash expenses, coordinating with the Finance Department when required.
• Coordinate with building management, landlords, suppliers and external service providers regarding office requirements, maintenance, repairs and equipment servicing.
• Provide general administrative support to the General Managers, including organizing, sorting, filing and maintaining their physical and electronic documents, folders, contracts and correspondence.
• Assist the General Managers with administrative requirements such as printing, scanning, photocopying, document formatting, compiling paperwork and retrieving requested files.
• Assist with scheduling appointments, coordinating bookings, managing basic calendar updates and reminding the General Managers of upcoming appointments when required.
• Coordinate travel-related arrangements when requested, including flight bookings, hotel reservations, transportation and itinerary preparation.
• Maintain organized electronic and physical filing systems, administrative records, contact lists and other relevant company documentation.
• Proactively follow up on pending administrative matters, anticipate office and management requirements, and ensure assigned tasks are completed accurately and on time.
• Maintain confidentiality when handling company documents, management records and sensitive information, and perform other related administrative duties as assigned by management.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Multitasking

Problem solving

Follow-up

Independent worker

Discretion

Tools

Microsoft Office

Job description

The Receptionist & Office Administrator is responsible for managing the reception area, overseeing the day-to-day administrative requirements of the office and providing general administrative support to the General Managers. The role involves handling reception duties, hospitality, office supplies, expenses, supplier coordination, document organization and general office administration, ensuring the office operates smoothly and remains organized and professionally presented.

Key Responsibilities

• Welcome and attend to visitors, clients and business partners in a professional and hospitable manner, ensuring they are comfortably received and directed to the relevant General Manager.
• Handle incoming phone calls, general inquiries, correspondence, mail, courier deliveries and outgoing document arrangements.
• Prepare and serve tea, coffee, water and refreshments to the General Managers and their visitors, ensuring the pantry is adequately stocked with all necessary supplies.
• Maintain the reception area, pantry and meeting areas in an organized and presentable condition, and coordinate with cleaning personnel when necessary. No cleaning duties are involved.
• Monitor and manage office supplies, stationery, pantry items and general consumables, maintaining inventory records and ensuring timely replenishment.
• Coordinate office purchases by sourcing suppliers, obtaining quotations, comparing prices, placing approved orders and following up on deliveries.
• Monitor recurring office bills and expenses, including utilities, internet, telephone, rent and other service charges, ensuring invoices are received, documented and forwarded for timely payment.
• Maintain records of office purchases, invoices, receipts, supplier details, quotations and petty cash expenses, coordinating with the Finance Department when required.
• Coordinate with building management, landlords, suppliers and external service providers regarding office requirements, maintenance, repairs and equipment servicing.
• Provide general administrative support to the General Managers, including organizing, sorting, filing and maintaining their physical and electronic documents, folders, contracts and correspondence.
• Assist the General Managers with administrative requirements such as printing, scanning, photocopying, document formatting, compiling paperwork and retrieving requested files.
• Assist with scheduling appointments, coordinating bookings, managing basic calendar updates and reminding the General Managers of upcoming appointments when required.
• Coordinate travel-related arrangements when requested, including flight bookings, hotel reservations, transportation and itinerary preparation.
• Maintain organized electronic and physical filing systems, administrative records, contact lists and other relevant company documentation.
• Proactively follow up on pending administrative matters, anticipate office and management requirements, and ensure assigned tasks are completed accurately and on time.
• Maintain confidentiality when handling company documents, management records and sensitive information, and perform other related administrative duties as assigned by management.

Required Skills & Qualifications

• Previous experience in reception, office administration or a similar role.
• Excellent organizational, coordination and time-management skills.
• Strong attention to detail and accuracy.
• Professional appearance and excellent communication skills.
• Good knowledge of Microsoft Office, particularly Word, Excel and Outlook.
• Ability to manage administrative records, invoices, office expenses and supplier coordination.
• Strong multitasking, problem-solving and follow-up abilities.
• Proactive, resourceful and capable of working independently.
• Discretion and professionalism when handling confidential information.