Posted on: May 31, 2024Work area: HR & AdministrationEmployment type: Full timeLocation: Dubai, United Arab EmiratesVacancy closing date: August 31, 2024

Job description

Front Office Executive

Job purpose

Support the day-to-day activities of the reception, HR and Admin desk.

Main tasks and responsibilities

Office and Reception desk management

  • Organize office operations and procedures and support with office maintenance, mailing, shipping, arranging stationery supplies, IT equipment (printer/laptop etc), filing bills and follow up on payments (du, dewa, rent, etc.), running pantry errands
  • Coordinate with the IT department on all office equipment requirements
  • Design and implement filing systems
  • Ensure security, integrity and confidentiality of data
  • Maintain a safe and secure working environment
  • Organize and schedule meetings and appointments
  • Provide general support to visitors – Visitors to the company must be taken care of, ensuring their comfort before, during, and after scheduled meetings.
  • Manage executives’ schedules, calendars and appointments, bookings, claim forms

Vendor management and Customer Service

  • Manage relationships with vendors, service providers, and landlords, ensuring that all items are invoiced and paid on time. This could be AC maintenance, Pest control, Disinfection companies, plant maintenance companies, carpet cleaners, etc.
  • Manage contract and price negotiations with office vendors, service providers, and office leases.

HR and Admin Coordination

  • Responsible for supporting new joiners on day one in office with access card, biometric attendance, sim card, business card, etc
  • Participate actively in the planning and execution of company events
  • Coordinate office staff activities to ensure maximum efficiency – like birthdays, theme parties, lunch orders etc
  • Provide HR support and advice to employees and reporting managers, explaining policies and procedures in a timely and effective manner, with regards to leaves, medical insurance, leave travel allowance, ticket bookings, hotel bookings, visa support, etc.
  • Enter data into the HR system so that accurate records are maintained.
  • Manage the absence recording system, request medical certificates where necessary, etc.
  • Administer the probationary review periods and ensure timely completion of the same.
  • Review candidates and schedule interviews
  • Maintain the employee master database.
  • Manage the leaver/ employee exit administration process i.e. collection of access card, parking card, sim card, laptop, etc. and accordingly cancel SIM card contracts, access cards, etc.
  • Assist the HR & Admin department with the development and maintenance of HR & Admin policies and procedures.

Travel Management

  • Coordinate with travel agencies for flight, visa, hotel and transport.
  • Full Understanding and implementation of Travel Policy & Travel Request Form for all Business travel
  • Ensure cost saving for all travel bookings
  • Powerpoint creation for Quarterly and End of Year Travel reports

Key interactions (Internal | External)

External: Vendors | Courier and Shipment agents | Customers and Clients | Overseas agents | Government

Internal: Finance | HR & Admin | Operations | Commercial | Sales

Educational Requirements

Graduate-level education, Good computer skills (software, Photoshop, MS Office – Excel)

Language Requirements
English– Fluent (required)

Background and experience

  • More than 3 years experience in office management as a Receptionist, HR Administrator, Admin Executive

Competencies and skills

  • Ability to work well in a team
  • Ability to plan and execute; multi-task
  • Excellent communication and interpersonal skills
  • Time management and organizational skills

How to apply

Please fill out the application form below and share your cover letter and CV.

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