Front Desk Assistant - Dubai

Job Description

Position Overview:

The Front Desk Assistant ensures seamless coordination of office operations, connecting the visitors, guests, and clients with the internal team.

Key Responsibilities:

• Greet and assist visitors, clients, and vendors in a professional and courteous manner.
• Ensure the reception area is tidy, presentable, and well-organized always.
• Answer and direct phone calls to the appropriate department or personnel.
• Respond to inquiries and provide accurate information regarding the companys services, products, and general information.
• Manage meeting room bookings by maintaining an up-to-date schedule using office software or booking tools.
• Ensure meeting rooms are prepared and set up in advance, including any necessary audio-visual equipment, seating arrangements, and refreshments.
• Coordinate with teams to confirm meeting requirements and accommodate any special requests.
• Keep track of meeting room usage and availability, ensuring efficient space management.
• Ensure meeting rooms are clean, organized, and reset after each use.
• Provide general administrative support to office management and staff as required.
• Assist during events with guest registrations and greet and meet.
• Maintain and update internal phone directories and contact lists.
• Manage office supplies, ensuring that the reception area and meeting rooms are stocked with necessary materials.
• Handle booking of external venues for meetings and events when required.
• Act as a liaison between visitors and internal staff, ensuring clear and professional communication.
• Inform and update employees on meeting schedules, ensuring efficient use of time and resources.
• Monitor the entrance and exit of visitors to ensure security protocols are followed.
• Manage visitor logs and issue visitor badges when necessary.
• Notify relevant personnel of visitor arrivals and assist them in locating their meeting locations.
• Ensure safety procedures are adhered to, including fire and evacuation protocols.
• Operate and troubleshoot office equipment such as phones, computers, printers, and projectors.
• Ensure that technical equipment in meeting rooms is functioning correctly before scheduled meetings.
• Liaise with IT support for any issues related to equipment in the meeting rooms or reception area.

Qualifications:

• Diploma or bachelors degree in business administration, Office Management, or a related field preferred.
• 2-3 years of experience as a receptionist or front desk assistant, preferably in the real estate or property development industry.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and meeting room booking systems.
• Strong organizational and multitasking abilities.
• Customer service-focused, with the ability to build rapport and handle client requests efficiently.
• Basic knowledge of office equipment (printers, projectors, phones) and ability to troubleshoot minor issues.
• Always dressed presentable with a smile and positive attitude.