Front Desk Receptionist

Job Description

Role: Front Desk Receptionist : Job Location: Dubai.

Who we are

House of Shipping provides business consultancy and advisory services for Shipping & Logistics companies. House of Shipping&aposs commitment to their customers begins with developing an understanding of their business fundamentals.

Currently House of Shipping is recruiting for a Front Desk Receptionist on Behalf of its client in Dubai.

Job purpose

The Receptionist Front Office Executive is responsible for managing day-to-day reception and office administrative activities while providing comprehensive support to the HR and Admin functions. This role ensures smooth office operations, exceptional visitor experience, and efficient coordination of HR and administrative tasks.

Main tasks and responsibilities

• Organize office operations and procedures, including office maintenance, mailing, shipping, and arranging office supplies and IT equipment.
• Manage bills, follow up on payments (e.g., DU, DEWA, rent), and maintain pantry stock.
• Coordinate with the IT department for office equipment requirements.
• Design and implement effective filing systems to ensure data security and confidentiality.
• Maintain a safe and secure working environment, ensuring compliance with company policies.
• Organize and schedule meetings, appointments, and bookings for executives.
• Greet visitors and provide excellent visitor assistance to enhance their experience before, during, and after meetings.
• Manage conference room bookings and ensure meeting room readiness.

• Facilitate onboarding for new joiners, including issuing access cards, setting up biometric attendance, and coordinating SIM and business cards.
• Actively participate in planning and executing company events and initiatives.
• Coordinate office staff activities to boost efficiency, such as managing birthdays, theme parties, and team lunches.
• Provide guidance to employees and managers on HR policies, including leave, medical insurance, and travel allowances.
• Enter and maintain accurate employee data in HR systems.
• Manage absence tracking systems and obtain necessary documentation, such as medical certificates.
• Maintain and update the employee master database.
• Oversee the employee exit process, including collecting company property (e.g., access cards, laptops, SIM cards) and ensuring timely deactivation of related contracts.
• Assist in developing and maintaining HR & Admin policies and procedures.

• A bachelors degree in Administration, HR Management, or a related field is required.
• Proficiency in MS Office Suite (Excel, Word, PowerPoint) and administrative software is essential.
• Candidates should possess 35 years of experience in office administration, reception, or HR coordination roles. Prior experience in managing reception, office operations, and HR support functions in a professional environment is advantageous.
• Certifications in Office Administration or HR Management are preferred.