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Front Office Receptionist
Coastal Investment Group
Dubai, UAE
Full Time
Entry
Onsite
1 weeks ago
Microsoft Office SuitePhone EtiquetteCustomer ServiceOrganizationData EntryCalendar Management
Free
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About the Role
Coastal Investment Group is hiring a professional Receptionist to serve as the first point of contact. The role includes front desk management, administrative support, and executive assistance to the CEO.
Key Skills for This Role
Microsoft Office SuitePhone EtiquetteCustomer ServiceOrganizationData EntryCalendar Management
Responsibilities
- Welcome and greet clients, visitors, and vendors in a professional manner
- Answer, screen, and direct incoming phone calls appropriately
- Manage incoming and outgoing mail, packages, and courier deliveries
- Maintain calendars and schedule appointments
- Coordinate meeting and conference bookings
- Maintain organized filing systems and confidential records
- Perform data entry and assist with preparing documents, reports, and correspondence
- Monitor office supplies and replenish stock as needed
- Manage and maintain the CEO's calendar, appointments, meetings, travel schedules
- Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries
Requirements
- Bachelor's degree in Business Administration, Management, Communications, or a related field preferred
- Excellent verbal and written communication skills
- Professional telephone etiquette and interpersonal skills
- Strong customer service orientation
- Proficiency in Microsoft Office Suite and familiarity with multi line phone systems
- Strong organizational, multitasking, and time management skills
Full Job Posting
Position Summary
- We are seeking a professional and well organized Receptionist to serve as the first point of contact for employees, clients, visitors, and vendors.
- The ideal candidate will provide exceptional receptionist service, efficiently manage front desk operations, and support daily administrative functions.
Key Responsibilities Front Desk Management
- Welcome and greet clients, visitors, and vendors in a professional manner.
- Create a positive first impression and assist guests with office navigation and inquiries.
- Answer, screen, and direct incoming phone calls appropriately.
- Manage incoming and outgoing mail, packages, and courier deliveries.
- Maintain calendars and schedule appointments as advised.
- Coordinate meeting and conference bookings.
- File maintaining and coordination and proper communication with employees and personal staffs.
Key Responsibilities Administrative Support
- Maintain organized filing systems and confidential records.
- Perform data entry and assist with preparing documents, reports, and correspondence.
- Support general office administration as required.
- Ensure reception and common areas remain clean, organized, and presentable.
- Monitor office supplies and replenish stock as needed.
- Maintain visitor logs when required.
- Follow and enforce office security and access control procedures in the reception area.
- Prepare reports, presentations, meeting minutes, and business documents.
- Track action items and follow up on pending tasks and deadlines.
Key Responsibilities Executive Management
- Manage and maintain the CEO's calendar, appointments, meetings, travel schedules and his family's schedule, as needed.
- Act as a liaison between the CEO and internal departments, clients, business partners, and stakeholders.
- Official cars require to maintained and managed with the property officer.
- Coordinate internal and external meetings, including preparing agendas and meeting materials.
- Prioritize and efficiently resolve scheduling conflicts.
Key Responsibilities Communication
- Screen and manage incoming calls, emails, and correspondence.
- Draft, review, and respond to phone communications as directed.
Key Responsibilities Travel & Event Coordination
- Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
- Coordinate business events, conferences, and executive meetings.
- Prepare detailed travel schedules and briefing documents.
Key Responsibilities Confidentiality & Executive Support
- Handle sensitive and confidential information with the highest level of discretion.
- Support the head office operational activities as required.
Qualifications Education
- Bachelor's degree in Business Administration, Management, Communications, or a related field preferred.
- Certification or degree in Office Administration, Hospitality, or a related field is an advantage.
Qualifications Skills and Experience
- Excellent verbal and written communication skills.
- Professional telephone etiquette and interpersonal skills.
- Strong customer service orientation with the ability to handle inquiries and resolve issues calmly and professionally.
- Proficiency in Microsoft Office Suite and familiarity with multi line phone systems and standard office equipment.
- Strong organizational, multitasking, and time management skills.
- Ability to work effectively in a fast paced environment while maintaining attention to detail.
Preferred Attributes
- Professional, and approachable demeanour.
- Strong problem solving abilities.
- Reliable, punctual, and highly organized.
- Ability to maintain confidentiality and professionalism at all times.
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