Front Office Receptionist
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Key skills for this role
About the Role
INDEX Holding is hiring a Front Office Receptionist for its Dubai office. The role involves greeting visitors, managing phone calls, handling mail, and providing administrative support.
Key Skills for This Role
Responsibilities
- Act as the first point of contact for all visitors and callers, ensuring a professional and welcoming experience
- Greet and assist visitors, provide directions, and notify relevant staff of arrivals
- Manage a multi line telephone system, answering calls promptly (within 3 rings)
- Screen, assess, and direct calls to appropriate departments or personnel
- Take accurate messages and ensure timely delivery to concerned staff
- Maintain visitor logs and ensure adherence to security and access protocols
- Receive, sort, and distribute incoming mail and packages
- Coordinate with courier and dispatch services for timely delivery of documents
- Provide general administrative support to the Management Office and departments
- Maintain a clean, organized, and presentable reception area
Requirements
- Strong front office and receptionist duties skills
- Excellent phone etiquette and experience handling multi line phone systems
- Demonstrated customer service skills
- Clear and professional communication skills, both verbal and written
- Previous experience in a receptionist or front office role is preferred
- Proficiency in basic office software (e.g., MS Office) and familiarity with office equipment
- Organizational skills, attention to detail, and ability to manage multiple tasks
- High level of professionalism, reliability, and a neat, presentable appearance
- Bachelor's Degree in Administration or related field; additional certification is a plus
- Fluency in English and Arabic
Full Job Posting
Company Description
- INDEX Holding is a long established national Emirati company founded in 1928 and headquartered in Dubai, United Arab Emirates. The group operates across multiple sectors through seven main subsidiaries, including conferences and exhibitions, textiles and tailoring, media, trading and investment, and
Role Description
- This is a full time, on site Front Office Receptionist role based in Dubai. The Front Office Receptionist will serve as the first point of contact for visitors and callers, greeting guests, managing check in procedures, and directing them to the appropriate person or department.
Front Desk Management
- Act as the first point of contact for all visitors and callers, ensuring a professional and welcoming experience
- Greet and assist visitors, provide directions, and notify relevant staff of arrivals
- Maintain a positive, courteous, and customer focused approach at all times
Call Handling & Communication
- Manage a multi line telephone system, answering calls promptly (within 3 rings)
- Screen, assess, and direct calls to appropriate departments or personnel
- Take accurate messages and ensure timely delivery to concerned staff
Visitor & Client Experience
- Ensure a smooth and pleasant visitor experience aligned with company standards
- Respond to inquiries in a helpful, professional, and efficient manner
- Maintain visitor logs and ensure adherence to security and access protocols
Mail & Courier Coordination
- Receive, sort, and distribute incoming mail and packages
- Coordinate with courier and dispatch services for timely delivery of documents
- Ensure proper tracking and handling of important correspondence
Administrative & Clerical Support
- Provide general administrative support to the Management Office and departments
- Assist with basic documentation, filing, and data entry tasks
- Support preparation and distribution of documents, invitations, and certificates
Event & Operational Support
- Stay updated on company events, conferences, and activities
- Assist in coordination and communication related to event logistics
- Ensure timely distribution of materials to event participants
Coordination & Team Support
- Liaise with internal teams to ensure efficient communication and workflow
- Work collaboratively as a team player in a dynamic environment
- Support ad hoc tasks and responsibilities as assigned
Reception Area Management
- Maintain a clean, organized, and presentable reception area
- Ensure availability of necessary materials such as forms, brochures, and stationery
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