Receptionist

About the role

Office and reception duties

• Act as the first point of contact for visitors, contractors, and deliveries.
• Answer and direct calls, emails, and general office enquiries.
• Keep meeting rooms, common areas, and reception spaces presentable.
• Keep the office stocked, organised, and tidy.
• Coordinate office repairs, maintenance issues, building access, and landlord or building-management requests.
• Support office health, safety, and workplace compliance requirements.

Administrative and stakeholder support

• Provide day-to-day administrative support to the General Manager and Bureau Chief.
• Manage calendars, room bookings, desk bookings in Kadence, and visitor arrangements.
• Assist with travel bookings, itineraries, and related logistics.
• Prepare documents, presentations, correspondence, and meeting materials.
• Maintain filing systems, contact lists, and administrative records.
• Support internal events, team meetings, and office activities.

Employee and office logistics

• Process Amex card applications for employees.
• Arrange client gifts, shipments, new laptops, local SIM cards, Wi-Fi contract renewals, and parking permits.
• Arrange equipment, access cards, and parking access for new hires in Dubai and Qatar.
• Work on press credentials for UAE reporters from the National Media Council.

Finance and procurement support

• Process invoices and purchase orders in SAP accurately and on time.
• Track purchase orders, invoice status, coding, approvals, and payment follow-up.
• Liaise with finance and procurement teams to resolve invoice or purchase-order queries.
• Assist with vendor administration and supplier set-up.

Required experience and capabilities

• At least five years of experience in office administration, reception, team assistance, or a similar role.
• Experience processing invoices and purchase orders in SAP or an equivalent system.
• Fluency in English.
• Experience supporting senior stakeholders or executives, including diary and meeting coordination.
• Experience working in a busy office-based environment.
• Strong organisational skills, attention to detail, and communication skills.
• Ability to work independently, take ownership, and maintain confidentiality.
• Ability to remain calm, responsive, and professional when priorities change.

Preferred qualifications

• Arabic, Urdu, or Tagalog language skills are advantageous but not essential.
• Experience with Freezone portals or regulations is advantageous.
• Experience in an international corporate or newsroom environment is advantageous.

Benefits

• Comprehensive insurance and retirement plans are provided.
• The benefits package includes paid time off, education benefits, family care benefits, and career growth programmes.
• Employees receive access to Dow Jones products, referral programmes, well-being support, and fitness programmes.

Business area