Receptionist & Administrative Coordinator
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Key skills for this role
About the Role
Success Factor LLC is hiring a Receptionist & Administrative Coordinator in Dubai to manage front desk operations, facilities, inventory, fleet administration, and support HR activities.
Key Skills for This Role
Responsibilities
- Manage front desk operations, visitor registration, access control, courier services, office security systems, and general workplace facilities
- Oversee pantry operations, housekeeping activities, office cleanliness, hygiene standards, and workplace maintenance
- Maintain inventory and asset records, including office equipment, uniforms, consumables, furniture, and supplies
- Coordinate company fleet administration, vehicle inspections, servicing schedules, registrations, insurance, fines, and compliance documentation
- Provide first level support for office internet and connectivity issues and coordinate with IT support when required
- Manage telecom services, SIM allocations, employee contact records, and communication platform updates
- Maintain employee and vehicle insurance records and coordinate policy renewals with relevant stakeholders
- Prepare, maintain, and update operational trackers, reports, and customer review records
- Maintain employee documentation, including identification, labour, visa, and personnel records, ensuring accuracy and accessibility
- Support employee engagement initiatives, celebrations, and internal communications
- Assist with recruitment activities, including candidate coordination, interview scheduling, document collection, and recruitment administration
- Support employee onboarding and offboarding processes, including biometric access management, communication channel setup, and record updates
Requirements
- Bachelor's Degree or Diploma in Business Administration or a related field
- 2–3 years of relevant administrative, reception, or office coordination experience within the UAE/Dubai
- Strong knowledge of office administration, facilities coordination, and document management
- Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook
- Excellent verbal and written communication skills in English
- Strong organizational skills with the ability to manage multiple priorities effectively
- High attention to detail, professionalism, and customer service orientation
- Experience supporting recruitment, onboarding, and employee administration is preferred
- Available to join immediately or within a short notice period
Full Job Posting
Role Overview
- The Reception & Administrative Coordinator serves as the first point of contact for visitors, employees, and candidates while providing comprehensive administrative support to ensure the smooth operation of the office.
- The role is responsible for reception management, facilities and pantry oversight, inventory and fleet administration, employee records, telecom and insurance coordination, recruitment support, onboarding/offboarding activities, and maintaining accurate operational documentation.
Key Responsibilities
- Manage front desk operations, visitor registration, access control, courier services, office security systems, and general workplace facilities.
- Oversee pantry operations, housekeeping activities, office cleanliness, hygiene standards, and workplace maintenance.
- Maintain inventory and asset records, including office equipment, uniforms, consumables, furniture, and supplies.
- Coordinate company fleet administration, vehicle inspections, servicing schedules, registrations, insurance, fines, and compliance documentation.
- Monitor vehicle maintenance requirements and coordinate preventive servicing with authorized service providers.
- Provide first level support for office internet and connectivity issues and coordinate with IT support when required.
- Manage telecom services, SIM allocations, employee contact records, and communication platform updates.
- Maintain employee and vehicle insurance records and coordinate policy renewals with relevant stakeholders.
- Prepare, maintain, and update operational trackers, reports, and customer review records.
- Maintain employee documentation, including identification, labour, visa, and personnel records, ensuring accuracy and accessibility.
- Support employee engagement initiatives, celebrations, and internal communications.
- Assist with recruitment activities, including candidate coordination, interview scheduling, document collection, and recruitment administration.
Requirements
- Bachelor's Degree or Diploma in Business Administration or a related field.
- 2–3 years of relevant administrative, reception, or office coordination experience within the UAE/Dubai.
- Strong knowledge of office administration, facilities coordination, and document management.
- Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
- Excellent verbal and written communication skills in English.
- Strong organizational skills with the ability to manage multiple priorities effectively.
- High attention to detail, professionalism, and customer service orientation.
- Experience supporting recruitment, onboarding, and employee administration is preferred.
- Available to join immediately or within a short notice period.
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