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Receptionist/Secretary

ORBIT COATINGS DISINFECTION & STERILIZATION SERVICES L.L.C
Al Barsha, UAE
Full Time
Entry
Onsite
AED 3,500/month / month
1 weeks ago
Front Desk ManagementClient Relationship ManagementTelephone and Email HandlingAppointment and Calendar ManagementBusiness CorrespondenceDocument Preparation and Filing
Free

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Key skills for this role

Front Desk ManagementClient Relationship ManagementTelephone and Email Handling
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Job Overview

  • We are looking for a professional, well organized, and presentable Receptionist Cum Secretary to manage the front desk and provide administrative and secretarial support to the management and office team.
  • The successful candidate will be the first point of contact for clients, visitors, suppliers, and business partners.
  • She will be responsible for maintaining a professional front office environment, managing client communications, coordinating appointments, handling administrative duties, and supporting the smooth daily operation of the office.

Key Responsibilities – Front Desk and Reception Management

  • Welcome and assist visitors, clients, suppliers, and business partners in a professional and courteous manner.
  • Manage the reception area and ensure it remains clean, organized, and presentable at all times.
  • Answer, screen, and transfer incoming telephone calls.
  • Respond to general enquiries received by phone, email, WhatsApp, and other communication channels.
  • Maintain visitor records and coordinate access for scheduled guests.
  • Receive and manage incoming and outgoing couriers, parcels, and business documents.

Client Management and Coordination

  • Act as the first point of contact for existing and potential clients.
  • Maintain professional communication and follow up with clients when required.
  • Schedule client meetings and appointments with the management and relevant team members.
  • Maintain accurate client contact information and communication records.
  • Assist in preparing quotations, company profiles, presentations, product information, and other documents for clients.
  • Follow up on enquiries, appointments, documents, and pending matters as instructed by management.
  • Coordinate between clients and the sales, accounts, logistics, and management teams.
  • Ensure clients receive timely responses and professional service.

Secretarial and Administrative Support

  • Manage the daily calendar, appointments, meetings, and schedules of the management.
  • Prepare letters, emails, memos, reports, meeting notes, and other business correspondence.
  • Organize and maintain physical and digital filing systems.
  • Handle confidential documents and business information with complete discretion.
  • Arrange meetings and prepare meeting rooms when required.
  • Take minutes of meetings and follow up on assigned action points.
  • Maintain records of contracts, quotations, invoices, company documents, and other important files.
  • Assist management with day to day administrative and coordination tasks.

Office Administration

  • Monitor office stationery, pantry supplies, and other administrative requirements.
  • Coordinate with suppliers, maintenance companies, courier services, and other service providers.
  • Assist with office maintenance and ensure all facilities are functioning properly.
  • Maintain important contact lists and office records.
  • Support employee attendance records, leave records, and basic HR administration when required.
  • Assist with travel arrangements, hotel bookings, meeting arrangements, and business visits.
  • Perform other administrative duties assigned by the management.

Candidate Requirements

  • Diploma or Bachelor’s degree in Business Administration, Office Management, Secretarial Studies, or a related field.
  • Previous experience as a Receptionist, Secretary, Front Desk Executive, Administrative Assistant, or similar position is preferred.
  • Excellent spoken and written English.
  • Knowledge of Hindi and/or other languages will be an advantage.
  • Good knowledge of Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
  • Professional telephone and email communication skills.
  • Strong organizational and time management abilities.
  • Ability to manage multiple tasks and priorities efficiently.
  • Good client handling and interpersonal skills.
  • Presentable, confident, polite, and professional personality.
  • Ability to work independently with minimal supervision.
  • High level of confidentiality, integrity, and responsibility.

Key Skills

  • Front Desk Management
  • Client Relationship Management
  • Telephone and Email Handling
  • Appointment and Calendar Management
  • Business Correspondence
  • Document Preparation and Filing
  • Administrative Coordination
  • Follow Up and Task Management
  • Microsoft Office
  • Professional Communication
  • Multitasking and Organization

Preferred Candidate Profile

  • Professional and well presented
  • Friendly and approachable
  • Confident in dealing with clients and visitors
  • Organized and detail oriented
  • Proactive in following up on pending matters
  • Capable of working under pressure
  • Responsible and trustworthy
  • Comfortable communicating with senior management, clients, and suppliers

Pay

  • AED 3,500.00 AED 4,500.00 per month

Work Location

  • In person

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