Job Title: Receptionist / Administrative Assistant (Emiratization)

Location: Dubai

Role Overview:

Working for a leading American Professional services firm in Downtown Dubai,  the Receptionist / Administrative Assistant plays a key role in ensuring the smooth operation of the office. This position involves managing front-desk operations, handling administrative tasks, Secretarial duties, coordinating office logistics, and providing translation support when needed. The role requires excellent organisational skills, professionalism, and the ability to manage multiple responsibilities efficiently.

Please note this role is an Emiratization role. 

Key Responsibilities:

Reception & Office Management:

• Serve as the first point of contact for visitors, staff, and clients, providing a professional and welcoming experience.
• Manage the switchboard, handle calls efficiently, and direct inquiries to the appropriate contacts.
• Oversee conference room bookings, ensuring catering and materials are arranged for meetings.
• Maintain the reception and common areas to a high standard.
• Arrange transportation services such as chauffeur cars or taxis as needed.
• Order and maintain office and kitchen supplies, ensuring stock levels are managed effectively.

Administrative & Secretarial Support:

• Assist in document production, filing, and diary management for fee earners.
• Support the billing process, ensuring invoices are prepared and sent to clients accurately and on time.
• Coordinate logistics for meetings, seminars, and client events.
• Assist with onboarding new employees, including orientation and administrative setup.
• Handle courier dispatch and collection, maintaining accurate records of shipments.
• Liaise with building management for facilities-related requests.

Translation & Communication:

• Translate documents, including legal and business materials, ensuring accuracy and cultural relevance.
• Proofread and edit translated materials for grammatical precision.
• Conduct research to ensure consistency in terminology.

Skills & Requirements:

Essential:

• Exceptional client service and organizational skills.
• Strong communication and interpersonal abilities.
• Proficiency in MS Office (Outlook, Word, Excel).
• Ability to work independently and prioritize tasks in a fast-paced environment.
• Adaptability to changing work processes and responsibilities.
• Professional and proactive approach to work.

Personal Attributes:

• High attention to detail and a professional appearance.
• Strong problem-solving skills and the ability to multitask.
• Commitment to providing top-tier service to clients and colleagues.
• Flexibility in working hours based on business needs.

Working Hours:

• Monday to Friday, 9 AM – 6 PM, with an hour for lunch.
• Some flexibility may be required depending on workload and business requirements.

REF:CH86254