Front Office Admin Jobs in Dubai | Vistra

  • Full Time
  • Dubai
  • Posted 3 months ago
  • 25000 AED / Month


Front Office Admin Jobs in Dubai | Vistra

Job Responsibilities:

  • Answering all incoming internal and external telephone calls promptly and politely; when absent from reception ensure sufficient cover is arranged
  • Taking accurate, detailed messages and passing them on to relevant individuals promptly.
  • Meeting and greeting clients, notifying their arrival to the appropriate member of staff, directing clients to waiting area, meeting room and offering them refreshments.
  • Managing incoming and outgoing mail.
  • Booking meeting rooms and sending invitations to attendees.
  • Liaising with Management Team to order lunches for meetings as and when required.
  • Dealing with courier services both incoming and outgoing.
  • Dealing with all aspects of archiving, including maintaining the archiving database in Excel, arranging removal or retrieval of files to/from storage and liaising with the storage facility. Maintain all office documents as required.
  • Acting as the first point of contact for emergencies (first aider and fire marshal)
  • Ultimately responsible for coordination of travel bookings: flights, trains, visas and hotel accommodation. Ensure that the traveller has all relevant information required
  • Plan and implement hospitality arrangements for the Country MD, MT Team, and Members of ExCo during ad-hoc visits
  • Work closely with the Office Assistant to ensure reception is managed appropriately at all times
  • Order office and pantry supplies to ensure stocks of required supplies are available at all times
  • Ensure payments to suppliers are consolidated and submitted to the Finance Team in a timely manner
  • Coordination of office maintenance and office improvements
  • Excellent inter-personal and communication skills
  • The ability to prioritise and organise your workload
  • Ability to recognize areas of improvement and be pro-active in offering solutions
  • Strong attention to detail
  • Familiarity with Microsoft Outlook, Word, PowerPoint and Excel
  • A natural customer focus
  • Ability to work in a dynamic, team orientated environment
  • A flexible, hands-on approach
  • The ability to multi-task and be proactive and resourceful
  • Professional attitude and appearance

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