Receptionist & Administrative Coordinator

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. Support employee onboarding and offboarding processes, including biometric access management, communication channel setup, and record updates. Ensure accurate documentation, record keeping, compliance, and administrative support across all assigned functions. 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.