Front Office Coordinator

Overview

Front Office Coordinator - Dubai

*Front Desk & Reception*

• Greet and welcome visitors in a professional and courteous manner
• Answer, screen, and transfer incoming calls; manage the main office inbox where required
• Receive, sort, distribute, and dispatch incoming and outgoing mail and couriers
• Manage meeting room bookings, availability, and turnaround between meetings
• Ensure the safety, hygiene, and presentation standards of the reception area are maintained at all times
• *Office Coordinator*
• Oversee the day-to-day running of the Dubai office, ensuring a professional, well-stocked, and welcoming environment
• Order and manage office supplies, pantry stock, stationery, and printer consumables; track usage and reorder ahead of need
• Liaise daily with the office cleaner to maintain standards across workstations, meeting rooms, pantry, and washrooms
• Keep track of parking allocations for staff and coordinate guest parking with building management
• Manage relationships with building management, IT support, couriers, and other external vendors
• Maintain office systems including access cards, meeting room bookings

*Executive & Team Support*

• Provide administrative and secretarial support to senior leadership, including diary management, expense processing, and document preparation
• Coordinate domestic and international travel: flights, hotels, ground transport, and visa arrangements for staff and visiting partners
• Prepare meeting rooms for internal and external meetings, including refreshments and any required materials
• Schedule internal meetings and follow up on action points
• Maintain structured filing systems (digital and physical) for administrative records and company documentation

*Visitor & Stakeholder Hosting*

• Manage the full visitor experience for clients, counterparties, government delegations, and colleagues travelling in from DRC, Tanzania, and elsewhere
• Coordinate hospitality arrangements including restaurant bookings, transport, parking, and accommodation recommendations

*Events & Internal Culture*

• Coordinate internal events, team lunches, celebrations, and offsites in collaboration with HR and Marketing
• Support occasional external events hosted at the office / off-site

What We're Looking For

• Minimum 3 years in a front desk, receptionist, office coordinator, executive assistant, or office management role within the UAE
• Experience in commodities, energy, financial services, law, or another professional environment where confidentiality and discretion are essential
• Proven experience in vendor management, facility coordination, and day-to-day administrative supervision
• Excellent written and spoken English; and/or French a strong advantage given our regional footprint
• Highly organised, proactive, and comfortable juggling competing priorities across time zones
• Strong interpersonal skills and the judgement to interact appropriately with senior executives, government visitors, and external partners
• Professional, polished presentation suited to a client-facing front desk role
• Proficient in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint)
• Eligible to work in the UAE

What We Offer

• Competitive salary and benefits in line with UAE market standards
• A collaborative, fast-paced office at the heart of Auremin's global operations