Receptionist cum Secretary
Skills
About This Role
Job Summary
- We are looking for a polished, organized, and proactive **Receptionist cum Office Secretary** to serve as the face of our company and the backbone of our daily administrative operations.
- This dual role requires a professional who can greet visitors with a warm demeanor while efficiently handling secretarial tasks such as scheduling, correspondence, and document management.
- **Key Responsibilities** A.
- Reception Duties (Front Desk & Visitor Management)
- **Greeting & Welcoming:** Greet all visitors, clients, and vendors professionally; determine the purpose of their visit and direct them to the appropriate staff or meeting room.
B. Office Secretarial & Administrative Support
- **Calendar & Meeting Management:** Schedule and coordinate internal and external meetings, book meeting rooms, and prepare meeting materials (agendas, handouts, water/stationery).
- **Correspondence:** Draft, proofread, and send emails, letters, memos, and other internal communications on behalf of management.
- **Document Management:** Photocopy, scan, file, and organize physical and digital documents; maintain an efficient filing system (both hard and soft copies).
- **Supplies Management:** Monitor and manage inventory of office supplies (stationery, pantry items, printer paper) and place orders as needed.
- **Housekeeping:** Ensure the reception area, lobby, and conference rooms are clean, organized, and presentable at all times.
Education
- High school diploma or equivalent required.
- Diploma or Bachelor’s degree in Business Administration, Office Management, or related field preferred.
Experience
- 1–3 years of experience in a reception, front desk, or administrative assistant role.
- Experience using multi-line phone systems and office equipment (printers, scanners).
Technical Skills
- Proficient in **Microsoft Office Suite** (Word, Excel, Outlook, PowerPoint).
- Experience with scheduling tools (e.g., Google Calendar, Calendly) and collaboration platforms (Zoom, MS Teams, Slack).
- Familiarity with office management software (e.g., ERP, CRM) is a plus.
Key Soft Skills & Competencies
- **Professional Appearance & Demeanor:** Well-groomed, polite, and composed under pressure.
- **Communication:** Excellent verbal and written English; active listening skills.
- **Organization:** Ability to multitask, prioritize, and meet deadlines without supervision.
- **Problem-Solving:** Calm and resourceful when handling unexpected issues (e.g., angry visitor, tech failure).
- **Discretion:** Must handle confidential information (salaries, contracts) with integrity.
Working Conditions
- Standard office environment (Monday–Friday, e.g., 9:00 AM – 5:00 PM).
- Primarily desk-based but requires moving around the office to deliver documents or check meeting rooms.
- Check out our website to know more about our
- **To Apply:** Please submit your resume along with a brief cover letter detailing your experience in both reception and secretarial roles at support@polestaruae.com
- Pay: AED3,000.00 - AED3,500.00 per month
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