Receptionist

Position: Receptionist & Secretary (Female)

Front Desk & Customer Service

• Welcome visitors, clients, suppliers, and contractors professionally.
• Manage incoming telephone calls, emails, WhatsApp messages, and general enquiries.
• Direct communications to the appropriate department and ensure timely follow-up.
• Maintain a professional reception area and company image at all times.
• Handle customer complaints and service requests professionally and escalate when necessary.

Secretarial & Executive Support

• Provide administrative and secretarial support to management.
• Manage executives' calendars, appointments, meetings, and reminders.
• Prepare meeting agendas, take minutes of meetings, and circulate action points.
• Draft professional correspondence, letters, memos, and official company documents.
• Coordinate travel arrangements, hotel bookings, transportation, and visa-related documentation when required.
• Follow up with staff, suppliers, and clients on pending matters and report status updates to management.
• Maintain confidentiality of company information and sensitive documents.

Document Management & Administration

• Maintain records of:
• Delivery Notes

• Local Purchase Orders (LPOs)

• Receipt Vouchers
• Payment Vouchers
• Contracts and Agreements
• Internal Correspondence
• Maintain proper filing systems for physical and electronic documents.
• Ensure all company records are accurately organized and easily retrievable.
• Track document approvals and ensure timely circulation to relevant stakeholders.
• Assist in document control and maintaining updated company records.

Sales & Estimation Coordination

• Register enquiries received from clients.
• Prepare and generate quotations and estimations in Zoho or company software.
• Monitor quotation status and perform regular follow-ups with clients.
• Coordinate with the sales and technical teams for pricing, proposals, and documentation.
• Maintain records of enquiries, quotations submitted, approvals, and project status.
• Generate reports related to enquiries, quotations, and sales activities.

Accounts & Commercial Support

• Coordinate with the accounts department regarding invoices, payments, and receivables.
• Follow up on outstanding payments and customer documentation when instructed.
• Maintain records of receipts, payment vouchers, and supporting documents.
• Knowledge of accounting software such as Zoho Books will be an added advantage.

Office Administration

• Manage office supplies, stationery, and administrative purchases.
• Coordinate office maintenance and facility-related requirements.
• Support HR activities such as employee attendance records, leave applications, and document collection when required.
• Coordinate courier services, deliveries, and document dispatches.
• Assist management with special projects and additional administrative tasks.

& Requirements

• Bachelor's Degree or Diploma in Business Administration, Commerce, or a related field.
• Minimum 1–3 years of experience in a Receptionist, Secretary, Executive Secretary, Administrative Assistant, or Office Coordinator role preferred.
• Freshers with exceptional communication and organizational skills may also apply.
• Excellent command of English (written and verbal).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational, communication, and multitasking abilities.
• Ability to work under pressure and meet deadlines.
• Professional appearance and positive attitude.
• Knowledge of Zoho CRM, Zoho Books, or other ERP/accounting systems is an advantage.
• Husband Visa candidates will be preferred.

Application Instructions

Example

Job Type: Full-time

Experience

• UAE: 2 years (Required)