UAE National Admin Officer - Receptionist

About This Role

The Receptionist is responsible for managing front desk operations with a focus on professional communication, visitor coordination, document handling, and logistical support. This role ensures effective management of incoming and outgoing calls, facilitates factory visitor procedures, oversees filing and control of technical and delivery documents, monitors complaint forms, and supports fleet and GPS management processes. The position plays a vital role in ensuring smooth daily operations, maintaining accurate records, and providing efficient support across departments to uphold productivity and compliance within the organization.

1. Telephone Management:

Handle all incoming and outgoing calls in a professional manner.

Maintain and update contact lists; follow the established call process guidelines.

2. Visitor Coordination:

Receive and manage factory visitors.

Verify visitor appointments and coordinate with relevant staff.

Record visitor details and schedule follow-up meetings if necessary.

3. Document Control and Filing:

Ensure documents are uploaded in OpenText before physical filing in the DC room.

Manage issuing of production drawings.

Stamp drawings with “Issue for Production” and obtain Production Manager’s signature.

Distribute copies to Production, QC, and Foreman; file the original as a controlled document.

Maintain and update control sheets for delivery notes from storekeeper/driver.

Follow up on signed delivery notes, upload them to OpenText, and share with relevant personnel.

4. Complaint Form Monitoring:

Issue, track, and maintain a log for complaint forms.

Ensure timely follow-up and proper documentation.

5. Fleet and GPS Management:

Support daily fleet operations and vehicle maintenance tracking.

Use GPS tools as per company procedures after receiving access and training.

6. Front Desk Management:

Maintain a clean, organized, and welcoming reception area.

Ensure front desk materials and supplies are always stocked and presentable.

7. Internal Communication Support:

Relay messages and announcements to staff accurately and promptly.

Coordinate with departments for smooth visitor handling and document processing.

8. Meeting Room Coordination:

Schedule and prepare meeting rooms for appointments and internal meetings.

Ensure all equipment and materials are in place and rooms are clean and ready.

9. Administrative Assistance:

Provide clerical support such as scanning, printing, filing, and basic data entry.

Assist HR/Admin team with tasks as needed.

10. Confidentiality and Compliance:

Adhere to company policies regarding data handling and visitor access.

Maintain confidentiality and professionalism in all duties.

Application Question(s):

• Are you a UAE national?

Experience:

• Reception front desk, or administrative support roles: 3 years (Required)

Work Location: In person