UAE National Admin Officer - Receptionist

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.

Handle all incoming and outgoing calls in a professional manner.

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

Receive and manage factory visitors.

Verify visitor appointments and coordinate with relevant staff.

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

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.

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

Ensure timely follow-up and proper documentation.

Support daily fleet operations and vehicle maintenance tracking.

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

Maintain a clean, organized, and welcoming reception area.

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

Relay messages and announcements to staff accurately and promptly.

Coordinate with departments for smooth visitor handling and document processing.

Schedule and prepare meeting rooms for appointments and internal meetings.

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

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

Assist HR/Admin team with tasks as needed.

Adhere to company policies regarding data handling and visitor access.

Maintain confidentiality and professionalism in all duties.