Receptionist & Admin Assistant Job in Dubai UAE

Receptionist & Admin Executive Job in Dubai UAE

Company          : GTN Group

Location           : Dubai, UAE

Timing               : Full time

 

JOB DESCRIPTION

  • Oversee the reception area, serving as the first point of contact for employees, visitors, and guests, and representing the company professionally.
  • Manage office upkeep, ensuring the environment is clean, safe, and presentable at all times.
  • Efficiently receive, direct, and relay telephone messages.
  • Schedule, plan, and prepare for meetings, conferences, and events, coordinating logistical arrangements and other requirements.
  • Organize administrative services, including office stationery, supplies, and janitorial needs, and coordinate office maintenance services.
  • Supervise office staff responsible for cleaning, serving drinks, and assisting with other tasks.
  • Enhance office functionality and safety, including managing parking space allocations.
  • Maintain relationships with service providers and suppliers, such as travel agencies, hotels, and maintenance contractors.

HR Support:

  • Collaborate with HR to maintain the general filing system and manage the employee database with accuracy, confidentiality, and discretion.
  • In accordance with corporate policy, track and monitor employee attendance, making sure that workers accurately record their leaves in the HR Cloud system.
  • Help HR keep track of when employee documents—such as passports, visas, and Emirates IDs—expire and make sure they are renewed on schedule.
  • Keep up with updates to company records and communicate with other parties when necessary (e.g., for DIFC or embassy attestations).

Administrative Duties:

  • Manage outbound and inbound couriers and distribute mail.
  • Plan business traveler’s airfare and lodging, help with visa applications and other necessary trip paperwork, and make sure the company’s travel policy—which includes using the GTN Traveler App—is followed.
  • Keep track of and handle payments for office utility bills (DEWA, for example).
  • Process payments using the company credit card and create a monthly report summarizing the use of the credit card.
  • Work together with other administrative personnel to enhance workflow and efficiency.
  • aid in the planning and administration of international activities or events.
  • As needed, take care of other ad hoc duties.

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