Job title: Front Office Executive

Department: HR & Admin

Grade Band: Professional

Reporting to: Manager – Admin

Job purpose

The Receptionist – Front Office Executive is responsible for managing day-to-day reception and office administrative activities

Job title: Front Office Executive

Department: HR & Admin

Grade Band: Professional

Reporting to: Manager – Admin

Job purpose

The Receptionist – Front Office Executive is responsible for managing day-to-day reception and office administrative activities while providing comprehensive support to the HR and Admin functions. This role ensures smooth office operations, exceptional visitor experience, and efficient coordination of HR and administrative tasks.

Main tasks and responsibilities

Office and Reception Desk Management

• Organize office operations and procedures, including office maintenance, mailing, shipping, and arranging office supplies and IT equipment.
• Manage bills, follow up on payments (e.g., DU, DEWA, rent), and maintain pantry stock.
• Coordinate with the IT department for office equipment requirements.
• Design and implement effective filing systems to ensure data security and confidentiality.
• Maintain a safe and secure working environment, ensuring compliance with company policies.
• Organize and schedule meetings, appointments, and bookings for executives.
• Greet visitors and provide excellent visitor assistance to enhance their experience before, during, and after meetings.
• Manage conference room bookings and ensure meeting room readiness.

HR and Admin Coordination

• Facilitate onboarding for new joiners, including issuing access cards, setting up biometric attendance, and coordinating SIM and business cards.
• Actively participate in planning and executing company events and initiatives.
• Coordinate office staff activities to boost efficiency, such as managing birthdays, theme parties, and team lunches.
• Provide guidance to employees and managers on HR policies, including leave, medical insurance, and travel allowances.
• Enter and maintain accurate employee data in HR systems.
• Manage absence tracking systems and obtain necessary documentation, such as medical certificates.
• Maintain and update the employee master database.
• Oversee the employee exit process, including collecting company property (e.g., access cards, laptops, SIM cards) and ensuring timely deactivation of related contracts.
• Assist in developing and maintaining HR & Admin policies and procedures.

Key Performance Indicators (KPIs)

Office and Reception

• Answering Calls: Timely response to incoming calls. (10% weightage)
• Visitor Assistance: Providing exceptional support and comfort to visitors. (10% weightage)
• Conference Room Coordination: Efficient scheduling and readiness of meeting rooms. (10% weightage)
• Appointment Accuracy: Precise scheduling of executive meetings. (10% weightage)
• Time Management: Effective prioritization and punctual task execution. (10% weightage)
• Customer Satisfaction: Achieving positive feedback ratings from visitors and stakeholders. (10% weightage)
• Professionalism: Consistently maintaining a high standard of appearance and behavior. (10% weightage)
• Multitasking Ability: Handling multiple tasks effectively. (10% weightage)

HR Coordination

• Onboarding Process: Timely and seamless onboarding of new joiners. (10% weightage)
• Data Accuracy: Maintaining up-to-date and precise HR data records. (10% weightage)
• Event Participation: Active involvement in planning and executing HR and Admin events. (10% weightage)
• Exit Process Management: Efficient management of leaver processes, including asset collection. (10% weightage)

Key interactions (Internal | External)

External: Vendors | Courier and Shipment Agents | Customers and Clients | Government Authorities

Internal: Finance | HR & Admin | Operations | Commercial | Sales

Education requirements

A bachelor’s degree in Administration, HR Management, or a related field is required.

Proficiency in MS Office Suite (Excel, Word, PowerPoint) and administrative software is essential.

Language requirements

English – Fluent (required)

Background and experience

Competencies and skills

Experience: Candidates should possess 3–5 years of experience in office administration, reception, or HR coordination roles. Prior experience in managing reception, office operations, and HR support functions in a professional environment is advantageous.

Certifications: Certifications in Office Administration or HR Management are preferred.

Core Competencies

• Integrity & Accountability: Ensure accuracy and confidentiality in handling office data and tasks.
• Customer Focus: Deliver exceptional service to visitors and employees alike.
• Collaboration & Communication: Foster effective communication with internal and external stakeholders.
• Time Management: Demonstrate effective prioritization and punctuality in completing tasks.

Role-Specific Competencies

• Organizational Skills: Maintain a structured and efficient workspace.
• Multitasking Ability: Handle multiple tasks simultaneously without compromising on quality.
• Attention to Detail: Ensure accuracy in data entry, scheduling, and other administrative functions.
• Problem-Solving: Proactively address issues related to office administration and visitor management.
• IT Proficiency: Exhibit advanced skills in MS Office Suite (Excel, Word, PowerPoint) and administrative software.

Apply Now !!! (Selected Candidates will be Informed by us for next hiring process. )