Overview
Front Desk Assistant Jobs in Dubai, United Arab Emirates at Refine Development Management
Title: Front Desk Assistant
Company: Refine Development Management
Location: Dubai, United Arab Emirates
The Front Desk Assistant serves as the first point of contact for visitors and clients, providing a professional and welcoming environment. This role is responsible for managing the reception area, handling phone calls, and performing various administrative tasks such as meeting room bookings and arrangements. The Front Desk Assistant ensures seamless coordination of office operations, connecting the visitors, guests, and clients with the internal team.
Key Responsibilities:
Greet and assist visitors, clients, and vendors in a professional and courteous manner.
Ensure the reception area is tidy, presentable, and well-organized always.
Answer and direct phone calls to the appropriate department or personnel.
Respond to inquiries and provide accurate information regarding the company’s services, products, and general information.
Manage meeting room bookings by maintaining an up-to-date schedule using office software or booking tools.
Ensure meeting rooms are prepared and set up in advance, including any necessary audio-visual equipment, seating arrangements, and refreshments.
Coordinate with teams to confirm meeting requirements and accommodate any special requests.
Keep track of meeting room usage and availability, ensuring efficient space management.
Ensure meeting rooms are clean, organized, and reset after each use.
Provide general administrative support to office management and staff as required.
Assist during events with guest registrations and greet and meet.
Maintain and update internal phone directories and contact lists.
Manage office supplies, ensuring that the reception area and meeting rooms are stocked with necessary materials.
Handle booking of external venues for meetings and events when required.
Act as a liaison between visitors and internal staff, ensuring clear and professional communication.
Inform and update employees on meeting schedules, ensuring efficient use of time and resources.
Monitor the entrance and exit of visitors to ensure security protocols are followed.
Manage visitor logs and issue visitor badges when necessary.
Notify relevant personnel of visitor arrivals and assist them in locating their meeting locations.
Ensure safety procedures are adhered to, including fire and evacuation protocols.
Operate and troubleshoot office equipment such as phones, computers, printers, and projectors.
Ensure that technical equipment in meeting rooms is functioning correctly before scheduled meetings.
Liaise with IT support for any issues related to equipment in the meeting rooms or reception area.
Qualifications:
Diploma or bachelor’s degree in business administration, Office Management, or a related field preferred.
2-3 years of experience as a receptionist or front desk assistant, preferably in the real estate or hospitality industry.
Fluency in Russian/Italian/Spanish/Turkish/Chinese or German will be a plus.
Excellent verbal and written communication skills.
Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and meeting room booking systems.
Strong organizational and multitasking abilities.
Customer service-focused, with the ability to build rapport and handle client requests efficiently.
Basic knowledge of office equipment (printers, projectors, phones) and ability to troubleshoot minor issues.
Always dressed presentable with a smile and positive attitude.
