Job Purpose:
The Receptionist will be the friendly face and welcoming voice of CARMA Dubai — creating a warm, professional, and memorable first impression for every visitor, client, and colleague. This role is perfect for someone who isoutgoing, with a natural flair for hospitality, excellent communication skills, and a proactive mindset.
In addition to managing front desk and administrative functions, the Receptionist will also provide support with HR-related tasks and ancillary duties as assigned by the Head of HR and Admin, to ensure smooth day-to-day operations across the organization.
Roles and Responsibilities
Front Desk & Guest Experience
- Greet and welcome every visitor with enthusiasm and positivity, ensuring they feel valued and comfortable.
- Maintain a neat, organized, and inviting reception area at all times.
- Manage visitor registration and notify relevant employees of arrivals.
- Offer refreshments and ensure guests are well taken care of while waiting.
- Coordinate meeting room bookings and assist with setup for meetings and events.
Telephone & Communication Handling
- Answer and direct calls cheerfully and professionally, taking accurate messages when needed.
- Respond to general inquiries via phone or email in a courteous and helpful manner.
- Keep internal contact lists updated and assist with general communication across departments.
Administrative Support
- Support daily administrative tasks including filing, photocopying, scanning, and data entry.
- Assist in scheduling internal meetings and coordinating logistics for company events or activities.
- Manage courier services, incoming and outgoing mail, and office deliveries.
- Monitor and order office supplies, stationery, and pantry items as needed.
HR Assistance
- Provide administrative support to the HR team in areas such as recruitment coordination, onboarding documentation, and maintaining employee records.
- Assist in arranging interviews, preparing interview schedules, and welcoming candidates.
- Support employee engagement initiatives, wellness activities, and internal communications.
- Help maintain HR databases and ensure documentation is properly filed and organized.
- Handle sensitive and confidential information with discretion and professionalism.
Office Coordination & Support
- Act as the point of contact for maintenance, IT, and facility-related issues, ensuring timely resolutions.
- Liaise with vendors and service providers for office-related services.
- Assist with travel bookings and accommodation arrangements when required.
Additional Duties
- Undertake HR tasks and ancillary duties as assigned by the Head of HR and Admin to support the overall efficiency of the department.
- Participate in office projects, staff events, and other initiatives to promote a positive and engaging workplace culture.
- Continuously seek ways to enhance the front-desk experience and contribute to a welcoming office environment.
Qualifications
- Bachelor’s degree or diploma in Business Administration, Human Resources, or a related field preferred.
- 2–3 years of experience as a Receptionist, Front Desk Executive, or Administrative Assistant, ideally with exposure to HR support.
- Well-groomed, professional appearance with strong interpersonal and communication skills.
- Fluent in English (Arabic is an advantage).
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with HRIS or office management systems is a plus.
- Excellent organizational and multitasking abilities, with attention to detail.
- Professional appearance and demeanor, with a genuine passion for helping others.
- Discreet, trustworthy, and able to handle confidential information responsibly.
- Energetic, proactive, and adaptable — thrives in a lively, team-oriented environment.
