Front Desk Receptionist

About ARCE

The American Research Center in Egypt (ARCE) is a nonprofit organization dedicated to supporting research on every aspect of Egyptian history and culture, fostering broader public knowledge, and strengthening American-Egyptian cultural ties. Through fellowships, conservation projects, publications, public programs, and institutional partnerships, ARCE has served scholars, students, members, and the wider public for more than 75 years.

As ARCE moves into its new Cairo Center, the organization seeks to ensure that all visitors, guests, residents, staff, partners, and program participants experience a professional, welcoming, and well-organized environment.

Position Summary

The Front Desk Receptionist serves as the first point of contact for ARCE’s Cairo Center. The role is responsible for front-facing administrative support, including reception, visitor coordination, phone and email inquiries, appointment support, guest arrival procedures, and general front desk organization.

The role is also responsible for the day-to-day coordination of ARCE’s residence facilities. This includes managing residence booking requests and the residence calendar, communicating with approved guests, coordinating arrivals and departures, check-in and check-out, occupancy records, room readiness, residence housekeeping and maintenance follow-up, guest requests, and other routine residence matters. The Front Desk Receptionist is the primary coordinator for day-to-day guest needs, room readiness, housekeeping, maintenance requests, and residence-related follow-up.

The successful candidate will be professional, welcoming, organized, discreet, and comfortable interacting with staff, scholars, fellows, visiting researchers, board members, donors, vendors, and external guests.

Key Responsibilities

Front Desk, Visitor and Administrative Support

· Serve as the first point of contact for visitors, callers, guests, vendors, and external partners arriving at or contacting ARCE’s Cairo Center.

· Welcome visitors professionally, confirm appointments, notify relevant staff of arrivals, and direct visitors appropriately.

· Answer and route incoming phone calls, take messages when needed, and respond to general inquiries in a timely and professional manner.

· Maintain a welcoming, organized, and professional reception area at all times.

· Manage visitor sign-in procedures, appointment logs, visitor badges, and front-desk access coordination where applicable.

· Coordinate with building security and the Operations Manager on visitor access procedures, front-desk protocols, and building-administration matters that affect reception.

· Assist with receiving scholars, fellows, donors, board members, institutional partners, and other VIP guests in coordination with the relevant staff member.

· Provide general information about ARCE’s office hours, events, visitor procedures, and contact points, escalating specialized inquiries to the relevant department.

· Support meeting room bookings, basic visitor appointment scheduling, and the preparation of visitor lists, arrival lists, name tags, meeting materials, and guest information sheets as needed.

· Receive and log mail, packages, courier deliveries, and documents, ensuring they are passed to the appropriate staff member, and assist with outgoing courier coordination or document dispatch when requested.

· Prepare and maintain front-desk materials, visitor forms, guest instructions, residence information sheets, and related reference materials.

· Maintain organized front-desk files, logs, and trackers related to visitors, appointments, inquiries, bookings, and guest arrivals.

· Keep staff informed of expected visitors, scheduled appointments, residence arrivals, and other relevant front-desk updates.

Residence Booking and Guest Coordination

· Manage the booking calendar for ARCE’s residence facilities, ensuring that reservations, availability, check-in dates, check-out dates, and guest details are accurately recorded.

· Receive and track residence booking requests from approved guests, staff, fellows, visiting scholars, board members, and other eligible users.

· Coordinate booking approvals with the Operations Manager and relevant staff before confirming reservations.

· Communicate with guests before arrival regarding booking confirmation, arrival details, check-in procedures, house rules, payment instructions where applicable, and key contact information.

· Prepare and maintain guest booking forms, occupancy logs, arrival/departure records, and residence-related documentation.

· Coordinate check-in and check-out information, including arrival timing, keys or access cards, guest instructions, and departure follow-up.

· Coordinate residence room readiness, housekeeping, and maintenance follow-up for upcoming arrivals, departures, and guest-reported residence issues, including communicating requirements to the relevant service provider or operations contact and tracking completion.

· Record and follow up on residence guest concerns, special requests, or incidents through resolution, escalating matters involving policy exceptions, significant expenditure, safety, building-wide systems, or sensitive issues to the Operations Manager.

· Provide regular updates to the Operations Manager on upcoming bookings, current occupancy, expected arrivals and departures, room readiness, open guest matters, and other pending residence-related issues.

Events, Meetings, and Guest Experience

· Support front desk coordination for ARCE events, lectures, meetings, workshops, receptions, and official visits hosted at the Cairo Center.

· Assist with guest registration, arrival lists, room directions, name tags, and event check-in.

· Welcome event participants and direct them to the appropriate meeting rooms or event spaces.

· Coordinate with program, operations, and communications staff to ensure visitors and participants are received smoothly.

· Support front-facing guest experience before, during, and after events, escalating logistical or operational needs to the appropriate staff member.

Communication, Records, and Follow-Up

· Maintain accurate records related to visitors, calls, residence bookings, check-ins, check-outs, guest stays, and front desk activity.

· Prepare simple weekly or monthly updates on residence occupancy, upcoming arrivals, expected visitors, and pending front desk issues as requested.

· Ensure guest, visitor, and residence information is handled with discretion and confidentiality.

· Follow up on guest or visitor inquiries and ensure requests are routed to the correct department or staff member.

· Support the development and updating of front desk procedures, visitor guidelines, residence booking procedures, and guest information materials.

Performance Measures

Professionalism, warmth, and responsiveness in handling visitors, guests, callers, and staff.

Accuracy and reliability of residence booking records, guest information, and occupancy tracking.

Timeliness and clarity of communication with guests, staff, security, housekeeping, maintenance, and the Administrative & Egyptian Membership Supervisor, together with effective follow-through on residence-related needs.

Smooth coordination of visitor arrivals, check-ins, check-outs, meeting room support, and front desk activity.

Ability to maintain organized records, follow procedures, and escalate issues appropriately.

Quality of front-facing support provided during events, meetings, and official visits.

Discretion and sound judgment in handling guest, visitor, staff, and organizational information.

Qualifications

Required

1. Previous experience in reception, front desk administration, guest services, hospitality, office administration, or a similar front-facing role.

2. Strong verbal and written communication skills in English and Arabic.

3. Professional, welcoming, and service-oriented manner.

4. Strong organizational skills and attention to detail.

5. Ability to manage calendars, bookings, records, and follow-up tasks accurately.

6. Proficiency with Microsoft Office tools, especially Outlook, Word, and Excel.

7. Ability to handle multiple requests at once while remaining calm and professional.

8. Discretion in handling confidential visitor, guest, staff, and organizational information.

9. Ability to coordinate politely and effectively with staff, guests, vendors, security, housekeeping, maintenance, and administration while maintaining clear responsibility for residence-related follow-up.

Working Conditions

This is an on-site position based at ARCE’s Cairo Center. The role requires regular presence at the front desk during assigned working hours. Occasional evening or weekend support may be required for events, special visits, guest arrivals, or urgent residence-related coordination. The position involves frequent interaction with staff, visitors, guests, vendors, and external partners.

Compensation and Benefits

Compensation will be commensurate with experience and ARCE’s salary structure. Benefits will be provided in accordance with ARCE policy and applicable Egyptian labor law.

Equal Opportunity

ARCE is an equal opportunity employer. We are committed to building a professional, respectful, and inclusive work environment. All qualified applicants will receive consideration for employment without regard to any protected status under applicable law.

How to Apply

Interested candidates should submit a resume to [email protected] with the subject line: “Front Desk Receptionist.” Applications will be reviewed on a rolling basis until the position is filled.

Pay: E£5,400.00 - E£14,000.00 per month

Work Location: In person