Reception, Administration and Accounts Assistant

We are looking for an organised and professional Reception, Administration and Accounts Assistant to manage the front desk, support daily office operations, and assist with routine accounts work. The role also includes providing administrative support to the CEO and coordinating with staff, visitors, vendors, and service providers. The ideal candidate will be accurate with records and figures, responsive in communication, and able to manage several tasks while maintaining confidentiality.

Key responsibilities:

Front desk and guest relations
Welcome visitors and coordinate their registration and access with the relevant teams.
Answer incoming calls, respond to general enquiries, and direct calls and messages appropriately.
Keep the reception area welcoming and organised.

Administrative and executive support
Assist the CEO with scheduling, meetings, appointments, travel arrangements, and correspondence.
Prepare letters, reports, meeting materials, and other documents as required.
Manage incoming and outgoing mail, couriers, filing, and office records.
Help organise internal meetings, company events, and other administrative activities.

Office administration
Monitor office supplies, stationery, and pantry inventory, and arrange replenishment.
Coordinate with facility management, vendors, and service providers.
Support office upkeep and follow up on maintenance requests.
Assist HR and Admin with attendance records, leave updates, and routine staff coordination.

Accounts assistance
Prepare and maintain invoices, payment requests, receipts, and supporting documents.
Record and track office expenses, vendor invoices, and payment status.
Manage petty cash, maintain transaction logs, and prepare reconciliations.
Follow up on routine billing and payment matters with clients and vendors, as directed by the accounts team.
Organise financial records and provide information needed for accounts reviews and reporting.

Confidentiality and professionalism
Handle employee, client, and financial information with strict confidentiality.
Maintain a professional manner in all in-person, telephone, and written communication.

Requirements (Qualifications/Experience/Competencies)

Bachelor’s degree in business administration, commerce, accounting, or a related field.
At least 3 years of experience in reception or office administration, with practical exposure to basic accounts work.
Strong written and verbal communication skills.
Good organisational skills and the ability to prioritise work.
Proficiency in Microsoft Word, Excel, and Outlook.
Experience with accounting software and invoice processing is an advantage.
Accuracy in handling figures, records, and documentation.
Professional demeanour and a helpful approach to visitors and colleagues.
Must be currently residing in the UAE.