Receptionist/Administrator

Job Title: Receptionist & Administrative Assistant
Department: Administration / Finance / Logistics
Reports To: Office Manager / Finance Manager / Management
Employment Type: Full-Time

Job Summary

The Receptionist & Administrative Assistant is responsible for managing front desk operations, welcoming visitors, handling telephone calls and inquiries, and providing administrative support to the company. The role also involves assisting with basic accounting activities, preparing and processing invoices, maintaining financial records, and coordinating logistics activities to support the smooth day-to-day operation of the business.

The ideal candidate should be organized, detail-oriented, professional, and capable of handling multiple responsibilities across administration, finance, and logistics.

Key Responsibilities

1. Reception & Front Desk Management

• Greet and welcome visitors, clients, and business partners professionally.
• Answer, screen, and direct incoming telephone calls and respond to inquiries.
• Manage appointments, meeting schedules, and visitor registrations.
• Handle incoming and outgoing correspondence, emails, mail, and deliveries.
• Maintain a clean, organized, and presentable reception area.
• Provide general information and administrative assistance to clients and employees.

2. Administrative Support

• Perform general office duties, including filing, photocopying, scanning, data entry, and document preparation.
• Maintain and update company records, databases, and documentation.
• Prepare reports, letters, quotations, and other business documents as required.
• Monitor office supplies and coordinate replenishment when necessary.
• Assist other departments with daily administrative tasks.
• Maintain proper filing systems for invoices, purchase orders, delivery notes, and other business documents.

3. Basic Accounting & Invoicing

• Prepare, issue, and distribute customer invoices based on approved quotations, purchase orders, and delivery documents.
• Verify invoice details, including quantities, prices, customer information, and payment terms.
• Record and maintain sales invoices, supplier invoices, receipts, and other financial documents.
• Assist with tracking customer payments and outstanding receivables.
• Follow up with customers regarding overdue invoices and payment status.
• Assist in preparing quotations, purchase orders, payment requests, and expense claims.
• Assist with preparing regular invoicing, expense, and outstanding-payment reports.
• Ensure financial documents are properly filed and maintained for reference and audit purposes.

4. Logistics & Operations Support

• Coordinate deliveries, shipments, and collections with customers, suppliers, and transport companies.
• Track shipments and provide updates to customers and internal departments.
• Assist in preparing shipping documents and coordinating with freight forwarders or courier services when required.
• Maintain records of deliveries, transport costs, and logistics-related expenses.
• Follow up on delayed or incomplete deliveries and help resolve operational issues.
• Coordinate with the sales and accounts teams to ensure invoices correspond with the relevant orders and delivery documents.

5.General Responsibilities

• Maintain confidentiality of company, customer, and financial information.
• Ensure accuracy and attention to detail when handling invoices, records, and documentation.
• Follow company policies, procedures, and approval processes.
• Support management and other departments with additional administrative, accounting, and logistics duties as required.

Qualifications & Requirements

• diploma or qualification in Business Administration, Accounting, or a related field is an advantage.
• Previous experience in reception, administration, invoicing, or basic accounting is preferred.
• Basic understanding of invoicing, accounts receivable, accounts payable, and financial documentation.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with accounting software or ERP systems is an advantage.
• Good written and verbal communication skills in English; additional languages are an advantage.
• Strong organizational, time-management, and multitasking skills.
• High level of accuracy, responsibility, and attention to detail.
• Ability to coordinate effectively with customers, suppliers, finance, warehouse, and logistics teams.

Key Performance Expectations

• Maintain an efficient and professional reception service.
• Prepare and issue accurate invoices in a timely manner.
• Keep financial, administrative, and logistics records organized and up to date.
• Follow up on outstanding payments and delivery schedules.
• Ensure proper coordination between sales, accounts, warehouse, and logistics.
• Complete assigned tasks within deadlines while maintaining accuracy and professionalism.

Pay: AED3,500.00 - AED5,000.00 per month

Work Location: In person