Administrative Manager / Front Desk Receptionist

Confidential

Negotiable

Dubai Media City, Dubai, UAE

Full Time

2-5 Years

Any

Bachelors Degree

Posted 2 days ago

Job Details

Administrative Assistant / Receptionist:

We are seeking an experienced, proactive, and highly organized Administrative Assistant / Receptionist to join our established organization. The successful candidate will manage front office operations and deliver high-quality administrative support across a large, multi-department business. This role requires a proactive professional with proven experience in a corporate environment, who can represent the company at a high standard and communicate effectively with senior management, internal teams, and external partners, including government entities, banks, distributors, and service providers.

Key Responsibilities

1. Front Office & Client Relations
• Serve as the first point of contact for clients, retail partners, distributors, executives, and visitors, upholding the standards and image of a leading brand.
• Manage high volumes of calls, emails, and inquiries efficiently, directing them to the appropriate departments.
• Oversee meeting room bookings, visitor access, refreshments, and hospitality for product presentations, buyer meetings, and senior-level engagements.
• Support client and executive meetings, including product showcases and sampling sessions, ensuring seamless coordination.
• Maintain the reception area and showroom to a consistently high standard of presentation.

2. Administrative Support
• Provide day-to-day administrative and clerical support to management and multiple departments, including Sales, Marketing, Finance, Operations, Supply Chain, and Regulatory Affairs.
• Handle day-to-day online banking requests, supplier payments, and general account management in line with internal approval and compliance procedures.
• Maintain organized, confidential company records, including product documentation, supplier contracts, invoices, and import/export files.
• Prepare letters, reports, presentations, and internal communications as required.
• Coordinate meetings, manage executive calendars, and arrange travel and logistics, including trade shows and industry events.
• Liaise confidently with authorities, government bodies, banks, telecom providers, notaries, and suppliers to manage official processes, including trade licenses, product registrations, customs documentation, and compliance requirements.
• Monitor and maintain stock of office supplies, stationery, product samples, testers, and marketing materials, and support procurement where needed.
• Contribute to improving administrative processes and office efficiency across the organization.

Requirements:

• Bachelor's degree in Business Administration, Management, or a related field.
• Minimum 3–5 years of proven experience in an administrative or reception role in the UAE, preferably within a large company, multinational, or corporate environment.
• Prior experience in cosmetics, beauty, fashion, luxury, or retail is highly desirable.
• Demonstrated experience interacting with government entities, banks, and external service providers.
• Strong organizational and multitasking skills, with the ability to manage competing priorities in a fast-paced setting.
• Proficiency in Microsoft Office (Word, Excel, Outlook), digital document management systems, and online banking.
• Polished, service-oriented presentation, with the discretion to handle confidential information, including formulations, pricing, and supplier details.
• Professional fluency in English is required.
• Strong initiative, reliability, and the ability to work independently while collaborating across teams.

Preferred Qualifications:

• Fluency in Italian is an advantage.
• Knowledge of cosmetic & beauty industry, or UAE regulatory processes (such as product registration and labeling requirements) is a plus.

Why Join Us:

• Build your career within a large, established organization in the dynamic cosmetics industry.
• A collaborative, inclusive culture that values professionalism, precision, and continuous learning.
• Competitive compensation and benefits in full accordance with UAE Labor Law (annual leave, public holidays, health insurance, end-of-service benefits, etc.).
• A modern, welcoming office and showroom environment, with structured opportunities for professional development and career progression.

Language

English, Italian, Arabic

Nationality

Any

Company Size

51-200

Benefits