Front Desk Admin

Job Title: Front Desk Admin
Reports to: Business Center Supervisor

Key Responsibilities:

• Supporting company operations by maintaining office procedures including the filing systems Hard and Soft Copies (Dropbox).
• Preparing & managing leasing contracts and producing Ejari certificates or any other related documents required by the company and all required documents such as Passport Copy, Emirates ID Copy, etc. as per the set SOP and coordinating with the Group Legal & Compliance Manager if there is any change in the leasing contracts.
• Keeping and tracking stock of office supplies, placing orders when necessary, and ensuring the smooth functioning of the Business Center's office.
• Preparing reports by reviewing and analyzing leasing reports, summarizing information, and identifying trends based on data collected from leasing contracts and any other custom reports as assigned by Management.
• Compiling detailed records of leasing contracts by preparing excel sheets or using CRM system or software as and when it is introduced by the management of the company.
• Managing switchboards; handling calls of various internal/external clients as well as various areas of business within the company.
• Managing and setting up the meeting room booking system of the company.
• Preparing offices for move-in/move-outs after coordinating with the company supervisors.
• Receiving customer complaints and aiming to resolve disputes as efficiently as possible in a professional and courteous manner.
• Ensuring that the company is always prepared and presentable to welcome clients, guests, and visitors, maintaining a show-ready environment at all times.
• Ensuring continual upkeep and standards of the business centre to include offices, meeting rooms, and communal areas.
• Contributing to the overall revenue of the company by identifying opportunities to promote products and services offered by the business centre. (Duties may vary depending on centre needs)
• Greeting guests and visitors with a positive, helpful attitude and always ensuring to maintain a high standard welcoming atmosphere in the office.
• Assisting guests and visitors in finding their way around the office and informing the concerned team member when the guests arrive.
• Helping and maintaining workplace security by issuing, checking, and collecting necessary visitor logs.
• Answering phones in a professional manner and routing calls to the concerned department/colleague.
• Managing the entrance door to ensure authorized individuals are located in the designated waiting area.

Requirements:

• Worked in a coworking space, business center, or shared offices.
• Good knowledge of client-facing and administration procedures.
• Brilliant oral and written communication skills.
• Highly analytical with strong attention to detail.
• Ability to remain flexible and calm in high-pressure or continually changing situations.
• Solid organizational skills including the ability to prioritize and multitask in a demanding environment.
• Must be able to effectively multitask, manage time-sensitive documents, and have exceptional organizational skills in a fast-paced environment.