Receptionist

Phoenix is a Yacht Management Company, based in Dubai, the rising hub of luxury yachting. Phoenix is at the centre of every need when it comes to yachting management, sales, charter and much more. Our vastly experienced and highly qualified team equips us with an extensive range of services, covering all areas of yacht management.

We at Phoenix pride ourselves on providing an excellent working environment and exceptional service to our clients. We are currently seeking an enthusiastic and professional Receptionist to join our team in Dubai. If you are an experienced Receptionist with a strong focus and drive for exemplary client service, then we are keen to hear from you.

The ideal candidate is an extremely detail-orientated and personable multitasker who has experience as a Receptionist in yachting or the luxury sector and can work under pressure.

You will bring a customer centric and resourceful approach, with sterling communication skills to the desk. The successful candidate, a self-starter, will have a positive attitude and ability to prioritise complex schedules, whilst maintaining the levels of service to the highest standards at all times. You will be working in stunning new offices and maintain the reception area looking sharp and tidy.

You will be a team player who can adapt to various teams, a competent communicator with strong IT skills and an impeccable telephone manner.

You are to be flexible as there may be occasions when you are required to work over and above our core business hours to ensure service is sufficiently covered.

Responsibilities

• The Employee shall serve as first point of call to clients and guests, and provide a positive impression of our business by welcoming visitors in a friendly and professional manner;
• The Employee shall open the office, log visitors to the building and direct them to the appropriate person;
• The Employee shall answer and redirect phone calls to the appropriate person or department, send and respond to emails in a timely fashion;
• The Employee shall provide direct administrative support as needed, including scheduling appointments, meetings, and events, booking travel (making sure the travel policy is applied), maintaining file systems, mailing and shipping packages, and updating the contacts database and employee lists.
• The Employee shall manage shipments, co-ordinate external resources and items received from suppliers and vendors, liaise with the general public and professionals;
• The Employee shall assist with the ordering of office supplies, maintain and update inventory;
• The Employee shall type up meeting notes, reports, forms and/or of a similar content;
• The Employee shall control diaries and conference room management; and be on hand for any staff requiring short notice meeting room changes;
• The Employee shall prepare the conference rooms prior to any meetings and organise catering as requested. The Employee shall offer and provide refreshments for clients during meetings. This may include but it is not limited to organise internal team lunches and catering for in-house meetings;
• The Employee shall assist with new employee administration, allocate new passes and ensure passes are returned and logged promptly;
• The Employee shall provide administrative assistance to all teams across the business as and when they arise.

Required skills and qualifications

• Proven work experience as a Receptionist, Front Office Representative or similar role within an administrative environment. Prior experience working within the yachting sector is preferable but not essential.
• Strong communication skills are essential with the ability to interface regularly with internal and external personnel at all levels.
• Excellent written and verbal communication skills in English
• Strong numeracy skills and computer literacy; proficient in Microsoft Office including Word, Excel and Powerpoint.
• Ability to be resourceful, proactive and self-motivated.
• Propensity to prioritise effectively within a fast paced and dynamic environment.
• Minimum of secondary education diploma or equivalent.