ull job description

Position: Receptionist & Secretary (Female)

We are seeking a highly organized, proactive, and professional Female Receptionist & Secretary to support the daily operations of our company. The ideal candidate will serve as the first point of contact for clients and visitors while providing comprehensive secretarial and administrative support to management and various departments.

Key ResponsibilitiesFront Desk & Customer Service

• Welcome visitors, clients, suppliers, and contractors professionally.
• Manage incoming telephone calls, emails, WhatsApp messages, and general enquiries.
• Direct communications to the appropriate department and ensure timely follow-up.
• Maintain a professional reception area and company image at all times.
• Handle customer complaints and service requests professionally and escalate when necessary.

Secretarial & Executive Support

• Provide administrative and secretarial support to management.
• Manage executives' calendars, appointments, meetings, and reminders.
• Prepare meeting agendas, take minutes of meetings, and circulate action points.
• Draft professional correspondence, letters, memos, and official company documents.
• Coordinate travel arrangements, hotel bookings, transportation, and visa-related documentation when required.
• Follow up with staff, suppliers, and clients on pending matters and report status updates to management.
• Maintain confidentiality of company information and sensitive documents.

Document Management & Administration

• Contracts and Agreements
• Internal Correspondence
• Maintain proper filing systems for physical and electronic documents.
• Ensure all company records are accurately organized and easily retrievable.
• Track document approvals and ensure timely circulation to relevant stakeholders.
• Assist in document control and maintaining updated company records.

Sales & Estimation Coordination

• Register enquiries received from clients.
• Prepare and generate quotations and estimations in Zoho or company software.
• Monitor quotation status and perform regular follow-ups with clients.
• Coordinate with the sales and technical teams for pricing, proposals, and documentation.
• Maintain records of enquiries, quotations submitted, approvals, and project status.
• Generate reports related to enquiries, quotations, and sales activities.

Office Administration

• Manage office supplies, stationery, and administrative purchases.
• Coordinate office maintenance and facility-related requirements.
• Support HR activities such as employee attendance records, leave applications, and document collection when required.
• Coordinate courier services, deliveries, and document dispatches.
• Assist management with special projects and additional administrative tasks.

Qualifications & Requirements

• Bachelor's Degree or Diploma in Business Administration, Commerce, or a related field.
• Minimum 1–3 years of experience in a Receptionist, Secretary, Executive Secretary, Administrative Assistant, or Office Coordinator role preferred.
• Freshers with exceptional communication and organizational skills may also apply.
• Excellent command of English (written and verbal).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational, communication, and multitasking abilities.
• Ability to work under pressure and meet deadlines.
• Professional appearance and positive attitude.
• Knowledge of Zoho CRM, Zoho Books, or other ERP/accounting systems is an advantage.
• Husband Visa candidates will be preferred.

Application Instructions:

Interested candidates are requested to send their updated CV along with a recent photograph.

Job Type: Full-time

Pay: Up to AED2,500.00 per month

Experience:

• UAE: 2 years (Required)

Work Location: In person

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