Receptionist/Admin

Overall Mission:

The Receptionist and Admin plays a crucial role in the smooth operation of the office within the events and exhibitions industry.

Report to:

Office Manager/Administrative Supervisor

Job Description:

This position involves managing front desk activities, providing administrative support, and ensuring efficient communication between departments. The ideal candidate will have experience with ERP systems and an understanding of documentation processes across various departments.

In additional to:

Key Responsibilities:

Reception Duties:

· Front Desk Management:

1. Greet and welcome guests, clients, and vendors.

2. Answer and direct incoming calls in a professional manner.

3. Manage scheduling and coordination of appointments and meetings.

· Visitor Management:

1. Maintain visitor logs and ensure compliance with security protocols.

2. Provide information about the company and its services.

Administrative Support:

· Document Management:

1. Organize and maintain both physical and electronic filing systems.

2. Checking Emails and forwarding to concerned departments

3. Prepare, edit, and distribute correspondence, reports, and presentations.

· Office Coordination:

1. Monitor and order office supplies as needed.

2. Assist in maintaining office equipment and liaise with service providers.

· Database Management:

1. Input and update client and event data in the ERP system.

2. Generate reports and analytics to support decision-making.

ERP System Knowledge:

· System Utilization:

1. Utilize the ERP system for managing event registrations, invoicing, and client communications.

2. Collaborate with IT and finance departments to resolve ERP-related issues.

· Training and Support:

1. Provide training to new staff on ERP functionalities.

2. Assist team members in data entry and retrieval within the system.

Documentation Processes:

· Interdepartmental Coordination:

1. Understand and document processes for departments such as Marketing, Sales, and Operations.

2. Ensure compliance with company policies and regulatory requirements in documentation.

· Event Documentation:

1. Assist in preparing contracts, proposals, and event schedules.

2. Maintain records of event logistics, vendor contracts, and post-event evaluations.

Communication and Collaboration:

· Team Support:

1. Work closely with event managers and coordinators to facilitate seamless event execution.

2. Act as a liaison between departments to ensure information flow and task completion.

· Customer Service:

1. Respond to client inquiries and provide exceptional customer service.

2. Handle complaints and escalate issues as necessary.

Qualifications:

· Education:

1. Bachelor’s degree in Business Administration, Hospitality, or related field preferred.

· Experience:

1. Minimum of 2 years’ experience in a receptionist or administrative role, preferably in the events and exhibitions industry.

2. Familiarity with ERP systems specially ODOO (e.g., SAP, Oracle, Microsoft Dynamics).

· Skills:

1. Strong organizational and multitasking skills.

2. Excellent verbal and written communication abilities.

3. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and document management software.

Visa:

If under Visit Visa, then 45days max should be in hand remaining

Experience:

All candidates must have experience in UAE, ERP System, Events & Exhibition industry.

· Attributes:

1. Professional demeanor and strong interpersonal skills.

2. Ability to work independently and as part of a team.

3. Detail-oriented with a focus on accuracy.

Working Conditions:

1. May require flexibility in hours during peak event seasons.

Job Type: Full-time

Pay: AED2,500.00 - AED3,500.00 per month

Ability to commute/relocate:

• Dubai: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• What is your salary expectation in this position?

Experience:

• Events and Exhibitions Industry: 2 years (Required)
• ERP SYSTEM (ODOO): 2 years (Required)

Language:

• English (Required)

Location:

• Dubai (Required)

Work Location: In person