Front Office Receptionist

Company Description

INDEX Holding is a long-established national Emirati company founded in 1928 and headquartered in Dubai, United Arab Emirates. The group operates across multiple sectors through seven main subsidiaries, including conferences and exhibitions, textiles and tailoring, media, trading and investment, and healthcare services.

Its portfolio includes INDEX Conferences and Exhibitions Organisation, INDEX Design , INDEX Media, and related business units. INDEX Holding is known for its strong local roots and diversified operations, offering employees exposure to a dynamic and multi-industry environment.

Role Description

This is a full-time, on-site Front Office Receptionist role based in Dubai. The Front Office Receptionist will serve as the first point of contact for visitors and callers, greeting guests, managing check-in procedures, and directing them to the appropriate person or department.

Responsibilities include answering and routing phone calls, handling inquiries, managing the reception area, and coordinating incoming and outgoing mail and deliveries. The role also involves maintaining visitor logs, scheduling and confirming appointments or meeting room bookings, and supporting basic administrative tasks such as filing, data entry, and document preparation.

The ideal candidate will represent INDEX Holding professionally at all times, ensuring a welcoming, efficient, and organized front office experience.

Job Responsibilities

• Front Desk Management
• Act as the first point of contact for all visitors and callers, ensuring a professional and welcoming experience
• Greet and assist visitors, provide directions, and notify relevant staff of arrivals
• Maintain a positive, courteous, and customer-focused approach at all times
• Call Handling & Communication
• Manage a multi-line telephone system, answering calls promptly (within 3 rings)
• Screen, assess, and direct calls to appropriate departments or personnel
• Take accurate messages and ensure timely delivery to concerned staff
• Visitor & Client Experience
• Ensure a smooth and pleasant visitor experience aligned with company standards
• Respond to inquiries in a helpful, professional, and efficient manner
• Maintain visitor logs and ensure adherence to security and access protocols
• Mail & Courier Coordination
• Receive, sort, and distribute incoming mail and packages
• Coordinate with courier and dispatch services for timely delivery of documents
• Ensure proper tracking and handling of important correspondence
• Administrative & Clerical Support
• Provide general administrative support to the Management Office and departments
• Assist with basic documentation, filing, and data entry tasks
• Support preparation and distribution of documents, invitations, and certificates
• Event & Operational Support
• Stay updated on company events, conferences, and activities Assist in coordination and communication related to event logistics Ensure timely distribution of materials to event participants
• Coordination & Team Support Liaise with internal teams to ensure efficient communication and workflow
• Work collaboratively as a team player in a dynamic environment
• Support ad-hoc tasks and responsibilities as assigned
• Reception Area Management
• Maintain a clean, organized, and presentable reception area Ensure availability of necessary materials such as forms, brochures, and stationery
• Compliance & Professional Conduct
• Adhere to company policies, procedures, and standards Maintain confidentiality and professionalism in all interactions

Qualifications

• Strong front office and receptionist duties skills, including managing reception areas, visitor check-in, and appointment coordination.
• Excellent phone etiquette and experience handling multi-line phone systems, call routing, and professional call handling.
• Demonstrated customer service skills, with the ability to address inquiries, resolve minor issues, and maintain a courteous and helpful attitude.
• Clear and professional communication skills, both verbal and written, with the ability to interact effectively with internal and external stakeholders.
• Previous experience in a receptionist or front office role is preferred; experience in a corporate or multi-subsidiary organization is an advantage.
• Proficiency in basic office software (e.g., MS Office) and familiarity with office equipment such as printers, scanners, and fax machines.
• Organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.
• High level of professionalism, reliability, and a neat, presentable appearance appropriate for a corporate front office.
• Bachelor's Degree in Administration or related field; additional certification in administration, office management, or related fields is a plus.
• Fluency in English and Arabic