Group HQ Secretary / Receptionist at Ghrghar Group in Dubai

Group HQ Secretary / Receptionist — Job DescriptionPosition Overview

The Group HQ Secretary / Receptionist will serve as the first point of contact for Ghrghar Group Headquarters, providing a professional and welcoming experience for visitors, clients, partners, and employees.

The role combines front-desk reception, administrative support, telephone and email management, meeting coordination, document handling, and general office administration. The successful candidate should be highly organized, professional, presentable, and capable of managing multiple responsibilities while maintaining confidentiality.

Key Responsibilities

Reception & Front Desk

• Serve as the first point of contact for visitors, clients, business partners, and guests.
• Welcome and professionally assist visitors upon arrival.
• Manage visitor registration and notify relevant employees of arrivals.
• Answer, screen, and direct incoming telephone calls.
• Receive and distribute incoming correspondence, courier deliveries, and documents.
• Maintain a clean, organized, and professional reception area.
• Coordinate visitor access and meeting room arrangements.

Administrative Support

• Provide day-to-day administrative support to Group Headquarters and management.
• Prepare, format, organize, and maintain documents, reports, letters, and correspondence.
• Handle general office correspondence and administrative requests.
• Maintain organized physical and digital filing systems.
• Assist with preparing presentations, meeting documents, and internal communications.
• Maintain office supplies and coordinate replenishment when required.
• Assist with administrative purchases and office-related requirements.

Meeting & Calendar Coordination

• Schedule and coordinate meetings for management and departments.
• Manage meeting room bookings and ensure rooms are prepared before meetings.
• Coordinate refreshments, equipment, and other meeting requirements.
• Prepare meeting agendas, documents, and materials when required.
• Assist with coordinating appointments and visits from external parties.

Communication

• Manage general reception and office email communications.
• Respond to routine inquiries professionally and direct requests to the appropriate department.
• Maintain professional communication with clients, suppliers, government entities, and business partners.
• Ensure important messages and correspondence are promptly communicated to the relevant personnel.

Management Support

• Provide secretarial and administrative assistance to senior management when required.
• Assist with scheduling appointments and coordinating management activities.
• Prepare and organize documents required by management.
• Maintain confidentiality of sensitive company and management information.
• Follow up on administrative tasks and requests on behalf of management.

Office Coordination

• Coordinate with building management, maintenance, security, cleaning, and other office service providers.
• Monitor general office requirements and report issues to the appropriate department.
• Assist with employee and visitor access arrangements.
• Support the organization of company events, meetings, and internal activities.
• Maintain records of office-related services, suppliers, and requests.

Document & Record Management

• Maintain accurate filing systems for company documents and correspondence.
• Track incoming and outgoing documents where required.
• Assist with document scanning, printing, copying, and archiving.
• Ensure confidential documents are handled appropriately.
• Maintain organized records for easy retrieval.

Required Qualifications & Experience

• Bachelor's degree or diploma in Business Administration, Office Administration, Secretarial Studies, or a related field preferred.
• 2–4 years of experience in reception, secretarial, administrative, or office coordination roles.
• Previous experience in a corporate or Group Headquarters environment is an advantage.
• Excellent verbal and written communication skills in English.
• Arabic language skills are an advantage.
• Strong knowledge of Microsoft Office, Google Workspace, email, calendars, and general office software.
• Professional telephone and customer service skills.
• Excellent organizational and time-management abilities.

Personal Attributes

• Professional, polished, and well-presented.
• Friendly and welcoming personality.
• Highly organized and detail-oriented.
• Reliable and punctual.
• Strong communication and interpersonal skills.
• Able to multitask and prioritize effectively.
• Discreet and trustworthy when handling confidential information.
• Proactive and capable of working independently.
• Calm and professional under pressure.
• Strong attention to detail and follow-through.

Key Performance Expectations

The successful candidate will be expected to maintain a professional, organized, and welcoming Group Headquarters environment, ensure visitors and communications are handled efficiently, provide reliable administrative support to management, and ensure day-to-day reception and office coordination run smoothly.

Pay: AED4,000.00 - AED8,000.00 per month

Work Location: In person