Front Office Executive

Nathan & Nathan

Our client is leading Energy multinational company that provides world class power solutions. They are looking to hire a temporary front office executive with the following skills for a short term project of 2 months to support with front office tasks, schedule business travel, contacting clients and to be based at an event for a week to support the event managers.

This is a temporary role for 2 months, therefore only candidates who can start immediately and on a sponsored visa or with their own visa will be considered.


Responsibilities and Duties:


Office Management

  • Welcoming guests and clients and providing logistic support to visitors on food, transportation, and hotel accommodation.
  • Manage contract and price negotiations with office vendors, service providers and office lease.
  • Ordering and maintaining inventory of office supplies including pantry and stationary.
  • Creating purchase order and managing budget for non-productive purchases.
  • Maintain the office condition and arrange necessary repairs.
  • Key contact person for office maintenance.
  • Performs administrative duties; office mail & courier, attending incoming calls
  • Arranging and organizing schedules/calendar, meetings, conferences through online / phone.


Executive Assistant

  • Coordination and validation of assigned managers travel requirements and expenses.
  • Arranging and organizing schedules/calendar, meetings, conferences for Management.
  • Arranging business meetings, quarterly business meetings, and leadership team meetings.
  • Setting up agenda, recording minutes of the meetings (MOM), follow up on the Action plans
  • Organizing travel, booking flights & hotel and preparing complex business travel itineraries
  • Arranging the Outlook calendar for the Managing Director – SME/Director BD Distribution EMEAR
  • Business correspondence and other related works
  • Adhoc projects assigned from time to time


Marketing Coordinator/ Event Planner

  • Coordinating the events at the region and preparing the calendar for the upcoming year.
  • Conduct market research, gather information, and negotiate contracts prior to closing any deals.
  • Finding the proper facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.
  • Ensure compliance with insurance, legal, health and safety obligations
  • Preparing marketing materials if needed i.e., Gift bags, branded stationery for the meetings
  • Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
  • Conduct pre- and post–event evaluations and report on outcomes.
  • Organizing internal events, like farewells/ team building/theme dinners etc.
  • Assisting with the design or e-letters to the regional partners, season’s greetings, and informational e-letters
  • Internal e-letters for the team members to update on company news.


Travel Management

  • To Support & direct staff on Travel bookings and updating company travel calendar
  • Administer & register vendors for hotel bookings under corporate rates for MD, customers, visitors & new joinees
  • Verification and attestation of all travel expense claims and supplier invoices
  • Advise in booking of flights
  • Liaising with distributors in country for invitation letters.


Qualification/ Experience and Competencies

  • Diploma or Bachelor’s Degree in any related field.
  • 2+ years’ experience in a similar role with a Multinational Company
  • Excellent communication skills at all levels
  • Must have customer service focus and experience
  • Highly motivated self-starter with the ability to work independently
  • Able to work under pressure with good multi-tasking and time management skills.
  • Strong interpersonal and organizational skills
  • Good telephone etiquette skills

Location: JAFZA, Dubai, UAE

Target Start Date: 10th October 2021

To apply for this job please visit ae.indeed.com.