Receptionist /Facility Executive

Role Overview

Receptionist/Facility Executive (Contractual Role) at Alfa Laval, based in Dubai, United Arab Emirates. This position supports the Finance Shared Service center in the Middle East.

Company Overview

Alfa Laval is a 140-year-old Swedish multinational company with stable growth and expansion. The organization is dedicated to accelerating success for customers, people, and planet through sustainable solutions. Alfa Laval Middle East Ltd has a strong ambition to become world-class in service, quality, and customer experience, operating in a dynamic, inclusive workplace built on diversity and belonging.

Role Purpose

Provide comprehensive front office administration and facilities management support in collaboration with the Regional Facilities Manager. The role offers the opportunity to apply skills in a practical environment while supporting professional development in front office operations and facilities management.

Key Responsibilities

Front Office Administration

• Answer and route incoming phone calls to appropriate departments or personnel; provide accurate information or take messages as necessary.
• Welcome visitors and determine the nature of their visit; issue visitor passes and maintain visitor logs.
• Alert appropriate party of visitor arrival or direct visitors to the correct office, department, or employee.
• Respond to routine inquiries from internal or external sources regarding organization location, hours of operation, phone numbers, or email address.
• Monitor company email address and ensure external stakeholder queries are addressed and routed to the right personnel in time.
• Assist with arranging meeting rooms, organizing and distributing mail, receiving and sending courier packages, and company communications.

Facilities Management

• Manage indirect procurement for the office including hotels, rental cars, and travel arrangements.
• Conduct regular internal checks, physical verifications, and facility walks to validate implementation of systems and processes.
• Assist in management of facilities-related contractors and service providers.
• Ensure compliance with service level agreement terms related to facilities service providers such as maintenance, cleaning, and building lease.
• Order, control, and maintain office supplies including stationery and consumables; maintain monthly usage reconciliations.
• Support and ensure compliance with safety, health, environment, and community legislation and policies in liaison with the HSEQ Coordinator.
• Facilitate and conduct regular building audits to ensure compliance with legal, safety, health, and environmental standards.
• Contribute to management of office equipment, neat arrangement of documents, storage, and distribution of office supplies.
• Assist with coordinating welfare activities, event planning, and gifts.
• Assist with facilities management activities of other Alfa Laval offices in the region virtually.
• Assist the procurement department with indirect procurement activities of the region.

Budget & Cost Management

• Assist with budget and forecasting on costs related to facilities.
• Liaise with manager to oversee, monitor, and ensure costs are contained within budgets.

Operations & Compliance

• Work hand in hand with IT in managing office access control in line with company policies and procedures.
• Contribute to local and regional sustainability projects in line with Alfa Laval strategic goals.

Qualifications & Experience

• Degree in administration or any other discipline, or any other related qualifications.
• Two to five years' working experience in a professional office environment.
• Proven experience as a facilities coordinator, office administrator, office assistant, or relevant role.
• Experience in a multinational company is an added advantage.

Skills & Competencies

• High level of integrity.
• Thorough attention to detail.
• Proficiency in MS Office tools.
• Experience handling switchboard.
• Outstanding communication and interpersonal abilities.
• Ability to work independently.
• Flexibility and openness to change.
• Excellent writing and verbal communication skills.

Additional Information

• Contract type: Contractual role.
• Work involves collaboration with Regional Facilities Manager and cross-functional teams including IT and HSEQ.
• Candidates will be invited to complete Pymetrics behavioral assessments as part of the recruitment process to evaluate fit to the role.
• Alfa Laval offers an open and friendly environment with opportunities for professional development, internal mobility, and the chance to build a global network with colleagues of different nationalities.