Receptionist

Role Overview

Receptionist at Dow Jones, Dubai office. This role combines front-of-house responsibilities, office administration, SAP processing support, and general assistance to the Middle East General Manager and Bureau Chief. The position requires 5 days per week on-site presence.

Role Purpose

Maintain a professional, welcoming, and efficient Dubai workplace while supporting the Global Real Estate & Workplace Evolution team. Ensure the office is well-organized, fully stocked, and maintained to a high standard, with everything in place to support an excellent employee and client experience at all times.

Key Responsibilities

Front-of-House & Reception

• Act as the first point of contact for visitors, contractors, and deliveries
• Manage reception duties and present a professional, welcoming front-of-house presence
• Answer and direct calls, emails, and general office enquiries

Office Environment & Facilities

• Ensure meeting rooms, common areas, and reception spaces are presentable and ready for use
• Keep the office stocked, organized, and tidy, including kitchen, stationery, print, and general office supplies
• Coordinate office repairs, maintenance issues, building access, and landlord or building management requests
• Support office health, safety, and general workplace compliance requirements

Administration & Calendar Management

• Provide day-to-day administrative support to the General Manager and Bureau Chief
• Manage calendars, room bookings, desk bookings in Kadence, and visitor arrangements as required
• Prepare documents, presentations, correspondence, and meeting materials
• Maintain filing systems, contact lists, and administrative records

Employee Support & Logistics

• Process Amex Card applications for all employees
• Arrange gifts to be sent to clients in the region
• Assist with travel bookings, itineraries, and related logistics where required
• Send and receive shipments and new laptops when needed
• Issue local SIM cards for employees, SIM card replacements, and WiFi contract renewals annually
• Arrange and renew parking permits for all employees
• Arrange equipment, access cards, and parking access for new hires in Dubai and Qatar

Events & Communications

• Support internal events, team meetings, and office activities
• Work on press credentials for reporters from the National Media Council in the UAE

SAP & Finance Administration

• Process invoices and purchase orders in SAP accurately and on time
• Track purchase orders, invoice status, coding, approvals, and payment follow-up, working closely with Finance teams
• Liaise with internal finance and procurement teams to resolve invoice or PO queries
• Assist with vendor administration and supplier set-up where needed

Qualifications & Experience

• 5+ years of experience in an office administrator, receptionist, team assistant, or similar role
• Experience processing invoices and purchase orders in SAP or equivalent
• Experience supporting senior stakeholders or executives, ideally including diary and meeting coordination
• Experience working in a busy office-based environment

Skills & Competencies

• Fluency in English language; Arabic, Urdu, or Tagalog is an advantage but not essential
• Strong service mindset with the ability to create a professional and welcoming experience for employees, clients, and visitors
• Ability to remain calm, responsive, and professional in a fast-paced environment where priorities may change quickly
• Strong organizational skills and attention to detail
• Professional and approachable manner with excellent interpersonal skills
• Confident managing multiple priorities and responding quickly to day-to-day office needs
• Good written and verbal communication skills
• Comfortable working independently and taking ownership of office operations
• Proficient in Microsoft Office applications and Google Suite products
• Reliable, proactive, and service-oriented approach
• Ability to maintain confidentiality and exercise sound judgment

Additional Information

Preferred Qualifications

• Experience with Freezone portals or regulation
• Experience in an international corporate or newsroom environment

Benefits

• Comprehensive Insurance & Retirement plans
• Paid Time Off and Leaves
• Education Benefits
• Family Care Benefits
• Career Growth Programs
• Access to Dow Jones Products
• Employee Referral Program
• Employee Well-being Support & Fitness Programs

Employment Terms

• Non-Union role