Front Office & HR Assistant

Job Purpose:The Receptionist will be the friendly face and welcoming voice of CARMA Dubai — creating a warm, professional, and memorable first impression for every visitor, client, and colleague. This role is perfect for someone who is outgoing, with a natural flair for hospitality, excellent communication skills, and a proactive mindset.In addition to managing front desk and administrative functions, the Receptionist will also provide support with HR-related tasks and ancillary duties as assigned by the Head of HR and Admin, to ensure smooth day-to-day operations across the organization.Roles and Responsibilities Front Desk & Guest ExperienceGreet and welcome every visitor with enthusiasm and positivity, ensuring they feel valued and comfortable.Maintain a neat, organized, and inviting reception area at all times.Manage visitor registration and notify relevant employees of arrivals.Offer refreshments and ensure guests are well taken care of while waiting.Coordinate meeting room bookings and assist with setup for meetings and events.Telephone & Communication HandlingAnswer and direct calls cheerfully and professionally, taking accurate messages when needed.Respond to general inquiries via phone or email in a courteous and helpful manner.Keep internal contact lists updated and assist with general communication across departments.Administrative SupportSupport daily administrative tasks including filing, photocopying, scanning, and data entry.Assist in scheduling internal meetings and coordinating logistics for company events or activities.Manage courier services, incoming and outgoing mail, and office deliveries.Monitor and order office supplies, stationery, and pantry items as needed.HR AssistanceProvide administrative support to the HR team in areas such as recruitment coordination, onboarding documentation, and maintaining employee records.Assist in arranging interviews, preparing interview schedules, and welcoming candidates.Support employee engagement initiatives, wellness activities, and internal communications.Help maintain HR databases and ensure documentation is properly filed and organized.Handle sensitive and confidential information with discretion and professionalism.Office Coordination & SupportAct as the point of contact for maintenance, IT, and facility-related issues, ensuring timely resolutions.Liaise with vendors and service providers for office-related services.Assist with travel bookings and accommodation arrangements when required.Additional DutiesUndertake HR tasks and ancillary duties as assigned by the Head of HR and Admin to support the overall efficiency of the department.Participate in office projects, staff events, and other initiatives to promote a positive and engaging workplace culture.Continuously seek ways to enhance the front-desk experience and contribute to a welcoming office environment.QualificationsBachelor’s degree or diploma in Business Administration, Human Resources, or a related field preferred.2–3 years of experience as a Receptionist, Front Desk Executive, or Administrative Assistant, ideally with exposure to HR support.Well-groomed, professional appearance with strong interpersonal and communication skills.Fluent in English (Arabic is an advantage).Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with HRIS or office management systems is a plus.Excellent organizational and multitasking abilities, with attention to detail.Professional appearance and demeanor, with a genuine passion for helping others.Discreet, trustworthy, and able to handle confidential information responsibly.Energetic, proactive, and adaptable — thrives in a lively, team-oriented environment.