Front Office Coordinator

Front Office Coordinator

at dmg events (View all jobs)

Dubai

About us

dmg events is an international exhibitions and publishing company. We attract more than 425,000 visitors to our global portfolio of 80 exhibitions each year. Through our global events, our aim is simple. We want to accelerate business through face-to-face events, which is why we work so hard to bring people together, creating opportunities for them to network, learn and do business. dmg events is part of the Daily Mail Group Trust (DMGT). DMGT Manages a diverse, multinational portfolio of companies with total revenues of £2bn, that provide businesses and consumers with compelling information, analysis, insight, events, news, and entertainment.

Job Purpose:

As a front office coordinator, you will be the first point of contact for the company, and you will provide administrative support across the organization. You will handle the flow of people through the business and ensure that all receptionist responsibilities are completed accurately and delivered with high quality and in a timely manner.

Job Description:

• Attending to all incoming telephone calls – screen all calls and transfer to the concerned personnel-taking messages and forwarding to the concerned personnel – providing necessary information for inquiry calls
• Receiving and assisting guests and clients – preparing and serving of drinks when necessary
• Attending incoming and outgoing faxes
• Ordering and maintaining of stationery items for daily use and large quantities during exhibitions
• Sending out and monitoring of couriers through courier company with the use of courier company Shipper/Checking monthly invoices against manifest shipment copies for Accounts Dept. Coordinate with the courier company’s Customer Service Agent for any discrepancies with regard for all outgoing courier shipments
• Receiving and distributing of couriers for various exhibition teams
• Dispatching Exhibitor Manuals and Invitation tickets prior to each exhibition
• Mailing, sorting and distribution of posts/letters on a daily basis to the respective departments
• Coordinates with suppliers for maintenance and repair of office equipment
• Coordinates with the office building personnel-in-charge for the maintenance of electrical and lighting requirements for the office
• Coordinates with the PRO Company for the collection of documents
• Ordering and maintaining a supply of pantry items

Knowledge, Skills & Experience Required:

• An outgoing personality
• Good written and spoken communications skills
• The ability to stay calm under pressure
• Good organizational skills
• Be discreet and tactful
• Be courteous but firm when dealing with difficult customers
• A good memory for faces – regulars like to be remembered
• Efficient and well organized
• Self-motivated and able to use initiative
• Confident when using a computer and office equipment
• An interest in the business