Receptionist /Facility Executive - UAE National

Logistics, Sales & Operations · HR & Admin · Office Administration · HR Operations

In short

Alfa Laval in Dubai is seeking a UAE National Receptionist/Facility Executive for a full-time contractual role. Responsibilities include front office duties like managing calls and visitors, and facilities management tasks such as procurement, vendor management, and ensuring compliance with safety and environmental standards. A degree and 2-5 years of experience in a professional office environment are required.

Responsibilities

Manage incoming calls and route them to appropriate departments or personnel.
Welcome visitors, issue passes, and maintain visitor logs.
Respond to routine inquiries and monitor company email for external stakeholder queries.
Assist with arranging meeting rooms, organizing mail, and handling courier packages.
Manage indirect procurement for the office, including hotels, rental cars, and travel arrangements.
Conduct regular internal checks and facility walks to validate systems and processes.
Assist in managing facilities-related contractors and service providers.
Ensure compliance with service level agreements for facilities services.
Order, control, and maintain office supplies, and reconcile monthly usage.
Support and ensure compliance with safety, health, environment, and community legislation and policies.
Facilitate and conduct regular building audits for legal, safety, health, and environmental standards.
Assist with managing office equipment, document arrangement, and storage/distribution of office supplies.
Coordinate welfare activities, event planning, and gifts.
Assist with virtual facilities management activities for other regional Alfa Laval offices.
Support the procurement department with regional indirect procurement activities.
Assist with budget and forecasting for facilities-related costs.
Oversee and monitor costs to ensure they remain within budgets.
Work with IT to manage office access control.
Contribute to local and regional sustainability projects.

Requirements

A degree in administration, or any other discipline or any other related qualifications.
2 -5 years’ working experience in a professional office environment.
Experience in handling switchboard.
Experience and knowledge of MS Office tools.
Outstanding communication and interpersonal abilities.
Excellent writing and verbal communication skills.

Desired Qualifications

Experience in a multinational company is an added advantage.
Proven experience as a facilities Co Ordinator, office administrator, office assistant or relevant role.
Possess high level of integrity.
Be thorough and pay attention to detail.
Be able to work independently.
Be flexible and open to change.

Benefits

An interesting and challenging position in an open and friendly environment.
Opportunity to help each other develop and create value for our customers.
Exciting place to build a global network with different nationalities.
Your work will have a true impact on Alfa Laval’s future success.
Learning new things every day.
140 years old Swedish multinational company with stable growth and expansion.
Focus on sustainability and contributing back to people and the planet.
A very young dynamic marketing team and a great mix of colleagues.
Internal mobility.

Skills

MS Office

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About Alfa Laval

Our pioneering 140-year-old start-up culture is built on the idea that partnership is the key to solving complex problems and unlocking the full potential of resources. So we collaborate closely with our partners, customers, and thought leaders to create game-changing solutions that challenge conventional thinking on quality, efficiency, and innovation. United by a shared commitment to creating positive impact we’re reshaping vital industries, like energy, food, water, and shipping, to optimize efficiency, reduce emissions, and increase yields. Together, we’re building business success,…

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