Office Administrator NEW

We are looking to hire an experienced Receptionist Office Administrator for our growing Abu Dhabi office. As the face of the office, you will be the first point of contact for our clients, consultants and colleagues. You will embody the Gensler culture and spirit of welcome, friendship and collaboration.

What You Will Do

Front Desk & Visitor Management

• Front Desk Management: Serve as the first point of contact for visitors, clients, and consultants, ensuring a welcoming and professional environment in the reception area.
• Visitor Coordination: Greet visitors and notify appropriate team members upon their arrival.
• Call Handling: Answer and direct incoming calls, manage internal communications, and assist with inquiries from clients, project teams, and external consultants.

Office & Facility Management

• Office Presentation: Maintain the cleanliness and organization of the reception and common areas, ensuring a tidy and professional atmosphere.
• Mail & Courier Services: Handle all incoming and outgoing mail, including packages and couriers (e.g., FedEx), and distribute them to the appropriate parties.
• Supply Management: Monitor and order office supplies (stationery, groceries, etc.), ensuring the office is stocked with essential items. Process miscellaneous payments, ensuring all transactions adhere to established protocols.
• Office Equipment Management: Ensure office equipment (e.g., mice, chargers, batteries) is available and in working order.
• Work Permit Applications: Assist in applying for work permits, ensuring all necessary documentation is completed and submitted in accordance with legal requirements.

Travel and Administrative Support

• Assist with day-to-day operations for the Dubai and Abu Dhabi offices.
• Provide administrative assistance to principals, including managing expense reports, timesheets, scheduling internal and external meetings, and handling miscellaneous administrative tasks.
• Handle all aspects of travel management.
• Manage visa applications and ensure all records are kept up-to-date.
• Coordinate the printing of business cards.
• Stamp documents as required.
• Address miscellaneous tasks as assigned by the office manager.

Meeting & Event Support

• Meeting Room Coordination: Schedule and manage conference room bookings, ensuring rooms are prepared for meetings, including AV setup and arranging refreshments.
• Catering: Arrange catering for meetings and events as needed.

Onboarding Support

• Preparing Welcome Kits: Prepare welcome kits for new joiners, ensuring all necessary materials and onboarding information are provided.

General Administrative Support

• General Administrative and Office Support: Provide ad hoc administrative support to various departments, including photocopying, scanning, document preparation, filing, and scheduling as required.

Backup Coverage

• Provide backup for the Dubai Office Administrator when absent due to (sick)leave.

Your Qualifications

• 3+ years of relevant work experience
• Presentable and professional appearance, with the ability to represent the firm positively.
• Previous experience as a receptionist or in a front office role, ideally in an architectural, design, or professional services firm.
• Excellent verbal and written communication skills in English and, preferably Arabic as well.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment (printers, scanners, etc.).
• Strong organizational skills with the ability to multitask in a fast-paced environment.
• Demonstrates a proactive attitude, anticipating needs and taking initiative to address tasks efficiently.
• Maintains a professional attitude and exercises discretion in handling confidential information.
• Customer-focused mindset with a friendly, approachable attitude.
• Capable of collaborating effectively within a team.

Life at Gensler
As a people-first organization, we are as committed to enjoying life as we are to delivering best-in-class design. From internal design competitions to “Well-being Week,” our offices reflect our people’s diverse interests.
We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability and wellness programs. We also offer profit sharing and twice annual bonus opportunities.
As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.