Front Office Coordinator

About Auremin

Auremin is a company specializing in commodities and infrastructure, delivering effective and dependable solutions in sectors including energy, natural gas, and industrial commodities. Operating mainly in Dubai, with presence in the DRC and Tanzania, they collaborate closely with governments, institutional investors, and corporate partners to develop projects that generate lasting impact.

Role Overview

The Front Office Coordinator will be the welcoming presence at Auremin's Dubai headquarters, ensuring seamless daily operations. This role is well-suited for an organized and driven individual eager to build a career in office management, administrative support, and executive assistance within an international business environment.

Key Responsibilities

• Act as the first point of contact by greeting visitors, clients, and senior stakeholders professionally and courteously.
• Handle incoming calls by answering, screening, and transferring them appropriately; manage the main office email inbox as needed.
• Receive, sort, distribute, and dispatch mail and courier packages efficiently.
• Coordinate meeting room bookings, maintain availability, and ensure smooth transitions between meetings.
• Maintain high standards of safety, hygiene, and presentation in the reception area at all times.
• Oversee daily operations of the Dubai office, ensuring it remains professional, stocked, and inviting.
• Order office supplies, pantry items, stationery, and printer materials; monitor inventory and reorder proactively.
• Liaise regularly with cleaning staff to maintain cleanliness and upkeep of workstations, meeting rooms, pantry, and washrooms.
• Manage parking allocations for staff and coordinate guest parking arrangements with building management.
• Communicate with building management, IT support, couriers, and various external service providers as required.
• Maintain office systems, including access card control and meeting room scheduling.
• Provide administrative assistance to senior management such as diary management, processing expenses, and document preparation.
• Coordinate logistics for domestic and international travel, including flights, accommodations, ground transportation, and visa arrangements for staff and visitors.
• Prepare meeting rooms for both internal and external gatherings, arranging refreshments and required materials.
• Schedule internal meetings and follow up on action items.
• Maintain organized digital and physical filing systems for administrative and company records.
• Manage the comprehensive visitor experience for clients, partners, government officials, and colleagues traveling from the DRC, Tanzania, and other locations.
• Arrange hospitality needs such as restaurant bookings, transport, parking, and accommodation recommendations.
• Coordinate internal team events, celebrations, lunches, and offsite activities in partnership with HR and Marketing teams.
• Support occasional external events hosted at office venues or offsite locations.

Candidate Requirements

• One to three years of relevant experience in front desk, receptionist, office coordination, administrative assistance, or executive support within the UAE.
• Prior experience in sectors like commodities, energy, financial services, or legal fields is advantageous but not mandatory.
• Some familiarity with supplier coordination, facilities management, or office administration tasks.
• Fluency in written and spoken English; proficiency in French is highly desirable given regional activity.
• Strong organizational skills with the ability to manage multiple priorities across different time zones effectively.
• Excellent interpersonal abilities and sound judgment in interacting with senior executives, government representatives, and external partners.
• Professional appearance and demeanor appropriate for a client-facing front office position.
• Proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.
• Legal eligibility to work in the United Arab Emirates.

What Auremin Offers

• A competitive salary along with benefits that align with the standards of the UAE market.
• A dynamic and collaborative workplace situated at the core of Auremin's global operations.
• An opportunity to broaden expertise in office coordination, executive support, travel management, events, and administration.