Receptionist

Position: Receptionist and Administration Assistant
Role Summary
The Receptionist and Administration Assistant will manage the reception area and serve as the first point of contact for visitors, students, parents, customers and vendors. The role will support the UAE and India offices through call handling, enquiry management, scheduling, document control, courier coordination and general administrative assistance.

Key Responsibilities

Reception and Visitor Management

• Welcome visitors professionally and understand the purpose of their visit.

• Maintain visitor records and inform the concerned employee promptly.

• Keep the reception and waiting areas clean, organised and presentable.

• Arrange water, tea or coffee for visitors and meetings.

• Ensure visitors do not enter restricted areas without permission.

Calls and Enquiries

• Answer incoming calls promptly and professionally.

• Transfer calls to the correct department or take complete messages.

• Respond to enquiries received by telephone, email, WhatsApp and walk-ins.

• Record every important enquiry in the approved register or CRM.

• Follow up on enquiries and share updates with the responsible team.

• Avoid sharing confidential company, employee or customer information.

OPMA Student and Parent Enquiries

• Explain approved courses, admission processes, fees and document requirements. Register student and parent enquiries with complete contact details.

• Schedule counselling sessions, interviews and office visits.

• Follow up with prospective students according to the approved schedule.

• Maintain admission documents and enquiry records.

• Only provide approved information and avoid making unauthorised commitments.

Administrative Support

• Manage appointments, meeting rooms and staff calendars.

• Prepare basic letters, emails, attendance sheets and reports.

• Coordinate couriers and maintain incoming and outgoing document registers.

• Scan, print, photocopy and file documents.

• Maintain office stationery and refreshment inventory.

• Coordinate with vendors for routine office requirements.

• Assist management, accounts and HR with administrative work

• Coordinate communication between the UAE and India offices when required.

Required Qualifications and Skills

• Graduate or diploma holder.

• One to three years of reception, customer-service or administrative experience.

• Good spoken and written English and Hindi.

• Gujarati is preferred for the Ahmedabad office.

• Knowledge of Microsoft Word, Excel, email and WhatsApp Business.

• Professional appearance, polite communication and a helpful attitude.

• Ability to handle students, parents, clients and senior management professionally. Strong organisation, follow-up and confidentiality skills

• It is a Full Time Receptionist job for candidates with 1 - 5 years of experience.