Front Desk & Member Experience

Location: Dubai, United Arab Emirates Workplace: on-site About HIVE HIVE is a new business center on the full 14th floor of i-Rise Tower in Barsha Heights. 119 private offices, four meeting rooms, a podcast studio, a café and a 30-seat lounge, all run by one team at one address. Our promise to members is simple: everything you need to work, nothing you need to worry about. We open in December 2026, and we are hiring the people who will make the first impression. About the role: You are the first person every member and guest meets, and the person who keeps the floor running every day. You run the front desk, look after members from their first visit to the day they move out, support sales with tours, take payments, and make sure every room, service and request is handled the way a good hotel would handle it. This is a hospitality job in a business setting. The senior role also covers for the manager, prepares proposals and focuses on client work. The junior role focuses on phones and general admin. You work in HIVE own app and CRM, so everything you do is recorded and paperless. Responsibilities: Welcome and visitors Welcome every member and guest by name where you can; offer water and tell them what happens next. Register visitors in the app, issue visitor passes and let the member know their guest has arrived. Keep the reception desk, lobby and lounge presentable all day: tidy, quiet and ready for a tour at any moment. Handle after-hours guest access requests and the building’s visitor and parking registration. Phone, WhatsApp, e-mail and call answering Answer the main line within three rings; reply to WhatsApp, e-mail and website enquiries the same working day. Answer calls for members who use the call-answering service, in their company name and with their greeting; take the message and log it in the app so the member gets it by app and e-mail. Log every new enquiry in the CRM with source, needs and next step; never leave a lead without a follow-up date. Bookings: meeting rooms, podcast studio and zoom cabinets Take and confirm bookings in the app; explain prices and the 8 included hours a month to members. Prepare each room before the booking (screen, cables, water, clean table) and reset it after. Send quotes for guest bookings and studio sessions; follow up until confirmed or released. Check no-shows and late cancellations and record them for billing. Sales support and tours Show offices to walk-ins and booked visitors when the manager is busy; know every office type, view and price. Send the offer from the CRM after the tour and hand the lead to the manager to close. Keep the availability list current so nothing is offered that is already reserved. Support brokers and agents who bring visitors: register the referral in the app before the tour. New members: move-in Guide new members through the online steps in the app: company details and identity check (KYC), signing, payment. Check identity documents against the originals at handover and confirm it in the app. Hand over the office with the move-in checklist and photos; issue access cards to each team member. Explain the house rules on day one: no food or drinks inside offices (pantry, café and lounge only), noise, visitors, parking. Members day to day Receive and log mail and courier deliveries; notify the member the same day and keep a signed hand-over record in the app. Handle team changes: add and remove people, issue and deactivate cards, replace lost cards (and charge the card fee). Take requests for extras (parking, phone line, printing, team time, IT tasks, café on account) and record them so they reach the monthly statement. Write down what members ask for or complain about and tell the manager, so problems are fixed before they grow. Politely remind members of the house rules when needed and record repeated breaches for the manager. Payments and billing Take payments at the desk by card machine and cash (within the cash limit) and record each one against the invoice in the app; the member gets the receipt at once. Run the daily cash-up at closing: cash counted and card-machine total checked against what was recorded; report any difference the same day. Help prepare the monthly statements: check room hours, printing, café and studio lines before the manager approves them. Follow up unpaid invoices with friendly reminders, as set by the manager. Facilities and housekeeping Raise facilities tickets (air conditioning, lights, internet, doors, furniture) in the app and follow them until closed. Coordinate the cleaning team (3 times a week per office) and the quarterly pest control and deep cleaning with members, giving notice in the app where possible. Walk the floor several times a day: meeting rooms, pantry, zoom cabinets, printers, toilets and lounge; fix or report what is not right. Keep printers stocked, check paper and toner, and help members with printing PINs. Move-out Confirm the last day after the member gives notice in the app; book the handback. Do the handback checklist with photos, collect every card and key, and note damage for the deposit statement. Opening, closing and safety Open and close the front desk with the daily checklist: lights, screens, rooms, lounge, doors and alarms. Know the emergency plan: fire exits, first aid, evacuation, and who to call for building issues. Never give access, keys or information to anyone not authorised in the app. Team time and community Deliver & ‘‘team time’’; requests for members (bookings, travel, sourcing, small admin tasks) and log the hours. Help run the monthly members; evening and small events. Cover the café counter for short breaks when the barista needs help. Experience in admin, customer service and client care. Where you learned it does not matter. Warm, calm and well presented. Problems get solved with a smile. Fluent spoken and written English. Arabic is a strong advantage. Confident with software: bookings, invoices, a CRM. Quick to learn new tools. Happy to show a space and talk about prices; you like people and you like a tidy floor. Based in the UAE and able to start within four weeks.