Job Description

About Us:

Illuminations, is Dubai's 1st, Largest & Premiere Centre for holistic healing, mental wellbeing & personal & spiritual growth, and is considered the pioneer of the well-being industry in the UAE with a client base of over 18,000 people since 2006. Learn More via www.illuminations.ae

Illuminations has made a huge contribution towards the wellbeing of individuals, educational institutes and corporate organizations in Dubai, by popularizing the concept of daily meditation classes, promoting world-renowned healers and authors, curating unique wellness travel programs and offering top quality holistic healing education through our renowned training academy.

About the Role:

We are seeking a highly organized, proactive, and driven Reception & Admin Specialist to join our vibrant team. This role requires an exceptional multitasker who thrives in a dynamic environment, loves interacting with people, and has the potential to grow into operational leadership. You'll be the first point of contact for clients, ensuring seamless front-desk operations while efficiently handling administrative tasks to support the smooth running of our center.

If you're looking for a role where you can make an impact, grow professionally, and eventually scale up into operations management, this opportunity is for you!

Key Responsibilities:

1. Administrative Duties:

Event Management & Scheduling:

• Coordinate calendar events (meditations, workshops, seminars, webinars, and training courses) with therapists.
• Create and share Zoom links for online events and webinars.
• Insert and cross-check events in the CRM, website, and calendar flyer.
• Collaborate with the marketing team for event materials and ensure flyers are printed and displayed

Course Scheduling:

• Prepare and distribute monthly and yearly confirmed training course schedules.
• Share monthly focus highlights with the AUH team and social media team.

Retail and Inventory Management:

• Order and cross-check retail items upon receipt.
• Maintain and update retail lists, display items, and replenish inventory.
• Conduct monthly inventory and prepare Cost of Goods Sold reports.
• Coordinate with consignors for sales report approvals and submit reports to accounts.

Financial & Reporting Tasks:

• Submit petty cash reports with scanned expense receipts.
• Record and scan PEMO card expenses in the application.

Therapist Coordination:

• Update therapists' flyers and coordinate their availability 2-3 months in advance.
• Manage the opening of therapists' schedules in the CRM.
• Assist with onboarding new therapists, including submitting details to the marketing team for promotional materials.

Promotions & Campaigns:

• Prepare special promotions (e.g., Year-End, Eid, and holidays) and coordinate for approval.

Meeting Support:

• Prepare minutes for meetings and sales onboarding discussions.

2. Reception Duties:

• Handle incoming calls and assist clients with bookings and inquiries.
• Manage client appointments: bookings, rescheduling, and cancellations in the CRM.
• Upsell services, sessions, and events to walk-in clients.
• Reconfirm client appointments and follow up on unconfirmed bookings.
• Maintain the reception area and manage walk-in/out clients with warmth and professionalism.

Event & Course Support

• Prepare the meditation room and bind or print course materials and certificates.
• Arrange and manage food, supplies, and room cleanliness during courses.
• Liaise with laundry services for the cleaning of blankets and pillowcases.

Center Maintenance:

• Ensure the cleanliness of the reception, pantry, and all rooms.
• Restock pantry supplies (cups, biscuits, coffee, etc.) and maintain stock levels of office and cleaning materials.
• Deposit daily cash sales securely and accurately.

What We're Looking For:

We're seeking a motivated professional who embodies these qualities:

• Organized & Detail-Oriented: Able to manage multiple tasks while ensuring accuracy and efficiency.
• People-Centric: Approachable, warm, and able to create a welcoming environment for clients.
• Tech-Savvy: Proficient in CRM tools, Zoom, and other software.
• Adaptable & Resourceful: Thrives in a fast-paced setting and can resolve challenges independently.
• Growth Mindset: Eager to learn, take on responsibilities, and grow into operations leadership.
• Team Player: Excellent collaboration and communication skills, both with clients and internal teams.

Qualifications & Skills:

• Bachelor's degree or equivalent experience in Administration, Business, or related fields.
• 2+ years of experience in reception, administration, or customer-facing roles.
• Strong proficiency in MS Office Suite (Word, Excel) and CRM systems.
• Exceptional organizational, time-management, and multitasking abilities.
• Fluent in English; knowledge of additional languages is a plus.

What We Offer:

• Competitive salary with opportunities for growth and advancement.
• A positive, supportive work environment focused on personal and professional development.
• Comprehensive training and mentorship to help you excel in the role and prepare for operations leadership.
• Opportunities to contribute to a meaningful mission in the wellness and therapy space.

Job Type: Full-time

Pay: AED3,500.00 - AED4,000.00 per month

Experience:

• receptionist: 2 years (Preferred)

Language:

• Arabic (Preferred)

Application Deadline: 27/01/2025