Front Office Coordinator

Born in the heart of Dubai, The First Collection embodies a blend of authentic, value-driven experiences, emphasising comfort and ease in each bespoke accommodation. Our hotels, each teeming with its own character, transcend conventional stays, offering immersive experiences designed for genuine connections. Adorned with contemporary elegance, our spaces beckon guests into a haven of warmth and style, all set against the vibrant backdrop of Dubai’s illustrious neighbourhoods. Each of our hotels serves as an urban retreat where the excitement of the city is complemented by serene moments at Soluna Restaurants and Beach Club on The Palm Jumeirah. Our guests are given access to a world of exclusivity, comfort, diverse dining, and private access to our beach club’s Mediterranean-inspired charm, seamlessly blending the essence of an unparalleled urban resort experience. 

As part of The First Group, the region’s pinnacle in award-winning lifestyle hotels and investment solutions, The First Collection stands as more than a hotel brand – it is a commitment, a passion, and a journey into Dubai’s finest.

Job Summary:

The Front Office Coordinator is responsible for overall front desk activities including management of the reception area and meeting areas, customer service, phones, mail, and office supplies. This position trains, supervises, and schedules administrative volunteers, coordinates front office coverage, and assists on projects and any additional administrative support necessary for the organization.

Key Responsibilities:

• Provide exceptional customer service in person and over the phone to guests, adhering to front door/guest and Security procedures.
• Oversee the guest service area to ensure efficient telephone and mail communications, maintaining a professional image both internally and externally.
• Manage office supplies by organizing, maintaining, and communicating needs on a weekly basis.
• Coordinate the maintenance and alteration of office areas and equipment to ensure a functional and professional environment.
• Schedule and coordinate team duty rosters for the front office team.
• Organize and schedule front office meetings and briefings to keep the team informed and aligned.
• Handle guest inquiries, complaints, and requests professionally and promptly, ensuring customer satisfaction and escalating issues when necessary.
• Provide administrative support by assisting with general tasks such as data entry, filing, and photocopying.
• Manage correspondence by sorting and distributing incoming mail and packages, as well as preparing outgoing mails.
• Respond to guest reviews and update comments in guest profiles to maintain a positive online reputation.
• Keep detailed records of guest interactions and requests to improve service and meet guest expectations.
• Manage guest reservations and booking systems efficiently.
• Maintain guest databases and records accurately.
• Diplomatically and efficiently address guest complaints and issues, finding appropriate solutions to ensure guest satisfaction.
• Escalate complex issues to higher management when necessary for resolution.
• Collaborate effectively with other departments, such as housekeeping, maintenance, and security, to fulfil guest requests and ensure a seamless guest experience.
• Ensure all the month-end reports are updated correctly before the deadline.
• Maintain records of guest interactions and requests.

Skills and Qualifications:

• Atleast one year of experience working as a Front Office Coordinator in a 4/5 * hotel
• Excellent communications skills with Proficiency in speaking and writing english.
• Good communication skills and interpersonal skills
• Extremely agile as the job demands speed and efficiency in its execution
• Team player with excellent planning and organizing skills
• Able to work flexible working hours with rotating shifts
• Pleasant personality with good problem-solving skills