Receptionist & Admin Executive

GTN is a FinTech-powered brokerage business operating through its regulated subsidiaries. Backed by NTG Global Holdings Limited (Dubai), International Finance Corporation (IFC) of the World Bank Group, and SBI Ventures Singapore (a subsidiary of SBI Holdings Japan), GTN aims to create the most comprehensive global trading ecosystem. With a global team of over 500 people, GTN provides a multi-market, multi-asset class trading platform for institutional clients, operating on a B2B and B2B2C model. GTN currently serves clients through regulated subsidiaries in London, Dubai, Singapore, HK, and the USA. As part of our global expansion, we are focused on bringing our innovative trading platform to more markets worldwide. Our platform is designed for buy- and sell-side institutions, and fintech companies, such as digital banks and wallet providers, offering a seamless experience across trading, wealth management, and API solutions. GTN Middle East Financial Services (DIFC) Limited is a full-service brokerage firm offering the widest market coverage and depth of products across the globe. We provide fast, reliable, and competitively priced brokerage services to Professional clients with our sophisticated trading platform built from the ground up to serve our client’s needs. Role Overview The Receptionist & Administration Executive serves as the first point of contact for employees, clients, and visitors, ensuring a professional and welcoming office environment. The role is responsible for front desk operations, office administration, facilities coordination, travel arrangements, document management, and supporting HR and administrative functions to ensure the smooth day-to-day running of the office. Responsibilities: • Oversee the reception area, serving as the first point of contact for employees, visitors, and guests, and representing the company professionally. • Manage office upkeep, ensuring the environment is clean, safe, and presentable at all times. • Efficiently receive, direct, and relay telephone messages. • Schedule, plan, and prepare for meetings, conferences, and events, coordinating logistical arrangements and other requirements. • Organize administrative services, including office stationery, supplies, and janitorial needs, and coordinate office maintenance services. • Supervise office staff responsible for cleaning, serving drinks, and assisting with other tasks. • Enhance office functionality and safety, including managing parking space allocations. • Maintain relationships with service providers and suppliers, such as travel agencies, hotels, and maintenance contractors. HR Support: • Collaborate with HR to maintain the general filing system and manage the employee database with accuracy, confidentiality, and discretion. • Track and monitor employee attendance according to company policy, ensuring employees correctly log their leave in the HR Cloud system. • Assist HR in monitoring the expiration of employee documents (passports, visas, Emirates IDs) and ensure timely renewals. • Maintain and update company documentation, coordinating with external parties as needed (e.g., for DIFC or embassy attestations). Administrative Duties: • Manage outbound and inbound couriers and distribute mail. • Arrange flight tickets and hotel accommodations for business travelers, assist with visa applications and required travel documents, and ensure compliance with the company's travel policy, including the use of the GTN Traveler App. • Monitor and process payments for office utility bills (e.g., DEWA). • Handle payments through the company credit card and prepare monthly summary reports for company credit card usage. • Collaborate with other administrative staff to improve systems and work efficiencies. • Assist in organizing and managing global events or initiatives. • Handle other ad hoc tasks as required. Required Experience & Skills: • 3-5 years of office experience in Administration, Reception, or similar roles and responsibilities is preferred. • Strong knowledge and proficiency in Microsoft Office, business applications, web-based portals, and online government/free zone platforms are required. Experience navigating and managing transactions through the DIFC Portal, or similar business and regulatory platforms such as DMCC, JAFZA, DED, MOHRE, GDRFA, is highly desirable. • A well-rounded individual with a track record of managing responsibilities • Comfortable learning and adopting new digital platforms, online administration systems, and workflow tools commonly used in corporate and regulated business environments. • Excellent telephone skills with previous experience working on a busy switchboard • Strong knowledge and proficiency in Microsoft Office and Web Search are required. • Excellent time management and organizational abilities • Strong attention to detail • Thinks creatively and critically under pressure, is resourceful, and can solve problems. • Ability to work on own initiative / high level of confidentiality and discretion • Ability to work independently and meet standards in a regulated environment • Fluency in written and spoken English is required. 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3-5 years of office experience in Administration, Reception, or similar roles and responsibilities is preferred. Strong knowledge and proficiency in Microsoft Office, business applications, web-based portals, and online government/free zone platforms are required. Experience navigating and managing transactions through the DIFC Portal, or similar platforms such as DMCC, JAFZA, DED, MOHRE, GDRFA, is highly desirable. Excellent telephone skills with previous experience on a busy switchboard. Fluency in written and spoken English is required. Comfortable learning and adopting new digital platforms, online administration systems, and workflow tools commonly used in corporate and regulated environments. Excellent time management and organizational abilities; strong attention to detail; ability to work independently and with high confidentiality and discretion.

Oversee the reception area and act as the first point of contact for employees, visitors, and guests; manage office upkeep to ensure a clean, safe, and presentable environment; handle telephone messages and inquiries; schedule and prepare for meetings, conferences, and events with logistical coordination; organize administrative services including office supplies and maintenance; supervise office staff responsible for cleaning and related tasks; manage parking allocations and enhance office safety; maintain relationships with service providers and suppliers (travel agencies, hotels, maintenance contractors). HR support includes maintaining employee filing and attendance tracking; monitoring expiration of passports, visas, Emirates IDs and ensuring timely renewals; updating company documentation and coordinating with external parties for attestations. Administrative duties include managing couriers and mail, arranging travel for business travelers, assisting with visa applications, processing utility bills, handling company card payments and monthly usage reports, and assisting with global events and ad hoc tasks.