Why this role matters
This is the future of reception and office administration, and we are hiring the person who will build it. You will run our front desk and lead the build of a new operating system for our reception and office administration, where AI connects, manages and automates our systems, orchestrated by you.
What you will build
Office information reaches us by email, phone, paper and visit, and it lives in separate places: inboxes, calendars, spreadsheets, shared drives and filing cabinets. Today a person reads each item, records it and passes it on by hand. You will connect these systems into one operating system for the office. AI will read what comes in, record it, route it to the right person and follow it up. You will set the rules, handle the exceptions and check everything that leaves the office.
- Build apps and AI assistants for the front desk, such as visitor check-in, a call log, meeting room booking and a correspondence register that updates itself from scanned and emailed letters.
- Connect the tools we already use, including Gmail, Google Calendar, Google Drive, Google Sheets and our CRM, so that information entered once reaches every place it is needed.
- Automate recurring work: every receipt and invoice read, logged and filed; renewal reminders for insurance, registrations and licences; supplies reordered before they run out; and monthly reports built from live data.
- Design, build and test each system with AI tools such as Claude, Claude Code and app builders, starting with one workflow and improving it every week.
- Write an SOP for every system you build, with a clear owner and a human check, so that anyone in the office can run it.
- Measure the hours saved and the errors caught, and report progress to management each month.
How you will orchestrate it
- Map every office workflow with management and rank each one by the time and errors AI can remove.
- Decide which steps AI runs on its own, which need your approval and which stay with people.
- Monitor the systems each day, fix what breaks and keep a log of every change.
- Train colleagues on each new tool and use their feedback to improve it.
- Protect confidential contracts and claims information in every tool you connect.
The operations you will run
You will run these operations from your first day, and each one is a candidate for the systems you build.
Front desk and office administration
- Welcome visitors, answer and route calls, and keep the company contact list current.
- Run the digital and physical filing system, including reference numbers, business cards and archiving.
- Keep the incoming and outgoing correspondence register.
- Manage travel and accommodation bookings, office consumables, stationery and supplies.
- Work with IT support on account creation, access and closure for departing employees.
- Keep office insurance and registrations for vehicles, buildings and equipment up to date.
Financial coordination
- Support invoicing, receipts and payment processing.
- Prepare purchase orders, follow up on overdue payments and reconcile creditor statements.
- Manage petty cash transactions.
- Track rent collection, municipality taxes, electricity and water expenditures.
- Maintain financial logs and recurring reports.
Management support
- Proofread and format letters and contracts, drafting first versions with AI and checking each one before it goes out.
- Assist with visa applications and client correspondence.
- Maintain calendars, set appointments and support executive travel.
- Ensure official documents and licences are up to date.
Who we are looking for
- You have built something that people use: an app, a website, an automation or an internal tool.
- You use AI tools every day, learn new ones quickly and are comfortable connecting systems through integrations, APIs or no-code platforms.
- You are organised, calm with visitors and callers, and careful with detail.
- You write and speak clearly in Arabic and English.
- You handle confidential information with discretion.
How to apply
Our interview process has four stages:
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An online interview with our AI interviewer
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Building a simple app with AI that solves a real office administration problem
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An online interview with a member of our team
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A final interview at our office
If you pass a stage, you move on to the next one.
To apply, send your CV to careers@cmajo.com, with the subject "AI Front Desk".
