Operations & Administration Executive

• Administration & Executive Support Calendar Management: Coordinate executive schedules and international meetings across time zones. Information Flow: Filter, manage, and process correspondence and data promptly. Meeting Support: Attend strategic meetings, record accurate minutes, and distribute action items. Documentation Support: Draft presentation slides, memos, meeting notes, and official announcements. Travel Coordination: Arrange comprehensive global travel logistics including flights, lodging, visas, and transport. Guest Relations: Welcome a diverse range of corporate visitors with a professional demeanor. Compliance & Licensing: Track and renew corporate tenancy contracts, trade licenses, insurances, and registrations. Legal Records: Securely organize legal documents including Memorandums of Understanding (MOUs) and board resolutions. Facility & Safety: Oversee workplace security, manage maintenance repairs, and ensure adherence to UAE government regulations. 2. Human Resources (HR) Management Talent Acquisition: Manage the end-to-end recruitment, selection, and onboarding process. Employee Lifecycle Documentation: Issue offers, appointment letters, promotions, and warning notices. Visa Processing: Coordinate applications, renewals, and cancellations via DMCC and Dubai Trade portals. Payroll & Attendance: Track attendance data to systematically calculate and release timely employee salaries. Policy Enforcement: Implement organization-wide policies and design new procedural systems for continuous improvement. Offboarding: Complete accurate end-of-service settlements for exiting staff. File Retention: Maintain highly confidential, organized, and up-to-date employee records. 3. Accounts & Financial Operations Bookkeeping: Maintain accurate financial books of accounts and track bank balances. Cash Management: Supervise petty cash flows, company credit cards, and related financial records. Accounts Payable: Verify supplier invoices and execute local and international online bank transfers. Accounts Receivable: Prepare statements of accounts and proactively follow up on client payments. Expense Claims: Validate and process employee reimbursement requests according to entitlements. Procurement: Source vendor rates to secure the most cost-effective terms for corporate purchases. Banking & Audits: Coordinate trade finance transactions and pull data to resolve auditor queries. 4. Supply Chain & Logistics Support · Order Monitoring: Track and monitor outgoing orders and dispatch pipelines to guarantee seamless order fulfillment. · Technical Issue Management: Verify and process technical feedback, alarm notes, product issues, and development updates. · Regional Compliance: Drive product vendor and government listing processes across the Middle East and CIS territories. · Shipment Documentation: Partner with the Logistics Head to accurately process critical shipping documents, orders, and dispatches. · Banking Logistics: Prepare and process complex banking documentation required for international shipments.

Education

Bachelor’s degree in Business Administration, Management, or a related field.

Experience

2 to 5 years of proven experience in office administration, operations management, or executive support. Local Knowledge: For roles in the UAE, prior experience handling local vendor management, freezone or mainland labor regulations, and corporate compliance is highly valued. [1, 2, 3, 4, 5] Essential Technical Skills Software Proficiency: Advanced knowledge of Microsoft Office 365 (Word, Excel, PowerPoint) and Google Workspace. ERP & CRM Tools: Familiarity with systems like SAP, Oracle, Zoho, or Salesforce to track inventory, workflows, or client data. Data Management: Ability to generate, analyze, and present operational reports and dashboards. Financial Basics: Experience with basic bookkeeping, petty cash management, and processing invoices. [1, 2, 3, 4, 5] Key Soft Skills & Attributes Multitasking & Prioritisation: Ability to manage multiple moving parts, from scheduling meetings to resolving facilities issues, without dropping the ball. [1, 2] Problem-Solving: A proactive mindset to resolve daily operational bottlenecks independently. [1] Communication: Strong verbal and written communication skills to liaise with internal departments, external vendors, and high-level executives. [1, 2, 3, 4, 5] Discretion: High level of integrity and confidentiality when handling sensitive corporate data or HR documentation. [1, 2, 3] Core Responsibilities to Screen For Managing day-to-day office operations, logistics, and facilities maintenance. Coordinating travel arrangements, visa processing, and corporate calendar schedules. Streamlining internal workflows and updating operational policy documentation. Employment Type Full-time

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