Operations & Administration Executive

Job Description

Roles & Responsibilities1. Administration & Executive SupportCalendar 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) ManagementTalent 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 OperationsBookkeeping: 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 Supportú Order Monitoring: Track and monitor outgoing orders and dispatch pipelines to guarantee seamless order fulfillment.ú Technical Issue Management: Verify and process technical feedback, alarm notes, product issues, and development updates.ú Regional Compliance: Drive product vendor and government listing processes across the Middle East and CIS territories.ú Shipment Documentation: Partner with the Logistics Head to accurately process critical shipping documents, orders, and dispatches.ú Banking Logistics: Prepare and process complex banking documentation required for international shipments.Desired Candidate ProfileCore Experience & EducationEducation: 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 SkillsSoftware 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 & AttributesMultitasking & 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 ForManaging 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.

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