Accounts & Administration Executive

JOB DESCRIPTION: Accounts & Administration Executive

Position Summary

The Accounts & Administration Executive is responsible for managing the company’s accounting, taxation, financial record-keeping, and administrative operations. The role ensures full compliance with UAE VAT regulations, UAE Corporate Tax requirements, financial reporting standards, and internal controls while providing administrative and executive support to management.

The position requires a highly organized, detail-oriented, and trustworthy individual capable of handling confidential financial and administrative matters, maintaining accurate records, coordinating with suppliers and customers, supporting project documentation, and ensuring the smooth day-to-day functioning of the office.

Key Responsibilities

1. Accounting & Finance

Financial Accounting

• Maintain complete and accurate books of accounts in accordance with company policies and UAE regulations.
• Record and reconcile all financial transactions including sales, purchases, receipts, payments, journals, accruals, and adjustments.
• Prepare monthly management accounts and financial reports.
• Monitor accounts payable and accounts receivable.
• Follow up on customer payments and supplier settlements.
• Perform bank reconciliations and maintain cash flow records.
• Verify supplier invoices, customer invoices, credit notes, debit notes, and payment vouchers.
• Ensure proper filing and documentation of all financial transactions.

UAE VAT Compliance

• Prepare and maintain VAT records in compliance with UAE Federal Tax Authority (FTA) requirements.
• Prepare weekly VAT reconciliation sheets for all sales, purchases, debit notes, credit notes, and payments.
• Verify VAT treatment on all invoices and transactions.
• Ensure TRN details and invoice compliance requirements are correctly maintained.
• Prepare and support VAT return submissions.
• Coordinate with auditors and consultants regarding VAT-related matters.
• Submit the updated VAT file along with supporting invoices to management every Friday before 5:00 PM.

UAE Corporate Tax Compliance

• Maintain records and schedules required for UAE Corporate Tax compliance.
• Assist in preparation of Corporate Tax calculations and supporting schedules.
• Coordinate with external tax consultants and auditors for tax filings.
• Ensure compliance with applicable UAE Corporate Tax regulations and deadlines.
• Maintain proper documentation to support tax positions and regulatory requirements.

Audit & Financial Controls

• Assist with internal and external audits.
• Maintain proper accounting records and audit trails.
• Ensure all financial documents are properly archived and accessible.
• Support management with budgeting, forecasting, and financial analysis.
• Monitor and report financial risks and discrepancies.

2. Commercial Documentation & Project Administration

• Issue draft project and order documentation including:
• Purchase Orders
• Sales Invoices
• Credit Notes
• Debit Notes
• Delivery Notes
• Packing Lists
• Commercial Invoices
• Submit draft documents to the Project Coordinator and Management for review and approval.
• Distribute approved documents to customers, suppliers, freight forwarders, and other relevant parties.
• Maintain complete records of all project-related documentation.

Documentation Control Maintain one hard copy and three soft copies for:

• Commercial Invoices & Packing Lists (CIPL)
• Tax Invoices & Delivery Notes (TIDN)
• Material Test Certificates (MTCs)
• Signed Delivery Notes
• Material Loading Photographs
• Purchase Orders
• Supplier Invoices
• Customer Invoices

Ensure proper filing, version control, retrieval, and document traceability.
3. Administrative & Executive Support

Executive Assistance

• Handle personal matters and assignments for management with discretion and professionalism.
• Maintain strict confidentiality regarding company and management affairs.
• Coordinate and schedule meetings for management and sales teams.
• Manage meeting calendars, appointments, and follow-up actions.
• Prepare meeting agendas, minutes, and related documentation.

Travel & Event Coordination

• Arrange travel bookings including flights, hotels, visas, transportation, and itineraries.
• Coordinate participation in exhibitions, trade shows, conferences, and business events.
• Maintain records related to travel expenses and event participation.

Office Administration

• Manage front office operations and reception activities.
• Welcome visitors and ensure a professional office environment.
• Screen visitors and prevent unauthorized solicitors from accessing the office.
• Coordinate courier services, mail distribution, and package tracking.
• Maintain office supplies including:
• Stationery
• Drinking Water
• Coffee Machine Supplies
• Pantry Requirements
• Coordinate office maintenance and vendor services.

Correspondence Management

• Professionally acknowledge customer and supplier communications.
• Draft business correspondence, letters, and emails on behalf of management.
• Maintain communication records and ensure timely responses.

4. Human Resources & Employee Support

• Assist in recruitment activities including sourcing candidates and screening applications.
• Coordinate interview schedules between candidates and management.
• Support employee onboarding and induction activities.
• Maintain employee records and administrative documentation.
• Assist with employee engagement initiatives and office events.
• Coordinate celebrations including employee birthdays, anniversaries, and company functions.

5. Petty Cash & Expense Management

• Manage petty cash transactions and maintain supporting documentation.
• Prepare petty cash reconciliations.
• Verify expense claims and supporting receipts.
• Ensure proper authorization and approval processes are followed.

6. Reporting & Compliance

• Prepare weekly and monthly reports for management.
• Maintain accurate records for compliance, audit, and regulatory purposes.
• Ensure all documentation is properly stored and backed up electronically.
• Support implementation and continuous improvement of administrative and accounting procedures.

Qualifications & ExperienceQualifications

• Bachelor's Degree in Accounting, Finance, Business Administration, Commerce, or related field.
• Professional accounting qualification (ACCA, CPA, CMA, CA Inter, or equivalent) is an advantage.

Experience

• Minimum 3–5 years of experience in Accounting and Administration within the UAE.
• Experience in trading, metals, steel, logistics, manufacturing, or industrial sectors is preferred.
• Hands-on experience with UAE VAT and Corporate Tax regulations.
• Experience using ERP systems and accounting software.

Key Performance Indicators (KPIs)

• Accuracy of Financial Records
• Timely VAT & Corporate Tax Compliance
• Accounts Receivable Collection Efficiency
• Accounts Payable Processing Accuracy
• Documentation Accuracy & Filing Compliance
• Timeliness of Weekly VAT Reports
• Audit Compliance Score
• Administrative Task Completion Rate
• Customer & Supplier Response Time
• Office Administration Efficiency
• Management Satisfaction Rating
• Reduction of Documentation Errors

Skills & Competencies

• Tax & Finance: UAE VAT & Corporate Tax Knowledge, Financial Accounting & Bookkeeping, Accounts Payable & Receivable Management, Financial Reporting & Reconciliation
• Systems & Documentation: Documentation Control, ERP Systems Knowledge, Strong Microsoft Excel Skills
• Administration: Administrative & Executive Support, Time Management & Organization, Multi-tasking & Prioritization
• Professional Attributes: Attention to Detail, Confidentiality & Professionalism, Problem Solving & Analytical Skills, Communication & Correspondence Skills

Pay: From AED3,000.00 per month

Work Location: In person