Admin cum Accounts Assistant

1. Accounts Receivable & Payment Collection

   • Contact customers by phone and email to follow up on outstanding invoices and overdue payments.
   • Prepare and send Statements of Account (SOA), maintain customer ledgers, and track payment commitments.
   • Monitor outstanding receivables and coordinate with customers and internal departments to resolve payment discrepancies.
   • Maintain accurate records of collections, pending payments, and customer account balances.

2. Invoice Processing & Bookkeeping

   • Record customer and supplier invoices accurately in the accounting system or ERP.
   • Process Goods Received Notes (GRNs) and verify supplier invoices against purchase orders, delivery notes, and received quantities.
   • Assist with supplier account reconciliation, invoice verification, and maintenance of financial records.
   • Ensure proper filing of invoices, GRNs, credit notes, and supporting documents.

3. JAFZA / PCFC Gate Pass Coordination

   • Prepare, submit, and track gate pass applications through the relevant JAFZA/PCFC portals.
   • Coordinate entry permits for logistics vehicles, material deliveries, goods collection, contractors, and personnel.
   • Verify supporting documents, follow up on pending approvals, and maintain records of approved gate passes.
   • Coordinate with transporters, drivers, suppliers, warehouse staff, and security teams to ensure smooth logistics operations.

4. Office Administration

   • Manage daily office administration and ensure the main office remains organized and professional.
   • Monitor and arrange office stationery, pantry supplies, and administrative consumables.
   • Handle incoming telephone calls, visitor coordination, and professional email correspondence using Microsoft Outlook.
   • Maintain systematic physical and digital filing systems for accounting, logistics, and administrative documents.

5. Reporting & Data Management

   • Maintain Excel trackers for customer outstanding balances, payment follow-ups, invoices, GRNs, and gate pass applications.
   • Prepare periodic reports on pending collections, overdue invoices, and administrative activities.
   • Ensure accuracy, confidentiality, and timely updating of all records.
   • Coordinate with accounts, sales, procurement, warehouse, logistics, and management teams as required.

Desired Candidate Profile

• Education: Bachelor's Degree in Accounting or Finance is mandatory.
• Experience: 1–2 years of relevant UAE work experience in accounts assistance, bookkeeping, office administration, or a similar role.
• Portal Experience: Practical, hands-on experience with JAFZA and PCFC portals, particularly gate pass applications and logistics documentation, is strongly preferred.
• Accounting Knowledge: Good understanding of accounts receivable, accounts payable, invoice booking, customer and supplier ledgers, GRN processing, and account reconciliation.
• Payment Collection: Ability to communicate confidently with customers by phone and email to follow up on overdue payments and maintain professional customer relationships.
• Computer Skills: Good working knowledge of Microsoft Excel, Microsoft Outlook, and Microsoft Word. Ability to maintain accurate spreadsheets, reports, and digital records.
• Accounting Software: Familiarity with accounting software or ERP systems is an advantage.
• VAT Knowledge: Basic understanding of UAE VAT invoice requirements and financial documentation is preferred.
• Industry Experience: Candidates with experience in manufacturing, trading, logistics, or industrial companies will be preferred.
• Communication: Good English communication skills, both written and verbal, with the ability to communicate professionally with customers, suppliers, and internal teams.
• Personal Attributes: Organized, detail-oriented, reliable, proactive, and capable of managing multiple accounting and administrative tasks simultaneously.
• Work Location: Must be willing to work full-time at Dubai Investment Park (DIP) Phase II, Dubai, UAE.
• Salary: AED 2,000–3,500 per month, depending on skills and experience.

Preference will be given to candidates with practical UAE accounting experience, strong customer payment follow-up skills, and hands-on knowledge of JAFZA/PCFC portal operations.