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-copy records 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