Finance & Administration Coordinator

Role Overview

Schedule

• Working days are Monday through Saturday.
• Working hours are 9:00 AM to 5:00 PM.
• Immediate availability is preferred.

Finance and Accounting

• Process accounts payable and accounts receivable transactions.
• Prepare customer invoices, receipts, credit notes, and account statements.
• Monitor customer payments and follow up on overdue receivables.
• Verify supplier invoices and prepare approved payment disbursements.
• Manage petty cash, reconciliations, financial records, and payment documents.
• Assist with financial reports, cash-flow updates, and month-end documentation.
• Coordinate with accountants, auditors, banks, suppliers, and customers when required.

Payroll and Employee Expenses

• Prepare and process monthly payroll accurately and on time.
• Coordinate salary transfers and maintain confidential payroll records.
• Review employee expense claims and reimbursements.
• Maintain records of deductions, allowances, advances, and payroll adjustments.
• Resolve salary, reimbursement, and payroll-related discrepancies.

Administration and Compliance

• Manage daily office administration and maintain an organized filing system.
• Monitor renewals of licences, permits, registrations, insurance policies, and company documents.
• Coordinate applications and renewals with government departments and municipal authorities.
• Arrange payment of utility, telecommunications, rental, maintenance, and service-provider bills.
• Coordinate office repairs, facility maintenance, supplier services, and regulatory obligations.

Logistics and Freight Coordination

• Coordinate inbound and outbound shipments with suppliers, freight forwarders, shipping lines, customs brokers, and transport companies.
• Review commercial invoices, packing lists, Bills of Lading, certificates, and other shipping documents.
• Track shipments and provide delivery-status updates.
• Coordinate customs clearance and delivery arrangements.
• Follow up on shipping delays, missing documents, clearance issues, and delivery discrepancies.

Requirements and Qualifications

• At least three years of relevant experience in finance, payroll, office administration, and operational coordination.
• Practical experience with accounts payable, accounts receivable, invoicing, petty cash, payroll, and bank reconciliation.
• Working knowledge of freight forwarding, customs procedures, shipping documentation, and logistics coordination.
• Proficiency in Zoho Books, QuickBooks, or a similar ERP system.
• Strong working knowledge of Microsoft Excel and Microsoft Office.
• Excellent English communication skills, numerical accuracy, organization, follow-up, and problem-solving ability.
• Previous UAE experience is preferred, and immediate availability is advantageous.

Compensation

• Pay is AED 5,000 to AED 6,000 per month.

Work Location

• The role is based in Dubai, UAE, and work is performed in person.