Office Administrator

Overview

Role Overview

Key Responsibilities

• *1.
• Sales Administration*
• Prepare and issue quotations, sales invoices and credit notes in a timely and accurate
• manner
• Follow up on pending quotations and ensure timely conversion and documentation
• Maintain and update customer records, pricing and transaction history
• Coordinate with the sales team (Ahmed) to ensure smooth order processing
• Handle basic purchase orders and supplier invoices
• *2.
• Bookkeeping*
• — First Level
• Record day-to-day financial transactions (sales, purchases, expenses) in the accounting
• system
• Reconcile accounts payable and accounts receivable on a regular basis
• Maintain petty cash records and handle basic expense tracking
• Prepare basic AR/AP reports and aging summaries for management review
• Support debt collection: issue payment reminders, follow up on overdue invoices
• Work under the direct supervision of our external auditor (Kloudac) for all accounting matters
• — no prior expert-level accounting knowledge required, but the candidate must be receptive
• to training

*3. VAT & Compliance Awareness*

• Apply basic UAE VAT rules to invoices and documentation (5% standard rate; import/export
• specifics)
• Ensure proper archiving of commercial and financial documents in line with UAE regulatory

requirements

• Support the external auditor during the annual audit and balance preparation

*4. Client & Supplier Relationship Management*

• Serve as a primary point of contact for administrative queries from clients and suppliers
• Manage communications in a professional, responsive and friendly manner
• Coordinate with transport companies for customer delivery follow-ups
• Liaise with our container clearance agent (Anil) on import documentation and clearance
• status

*5. Stock & Logistics Coordination*

• Coordinate with the stock manager (Peter) to align delivery documents, goods receipts and
• invoices
• Track inbound shipments and update relevant stakeholders on ETA and clearance status
• Flag discrepancies between purchase orders, delivery notes and invoices

*6. General Office Administration*

• Manage office supplies, vendor relationships and minor procurement
• Handle incoming and outgoing correspondence (email, courier, calls)
• Maintain organised digital and physical filing systems
• Provide general administrative support to the director and team as needed
• *Candidate Profile*

Required

• Minimum 2 years of experience in an administrative, accounts assistant or office
• management role
• Solid working knowledge of Microsoft Office (Excel, Word, Outlook) and/or Google

Workspace

• Comfortable working with Zoho (our central ERP platform, covering sales, invoicing,
• bookkeeping and operations) — prior experience with Zoho Books, Zoho Invoice or Zoho
• CRM is a strong advantage
• Professional-level written and spoken English
• Strong attention to detail and organisational skills
• Comfortable working in a small, fast-moving team environment
• Experience in trading, import/export, or distribution sectors is a plusLanguages
• English: Professional proficiency — required
• Urdu / Hindi: Strong advantage (for supplier communication)
• Arabic: Strong advantage (for client and local authority communication)

Personal Attributes

• Reliable, punctual and autonomous
• Good interpersonal skills — pleasant and professional in all interactions
• Proactive: flags issues early and seeks solutions
• Discreet and trustworthy with sensitive financial information
• Comfortable with routine tasks and willing to handle repetitive administrative work
• *What We Offer*
• A stable, long-term position in a growing trading company
• Direct reporting line to the director — short decision cycles, no bureaucracy
• On-the-job training on our processes and systems
• Friendly and multicultural team environment
• Competitive package based on experience
• Interested candidates may send their CV to: daniel@jacquinwood.ae
• (Please indicate the position title in the subject line.)