Operations and Administration Manager

Position Overview

Company Operations and Administration

• Manage day-to-day office operations and administrative requirements.
• Support the CEO with company operations, documentation, scheduling and follow-up actions.
• Prepare and maintain company correspondence, records and reports.
• Manage employee leave calendars.
• Calculate monthly payroll from approved timesheets, submit it to HR and the CEO for approval, and coordinate WPS processing through Al Ansari Exchange.
• Issue salary certificates and other employment-related documents.
• Track subscriptions, renewals, visas, insurance, VAT obligations and other payment deadlines.
• Coordinate with the company accountant and Unique Finance Department.
• Maintain organised digital and physical filing systems.

Finance and Billing Administration

• Prepare, issue, file and record client invoices, statements of account, payment receipts and payment requests.
• Manage incoming and outgoing payments and maintain payment trackers.
• Track revenue, outstanding receivables and project-related financial commitments.
• Assist with revenue forecasting and cash-flow tracking.
• Prepare payment vouchers, petty-cash requests and payment records.
• Reconcile company-card expenses and receipts monthly.
• Maintain accurate records of supplier payments, client funds and reimbursable expenses.
• Communicate with clients regarding billing, payment status and account queries.
• Issue payments through ADCB app.
• Handle authorized cheque and cash collections.

Procurement and Supplier Coordination

• Coordinate purchasing for furniture, finishes, materials, samples and project items.
• Analyse supplier quotations, BOQs, payment terms and lead times.
• Assist with procurement comparisons and cost tracking.
• Coordinate supplier availability, production, delivery and documentation.
• Maintain procurement schedules and order trackers.
• Arrange approved supplier payments.
• Track samples, mock-ups and materials moving in and out of the office.
• Arrange sample collection, courier bookings, deliveries and returns.
• Assist CEO in managing tender process for multiple projects.

Logistics and Material Tracking

• Receive, inspect and track project-related shipments.
• Maintain packing lists, delivery notes, invoices and courier documentation.
• Coordinate local and international shipments with suppliers and logistics providers.
• Monitor delivery dates and escalate delays or discrepancies.
• Assist with procurement-material inspections and report damage or shortages.
• Coordinate storage, labelling and distribution of samples and materials.

Site and Project Support

• Attend site visits and assist with site surveys.
• Support material inspections, deliveries and installations.
• Coordinate installation schedules, site access and deliveries.
• Assist with overseeing selected installations.
• Update snagging lists and coordinate follow-up actions.
• Support BOQ preparation, procurement schedules and quotation reviews.
• Communicate with clients regarding billing, deliveries, snags and coordination matters.

Executive Assistance

• Manage the CEO's administrative follow-up and operational task list.
• Assist with meetings, agendas, minutes and action trackers.
• Prepare documents, reports, presentations and correspondence.
• Coordinate communication between the CEO, team members, clients, suppliers, contractors and consultants.
• Maintain confidentiality regarding company, client, financial and project information.

Required Skills and Experience

• Minimum three to five years' experience in operations, office management, administration, procurement, project coordination or executive assistance.
• Experience in interior design, architecture, construction, procurement or project management is preferred.
• Strong financial administration and record-keeping skills.
• Ability to review quotations, BOQs, invoices and payment documentation accurately.
• Excellent organisational, communication and follow-up skills.
• Ability to multitask effectively and manage several projects simultaneously.
• Ability to prioritise competing deadlines and work calmly under pressure.
• Basic understanding of international logistics, shipping, customs and delivery coordination.
• Basic understanding of interior design, architecture, materials, fit-out and construction processes.
• Comfortable attending sites, receiving deliveries and supporting installations.
• Valid UAE driving licence and ability to drive the company vehicle when required.
• Adapt to changing priorities and support responsibilities across office operations and active projects.

Software Requirements

• Proficiency in QuickBooks, Microsoft Word, Microsoft Excel, Google Drive, Google Docs, Google Sheets, Canva and ChatGPT is required.
• Proficiency with Claude or other AI productivity tools is an additional advantage.

Personal Attributes

• Positive, proactive and collaborative attitude.
• Highly organised and detail-oriented.
• Practical, responsive and solutions-focused.
• Commercially aware and comfortable handling financial information.
• Reliable, accountable and willing to take ownership of tasks through to completion.
• Professional and courteous with clients, suppliers and colleagues.
• Willingness to learn and support the team across office, procurement and site-based activities.
• Sense of humour is a plus.