Full job description

ROLE OVERVIEW

We are seeking a highly organised and detail-driven Accounts & Administration Executive to join our Dubai operations. This role sits at the intersection of finance, compliance, procurement, and daily admin — making it a critical support function for our aggressive international growth. The ideal candidate will be a self-starter who thrives in a fast-paced, multi-tasking environment and brings strong command of Zoho Books and Excel.

KEY RESPONSIBILITIES

Accounting & Finance

• Maintain day-to-day books of accounts in Zoho Books — recording transactions, reconciliations, and journal entries with accuracy.
• Prepare and file monthly VAT returns on time and in full compliance with UAE Federal Tax Authority (FTA) guidelines.
• Coordinate with the tax consultant / auditor on corporate tax obligations under the UAE Corporate Tax regime.
• Generate monthly P&L, balance sheets, and cash-flow summaries for management review.

Track vendor payments, customer invoices, and outstanding receivables / payables

Procurement & Vendor Management

• Raise and manage purchase orders (POs) for raw materials, packaging, office supplies, and service vendors.
• Source competitive quotations, evaluate proposals, and recommend suppliers aligned with quality and cost targets.
• Maintain an updated vendor database and ensure all supplier documents (trade licences, insurance, compliance) are current.
• Coordinate with the India manufacturing team on inbound shipment documentation and customs clearances.

Customer & Stakeholder Interface

• Act as the first point of contact for client queries on invoicing, payment status, order updates and delivery.
• Prepare and dispatch proforma invoices, commercial invoices, and credit notes accurately and on time.
• Coordinate with sales and operations to ensure smooth order-to-cash cycles.
• Maintain professional, timely communication with school and corporate clients across UAE and GCC.

Administration & General

• Manage company trade licence renewals, insurance policies, and regulatory filings.
• Maintain organised digital and physical filing systems for contracts, invoices, and compliance documents.
• Support HR admin — visa processing coordination, payroll data entry, and employee records.

Assist in setting up and refining internal processes and checklists as the company scales