Operations and Administration Executive

Operations and Administration ManagerRole: Executive Assistance, Procurement and Project Support

Location: Business Bay, Dubai, UAEEmployment Type: Full-timeStart Date: Immediately Position OverviewThe role combines office management, financial administration, procurement coordination, logistics, supplier and shipment tracking, project support, site coordination and executive assistance.

The successful candidate must be comfortable working across multiple projects, office environments, supplier facilities and project sites.Key ResponsibilitiesCompany 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 projectsLogistics 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 RequirementsThe candidate must be proficient in:● QuickBooks● Microsoft Word● Microsoft Excel● Google Drive● Google Docs● Google Sheets● Canva● ChatGPTAdditional advantage: Proficiency with Claude or other AI productivity tools.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 Humor a plus