ACCOUNT ADMIN
GEO STRUCTURES CONSTRUCTION WORK L LC
النشر منذ 16 ساعات
تفاصيل الوظيفة
JJOB SUMMARY
Geo Structures Construction Works LLC is looking for a well-organized and detail-oriented Accounts & Administration Executive with strong secretarial knowledge to support the company’s accounting, administrative, documentation, and management coordination activities.
The candidate will be responsible for handling day-to-day accounting tasks, office administration, document control, correspondence, scheduling, and secretarial support to management. The ideal candidate should be able to manage multiple responsibilities, maintain confidentiality, and coordinate effectively with clients, suppliers, employees, and management.
Experience in the construction, contracting, piling, or heavy equipment rental industry will be an advantage.
KEY RESPONSIBILITIES
1. Accounts & Finance
Prepare quotations, proforma invoices, tax invoices, credit notes, receipts, and Statements of Account (SOA).
Record daily accounting transactions accurately.
Monitor accounts receivable and follow up on outstanding customer payments.
Prepare accounts receivable and accounts payable reports.
Reconcile customer and supplier accounts.
Verify supplier invoices and supporting documents.
Handle petty cash and maintain proper supporting documents.
Perform bank and petty cash reconciliations.
Maintain records of cheques, receipts, payment vouchers, and invoices.
Assist with monthly accounting reports and financial reconciliations.
Coordinate with clients regarding invoices, SOAs, payment status, and discrepancies.
Coordinate with suppliers regarding invoices, statements, and payments.
2. VAT & Accounting Compliance
Maintain proper records for UAE VAT purposes.
Assist in checking input and output VAT transactions.
Maintain VAT-related documents and supporting records.
Assist with VAT return preparation and reconciliation.
Coordinate with external accountants, auditors, and tax consultants when required.
Ensure invoices and financial documents are properly maintained.
3. Construction & Equipment Rental Support
Coordinate with the operations team regarding machine rental, timesheets, LPOs, mobilization, demobilization, overtime, and idle time.
Check timesheets and supporting documents before invoice preparation.
Follow up with clients for signed and stamped timesheets.
Maintain records of contracts, LPOs, work orders, rental agreements, and project documents.
Assist in preparing project/customer-wise reports.
4. Administrative Responsibilities
Handle daily office administration and general administrative activities.
Prepare and maintain company letters, reports, notices, memos, and other correspondence.
Maintain organized physical and electronic filing systems.
Maintain company documents, licenses, certificates, contracts, insurance, registrations, and other records.
Assist with company and government-related documentation and renewals.
Coordinate with suppliers, service providers, clients, and government authorities when required.
Monitor office supplies and coordinate administrative purchases.
Assist management and employees with general administrative requirements.
5. Secretarial & Management Support
Provide secretarial and administrative support to the Managing Director and management team.
Manage calendars, appointments, meetings, and schedules.
Arrange and coordinate meetings with clients, suppliers, and business partners.
Prepare meeting agendas, minutes, and follow-up action points when required.
Draft and respond to routine emails, letters, and business correspondence.
Maintain confidential company and management documents.
Organize and maintain important files and records for management.
Handle incoming and outgoing correspondence.
Screen and coordinate telephone calls and messages when required.
Follow up on pending matters on behalf of management.
Prepare presentations, reports, spreadsheets, and other documents as requested.
Coordinate travel arrangements, meetings, and appointments when required.
6. HR & Employee Administration
Maintain employee records and confidential personnel files.
Assist with employee joining and onboarding documentation.
Maintain attendance and timesheet records.
Assist with preparation of HR letters, certificates, warnings, and other employee documents.
Coordinate employee-related administrative requirements, including visa, Emirates ID, insurance, and other documentation when required.
7. Document Control
Maintain proper records of:
Quotations
LPOs/POs
Contracts
Invoices
Tax invoices
Receipts
Payment vouchers
Timesheets
Bank documents
Employee documents
Company documents
Ensure documents are properly filed and easily accessible.
Maintain confidentiality and security of company records.
REQUIRED QUALIFICATIONS & EXPERIENCE
Bachelor’s degree or diploma in Accounting, Finance, Business Administration, Commerce, or a related field.
Minimum 2–3 years of experience in Accounts, Administration, or Secretarial work.
UAE experience is preferred.
Experience in construction, contracting, or heavy equipment rental is an advantage.
Good knowledge of basic accounting principles and UAE VAT.
Experience with Zoho Books or similar accounting software is an advantage.
Good knowledge of Microsoft Excel, Word, Outlook, and document management.
Excellent written and verbal English communication skills.
Strong secretarial and organizational skills.
KEY SKILLS
Accounting & Bookkeeping
Accounts Receivable & Payable
Invoice & SOA Preparation
Payment Collection Follow-up
Bank & Petty Cash Reconciliation
UAE VAT Documentation
Microsoft Excel & Office
Zoho Books
Secretarial & Executive Support
Calendar & Meeting Management
Business Correspondence
Document Control
Filing & Record Management
Client & Supplier Coordination
Confidentiality & Professionalism
PERSONAL ATTRIBUTES
Honest, trustworthy, and professional
Highly organized and detail-oriented
Good communication and interpersonal skills
Strong follow-up and coordination skills
Proactive and able to work independently
Able to multitask and prioritize effectively
Responsible and reliable
Discreet when handling confidential information
Able to work under pressure and meet deadlines
KEY PERFORMANCE INDICATORS (KPIs)
Accurate and timely accounting transactions
Timely preparation of invoices and SOAs
Effective follow-up and collection of outstanding payments
Accurate bank, petty cash, customer, and supplier reconciliations
Proper maintenance of VAT and accounting records
Timely completion of administrative and secretarial tasks
Proper document filing and control
Effective management support and follow-up
Professional communication with clients, suppliers, employees, and management
Geo Structures Construction Works LLC is looking for a well-organized and detail-oriented Accounts & Administration Executive with strong secretarial knowledge to support the company’s accounting, administrative, documentation, and management coordination activities.
The candidate will be responsible for handling day-to-day accounting tasks, office administration, document control, correspondence, scheduling, and secretarial support to management. The ideal candidate should be able to manage multiple responsibilities, maintain confidentiality, and coordinate effectively with clients, suppliers, employees, and management.
Experience in the construction, contracting, piling, or heavy equipment rental industry will be an advantage.
KEY RESPONSIBILITIES
1. Accounts & Finance
Prepare quotations, proforma invoices, tax invoices, credit notes, receipts, and Statements of Account (SOA).
Record daily accounting transactions accurately.
Monitor accounts receivable and follow up on outstanding customer payments.
Prepare accounts receivable and accounts payable reports.
Reconcile customer and supplier accounts.
Verify supplier invoices and supporting documents.
Handle petty cash and maintain proper supporting documents.
Perform bank and petty cash reconciliations.
Maintain records of cheques, receipts, payment vouchers, and invoices.
Assist with monthly accounting reports and financial reconciliations.
Coordinate with clients regarding invoices, SOAs, payment status, and discrepancies.
Coordinate with suppliers regarding invoices, statements, and payments.
2. VAT & Accounting Compliance
Maintain proper records for UAE VAT purposes.
Assist in checking input and output VAT transactions.
Maintain VAT-related documents and supporting records.
Assist with VAT return preparation and reconciliation.
Coordinate with external accountants, auditors, and tax consultants when required.
Ensure invoices and financial documents are properly maintained.
3. Construction & Equipment Rental Support
Coordinate with the operations team regarding machine rental, timesheets, LPOs, mobilization, demobilization, overtime, and idle time.
Check timesheets and supporting documents before invoice preparation.
Follow up with clients for signed and stamped timesheets.
Maintain records of contracts, LPOs, work orders, rental agreements, and project documents.
Assist in preparing project/customer-wise reports.
4. Administrative Responsibilities
Handle daily office administration and general administrative activities.
Prepare and maintain company letters, reports, notices, memos, and other correspondence.
Maintain organized physical and electronic filing systems.
Maintain company documents, licenses, certificates, contracts, insurance, registrations, and other records.
Assist with company and government-related documentation and renewals.
Coordinate with suppliers, service providers, clients, and government authorities when required.
Monitor office supplies and coordinate administrative purchases.
Assist management and employees with general administrative requirements.
5. Secretarial & Management Support
Provide secretarial and administrative support to the Managing Director and management team.
Manage calendars, appointments, meetings, and schedules.
Arrange and coordinate meetings with clients, suppliers, and business partners.
Prepare meeting agendas, minutes, and follow-up action points when required.
Draft and respond to routine emails, letters, and business correspondence.
Maintain confidential company and management documents.
Organize and maintain important files and records for management.
Handle incoming and outgoing correspondence.
Screen and coordinate telephone calls and messages when required.
Follow up on pending matters on behalf of management.
Prepare presentations, reports, spreadsheets, and other documents as requested.
Coordinate travel arrangements, meetings, and appointments when required.
6. HR & Employee Administration
Maintain employee records and confidential personnel files.
Assist with employee joining and onboarding documentation.
Maintain attendance and timesheet records.
Assist with preparation of HR letters, certificates, warnings, and other employee documents.
Coordinate employee-related administrative requirements, including visa, Emirates ID, insurance, and other documentation when required.
7. Document Control
Maintain proper records of:
Quotations
LPOs/POs
Contracts
Invoices
Tax invoices
Receipts
Payment vouchers
Timesheets
Bank documents
Employee documents
Company documents
Ensure documents are properly filed and easily accessible.
Maintain confidentiality and security of company records.
REQUIRED QUALIFICATIONS & EXPERIENCE
Bachelor’s degree or diploma in Accounting, Finance, Business Administration, Commerce, or a related field.
Minimum 2–3 years of experience in Accounts, Administration, or Secretarial work.
UAE experience is preferred.
Experience in construction, contracting, or heavy equipment rental is an advantage.
Good knowledge of basic accounting principles and UAE VAT.
Experience with Zoho Books or similar accounting software is an advantage.
Good knowledge of Microsoft Excel, Word, Outlook, and document management.
Excellent written and verbal English communication skills.
Strong secretarial and organizational skills.
KEY SKILLS
Accounting & Bookkeeping
Accounts Receivable & Payable
Invoice & SOA Preparation
Payment Collection Follow-up
Bank & Petty Cash Reconciliation
UAE VAT Documentation
Microsoft Excel & Office
Zoho Books
Secretarial & Executive Support
Calendar & Meeting Management
Business Correspondence
Document Control
Filing & Record Management
Client & Supplier Coordination
Confidentiality & Professionalism
PERSONAL ATTRIBUTES
Honest, trustworthy, and professional
Highly organized and detail-oriented
Good communication and interpersonal skills
Strong follow-up and coordination skills
Proactive and able to work independently
Able to multitask and prioritize effectively
Responsible and reliable
Discreet when handling confidential information
Able to work under pressure and meet deadlines
KEY PERFORMANCE INDICATORS (KPIs)
Accurate and timely accounting transactions
Timely preparation of invoices and SOAs
Effective follow-up and collection of outstanding payments
Accurate bank, petty cash, customer, and supplier reconciliations
Proper maintenance of VAT and accounting records
Timely completion of administrative and secretarial tasks
Proper document filing and control
Effective management support and follow-up
Professional communication with clients, suppliers, employees, and management
اللغة
الإنجليزية, العربية
الجنسية
كل الخيارات
حجم الشركة
11-50
بدلات
مزايا وظيفية حسب قانون العمل الإماراتي
- المحاسبة / المالية
- السيارات
- الصحة والجمال
- التنظيف /التدبير المنزلي
- الإنشاءات
- شيف / طباخ
- خدمة العملاء / مركز الإتصال
- إدارة وتحليل البيانات
- التصميم
- سائق / توصيل
- تعليم
- هندسة
- إدارة الفعاليات والمناسبات
- عامل / فنّي
- الموارد البشرية - الإدارة
- تكنولوجيا المعلومات
- خدمات قانونية
- خدمات لوجستية و توزيع
- التصنيع / التخزين
- كابتن بحري / بحار
- التسويق/الإعلان
- الاعلام,الفنون والترفيه
- الطب / الرعاية الصحية
- عقارات
- تشغيل المطاعم
- المبيعات / تطوير الأعمال
- السكرتارية / المكتب الأمامي
- الأمن /الحماية
- رياضة و لياقة
- السفروالضيافة
- أخرى
- يبحث عن عمل
English