Accounts and Admin Executive

Accounts and Admin Executive

 Dubai, AE

 

Contract

We are seeking a highly organized and detail-oriented Accounts & Admin Executive to manage financial and administrative functions in our software company. The ideal candidate will be responsible for ensuring smooth day-to-day operations by managing accounting tasks, handling administrative duties, and supporting overall company operations.

Key Responsibilities:

Accounting/Finance Duties:
- Bookkeeping & Financial Record Keeping: Maintain accurate records of all financial transactions, including accounts payable, accounts receivable, payroll, and general ledger entries.
- Invoicing: Prepare and issue customer invoices, ensure timely follow-ups on outstanding payments, and track accounts receivable.
- Expense Management: Monitor company expenses and assist in the preparation of monthly and quarterly financial reports.
- Bank Reconciliation: Reconcile company bank accounts and credit card statements regularly to ensure all transactions are accurately recorded.
- Financial Reporting: Assist in the preparation of monthly, quarterly, and annual financial statements, including profit and loss statements, balance sheets, and cash flow reports.
- VAT/GST Compliance: Ensure the company complies with applicable tax regulations, including VAT/GST filings, and liaise with external auditors for tax purposes.
- Payroll Processing: Assist in the preparation and processing of payroll for employees, ensuring accuracy and compliance with company policies and local regulations.
- Financial Analysis: Provide support in financial planning, budget forecasting, and financial analysis to guide decision-making processes.

Administrative Duties:
- Office Administration: Oversee general office management, including maintaining office supplies, equipment, and facilities.
- Document Management: Organize and maintain electronic and physical files, ensuring that all documents are easily accessible and compliant with company policies.
- Support Staff & Operations: Provide administrative support to other departments (e.g., HR, Operations, Sales) by handling tasks such as scheduling meetings, maintaining calendars, and assisting with documentation and reporting.
- Customer/Client Support: Answer phone calls and emails, handle client inquiries, and provide general customer support services, including resolving issues or directing them to the appropriate department.
- Data Entry & Reporting: Perform data entry for internal systems (e.g., CRM, ERP), track and update project statuses, and assist with ad-hoc reporting and analysis.
- Meeting Coordination: Schedule meetings, take minutes, and ensure that action items are recorded and followed up on.
- Office Communication: Act as the liaison for communication between various departments, ensuring a smooth flow of information across teams.

Additional Responsibilities:
- Vendor Management: Manage relationships with external vendors, negotiate contracts, and ensure timely payment of supplier invoices.
- Compliance & Policies: Ensure that the company adheres to local business regulations and internal policies. Help with preparing documentation for audits or compliance checks.
- Assist with Recruitment: Support HR by maintaining employee records, assisting in the recruitment process, and preparing onboarding documentation.

Qualifications & Requirements:

- Education: Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
- Experience: 2-3 years of experience in accounting, administration, or office management. Experience working in a software company or tech industry is a plus.
- Skills:
  - Strong understanding of basic accounting principles and financial procedures.
  - Proficiency in accounting software (e.g., QuickBooks, Xero, Zoho Books) and Microsoft Office (Excel, Word, PowerPoint).
  - Familiarity with tax regulations and compliance requirements (VAT).
  - Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
  - Excellent communication skills, both written and verbal.
  - High attention to detail and accuracy in all tasks.
  - Ability to work independently and as part of a team.

  - Personal Attributes:
  - Proactive, self-motivated, and able to take initiative.
  - Strong problem-solving skills and the ability to handle sensitive information with discretion.
  - Ability to adapt in a fast-paced, evolving environment.
  - Strong work ethic and a positive, customer-oriented attitude.


Preferred Qualifications:
- Certifications: ACCA, CPA, or similar accounting certifications would be advantageous.
- Experience with Software Companies: Knowledge of SaaS (Software as a Service) financial models or experience working in a tech company environment.
- Language Skills: Proficiency in English; additional languages (e.g., Arabic) may be a plus depending on your region. 

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