Title: Administrator / Finance Executive.

Reporting to the General Manager, you’ll keep the company’s people administration, payroll and corporate compliance running smoothly. You’ll own the employee lifecycle from offer letter to final settlement, prepare payroll inputs for Finance, and make sure license's and insurance policies never lapse. You’ll be the main link between employees, departments, the General Manager, the Finance team and external service providers.

Employee Onboarding, Tracking & Offboarding

• Prepare offer letters for General Manager approval
• Coordinate visa applications, medicals, Tawjeeh and renewals with the company’s PRO provider
• Enroll new joiners in medical insurance and remove leavers from the policy
• Arrange devices, email accounts and system access for new joiners with the IT provider
• Coordinate visa cancellations, recover company devices and close system access for leavers
• Prepare final settlements, including end-of-service gratuity
• Draft employment agreements, contracts, salary adjustment, promotion and termination letters
• Issue salary, employment and experience certificates, NOCs and salary transfer letters
• Keep gratuity, leave, salary and employee trackers accurate, updating them several times a week
• Screen and interview interns each season, prepare intern agreements and NOCs, and process intern payments

Payroll (WPS) & Finance Support

• Prepare the monthly pay run and pass payroll inputs to Finance
• Process salaries through WPS and issue monthly pay slips
• Review payables reports from the Finance team
• Set up bank payments for General Manager approval and release
• Follow up with the sales team and customers on receivables
• Calculate quarterly partner commissions and process payments with Finance
• Coordinate documents and portal submissions for an overseas group entity with its corporate service provider

Corporate Compliance & Document Management

• Track all renewal dates and start renewals early to avoid lapses
• Coordinate renewals of the trade license, establishment card, Hassantuk (Dubai Civil Defense) subscription, and liability, workmen’s compensation and medical insurance policies
• Keep company files on OneDrive organised, current and correctly filed
• Update shared documents and trackers every two weeks
• Handle vendor registrations, keeping bank details, VAT certificates, license copies and other documents up to date on supplier portals
• Support the sales team with documentation for new corporate clients

Essential

• Bachelor’s degree in Business Administration, Accounting, Finance or a related field
• 3+ years in an administration, HR administration or finance role, ideally in the UAE
• Working knowledge of UAE labour law, visa processes, WPS and end-of-service gratuity rules
• Experience with accounting software (Xero preferred) and strong Excel skills
• Comfortable using Microsoft 365, including OneDrive and Outlook
• Excellent written and spoken English
• A high level of confidentiality and attention to detail

Advantageous

• Arabic language skills

You’ll thrive in this role if you have:

• Strong interpersonal skills: you build trust with employees, handle sensitive matters such as salaries and settlements with discretion, and communicate clearly with management, Finance and external providers
• Solid accounting and finance knowledge: you understand payroll, gratuity and final settlement calculations, reconciliations and basic bookkeeping
• Excellent organisational skills: you juggle many recurring deadlines, keep trackers accurate and follow up until every task is closed