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تفاصيل الوظيفةJJOB 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