Accounts & Administrative Assistant

CHART COOLER SVC CO INC; Abu Dhabi; On-site; AED 67,000 - 100,000; Full time

Job summary

Howden, a Chart Industries Company, is seeking a dedicated Accounts & Administrative Assistant with a strong focus on finance to support our Middle East operations based in Dubai. You will oversee project closure tasks, assist the finance team with data entry, and manage various administrative responsibilities including JAFZA processes, visa renewals, and insurance renewals.

The role requires strong organizational skills, attention to detail, and the ability to work independently in a fast-paced

Qualifications

• Qualification in Finance/ Accounting/ Business Administration, or related field.
• Proven experience as an Administrative Assistant, preferably in a finance-focused role.
• Strong organizational and multitasking skills.
• Attention to detail and accuracy in data entry.
• Knowledge of JAFZA administrative processes is a plus.
• Excellent communication and interpersonal skills.
• UAE driving license preferred.
• Strong problem-solving skills and the ability to work independently.

Responsibilities

• Assist in manual journal entries and updating bank records.
• Assist Accounts Payable & Receivable tasks and process invoices in the ERP system.
• Manage JAFZA administrative tasks: visa renewals, typing centres, DHA medical centres, lease renewals, and ad-hoc duties.
• Coordinate and process visa renewals for employees sponsored through agents.
• Collect and organize information for insurance renewals.
• Track and prepare documentation for vehicle renewals.
• Submit documents to banks (e.g., HSBC, Mashreq) and perform bank visits as needed.
• Organize and maintain finance-related filing and documents.
• Manage office stationery and pantry supplies.
• Coordinate facility maintenance and liaise with sub-vendors/contractors (cleaning, HVAC).
• Manage Post Box: mail register, renew annually, and distribute mail.
• Arrange transportation for office guests.
• Handle other ad-hoc tasks related to the role.

Skills

Organizational skills

Multitasking

Attention to detail

Data entry

Communication

Interpersonal skills

Problem solving

Independence

UAE driving license (preferred)

Education

Finance/ Accounting/ Business Administration degree

Tools

ERP system

Job description

Select how often (in days) to receive an alert:

Howden, a Chart Industries Company, is a global engineering business that focuses on providing clients with industrial products that help multiple sectors improve their everyday processes. Howden’s core focus is on providing quality solutions for air and gas handling, and have over a century of experience in doing so.

We are currently looking for a dedicated Accounts & Administrative Assistant with a strong focus on finance to support our Middle East operations based in Dubai. The successful candidate will play a key role in overseeing project closure tasks, assisting the finance team with data entry, and managing various administrative responsibilities, particularly those related to JAFZA, visa renewals, insurance renewals, and more.

What Will You Do?

• Accounting: Assisting in the preparation and recording of manual journal entries. Provide data for updating bank records and expense reports. Assist with Accounts Payable & Receivable tasks, including verifying and registering invoices in the ERP system. Prepare invoices and expense reports for payment processing. Reconciling Intercompany and major balance sheet accounts. Manage prepaid expenses and checklist trackers. Manage petty cash transactions.
• Data Entry: Assist the finance team with data entry tasks, ensuring accuracy and efficiency.
• JAFZA Administrative Tasks: Manage various JAFZA administrative responsibilities, including visa renewals, coordinating with typing centres, DHA medical centres, lease renewals, and handling ad-hoc duties.
• Visa Renewals: Coordinate and process visa renewals for employees sponsored through agents.
• Insurance Renewals: Collect and organize information for insurance renewals.
• Vehicle Renewals: Track and prepare necessary documentation for vehicle renewals.
• Bank: Submit documents to banks like HSBC and Mashreq, and conduct bank visits when required.
• Filing: Assist in organizing and maintaining finance-related documents.
• Stationery: Manage office stationery and pantry supplies as needed.
• Facility Maintenance: Ensure the office facility is clean and well-maintained by coordinating with sub-vendors and contractors. This includes office cleaning and HVAC maintenance.
• Post Box: Manage the post box, including checking, clearing, receiving, sorting, and distributing mail. Renew the post box annually and maintain a mail register.
• Transportation: Arrange transportation for guests coming to the office.
• Ad-hoc Tasks: Handle any additional tasks relevant to the role.

Your Experience Should Be...

• Qualification in Finance/ Accounting/Business Administration, or related field.
• Proven experience as an Administrative Assistant, preferably in a finance-focused role.
• Strong organizational and multitasking skills.
• Attention to detail and accuracy in data entry.
• Knowledge of JAFZA administrative processes is a plus.
• Excellent communication and interpersonal skills.
• UAE driving license preferred.
• Strong problem-solving skills and the ability to work independently.

Our Benefits Package...

Howden provides a great benefits package in addition to an attractive salary. The Company also offers the opportunity to work in an exciting, fast-paced environment within a global engineering company.

Chart Industries, Inc. is a leading independent global manufacturer of highly engineered equipment servicing multiple applications in the Energy and Industrial Gas markets. Our unique product portfolio is used in every phase of the liquid gas supply chain, including upfront engineering, service and repair.