Accounts & Administrative Assistant

Chart Industries, Inc.; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Chart Industries, Inc. in Dubai is seeking an Accounts & Administrative Assistant with a strong focus on finance to support our Middle East operations. The role includes data entry, accounts payable/receivable tasks, and assisting with project closure activities.

The candidate will manage JAFZA administrative duties, visa and insurance renewals, bank interactions, and general office administration. Strong organizational skills and UAE driving license are preferred.

Qualifications

• Qualification in Finance/ Accounting/ Business Administration or related field.
• Proven experience as Administrative Assistant, preferably with a finance focus.
• 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.

Responsibilities

• Assist in accounting: manual journals, bank records, expense reports, AP/AR tasks, invoicing, and balance sheet accounts.
• Perform data entry tasks for the finance team with accuracy.
• Handle JAFZA administrative duties: visa renewals, lease renewals, center coordination, and ad-hoc tasks.
• Coordinate visa renewals for employees sponsored via agents.
• Collect and organize information for insurance renewals.
• Prepare documents for vehicle renewals and banking visits.
• File and organize finance-related documents; manage office stationery.
• Oversee facility maintenance and post box/mail duties; coordinate with vendors.
• Arrange transportation for office guests and support ad-hoc requests.

Skills

Accounting

Data entry

Office administration

JAFZA knowledge

Bank liaison

Visa renewals

Documentation

Communication

Multitasking

UAE driving

Education

Finance/Accounting/Business Administration degree

Tools

ERP system

MS Excel

Job description

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.