Administration Assistant

InTalent Asia; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A logistics company in Dubai is seeking a detail-oriented Administration Assistant to manage supplier invoices, purchase orders, and employee documentation. Ideal candidates have 2-3 years in administrative roles, a related degree, and knowledge of LoPOS and Eye-Share. This role involves ensuring smooth operations and compliance within the Contract Logistics division.

Qualifications

• Minimum 2-3 years of experience in administrative or procurement coordination.
• Experience preferably in logistics or supply chain environment.
• Strong documentation skills required.

Responsibilities

• Manage Local Purchase Order (LPO) System for the department.
• Process supplier invoices and ensure accurate coding.
• Maintain and update employee records and compliance documentation.
• Prepare monthly overtime reports for payroll processing.
• Support procurement and finance teams.

Skills

Organizational skills

Time management

Attention to detail

Interpersonal skills

Problem-solving

Education

Diploma or Bachelor's Degree in Business Administration, Logistics, or related field

Tools

LoPOS

Eye-Share

Microsoft Office Suite

Job description

• Location: Dubai
• Department: Distribution Management
• Division: Contract Logistics

Role Overview

We are seeking a detail-oriented and proactive Administration Assistant to join the Contract Logistics division. The selected candidate will play a key role in ensuring smooth administrative and procurement operations by managing supplier invoices, purchase orders, employee documentation, and compliance activities. This position supports the Administration Executive and ensures operational continuity during periods of absence.

Key Responsibilities

• Manage the Local Purchase Order (LPO) System (LoPOS) for the Contract Logistics department.
• Process supplier invoices through the Eye-Share system and ensure accurate coding and posting.
• Collect quotations, verify pricing, and assist in vendor evaluation for cost-effective procurement.
• Conduct quarterly reviews of active supplier lists to identify rate inconsistencies and propose renegotiations.
• Support procurement and finance teams in maintaining smooth invoice and payment workflows.

Employee Records & Compliance

• Maintain and update employee records, biometric data, and registrations through the e-TAS system.
• Assist in processing and renewing Emirates ID, labour cards, passports, and Occupational Health Certificates (OHC).
• Ensure compliance with government regulations and internal company policies.
• Monitor and manage standing and bank guarantees, ensuring timely fund availability.

Payroll & Reporting

• Prepare and submit monthly overtime (OT) reports to HR for payroll processing.
• Maintain and update administrative reports, memos, and compliance documentation.
• Coordinate with suppliers, contractors, and internal stakeholders for smooth administrative transactions.
• Support visa, JAFZA, and other regulatory documentation requirements.
• Ensure timely communication and follow-up of administrative tasks and compliance reminders.

Qualifications & Experience

• Diploma or Bachelors Degree in Business Administration, Logistics, or a related field.
• Minimum 2-3 years of experience in administrative or procurement coordination, preferably in a logistics or supply chain environment.
• Proficiency in LoPOS, Eye-Share, and Microsoft Office Suite.
• Strong organizational, time management, and documentation skills.
• Ability to work under pressure and manage multiple priorities effectively.
• Excellent attention to detail and accuracy.
• Strong interpersonal and communication skills.
• Proactive attitude and problem-solving mindset.
• Familiarity with procurement, payroll, and employee compliance processes.