Business Support & Administration Executive

CALDORIO DECORATION DESIGN & IMPLEMENTATION L.L.C; Dubai; On-site; AED 67,000 - 134,000; Full time

Job summary

CALDORIO ARCHITECTURE AND DESIGN L.L.C. in Dubai seeks an organized Business Support & AdministrationOfficer to oversee accounts, HR, payroll, compliance and corporate support functions.

You will work directly with the Managing Director to ensure smooth daily operations and confidential handling of financial and administrative tasks. Key responsibilities include payroll processing, banking documentation, vendor coordination, document control, and preparing company credentials for proposals and

Qualifications

• Preferably +4 years UAE experience in administration, accounts support and corporate coordination.
• Experience with payroll, petty cash, banking documentation and vendor coordination.
• Experience in employee administration, recruitment coordination and document control.
• Involvement in company setup, corporate compliance or ISO-related tasks is a plus.
• Ability to prepare company profiles, project showcases and professional presentations.

Responsibilities

• Support accounts, cash, banking and payroll processes with accuracy and confidentiality.
• Coordinate recruitment, staff administration and visa processes.
• Assist corporate administration, licensing and compliance activities.
• Maintain document control, registers and filing with revision history.
• Update company profiles, project showcases and website content; coordinate branding.
• Support ISO implementation, audits and management system records.
• Assist procurement with quotations, orders and supplier communications.

Skills

MS Excel

MS Word

PowerPoint

English Proficiency

Confidentiality

Payroll processing

Education

Accounting/Finance degree

Tools

Adobe InDesign

Canva

Website CMS

Accounting software

Job description

Business Support & Administration Officer — Accounts, HR & Corporate Support

Company: CALDORIO ARCHITECTURE AND DESIGN L.L.C.

Location: Dubai, UAE

Employment: Full-time

Working Schedule: 5 working days per week, 2 days off

Reporting to: Managing Director

About the Role

CALDORIO is seeking an organized, proactive professional to support the establishment and daily operations of our architecture and design business in Dubai.

Working directly with the Managing Director, you will coordinate administration, accounts support, payroll, banking documentation, recruitment, document control, corporate compliance and company presentation materials. This is a hands-on role requiring ownership, confidentiality and consistent follow-through.

Key Responsibilities

Accounts, Cash & Banking Support

• Prepare cash requirements, payment requests and supporting documents for approval.
• Administer authorized petty cash, maintain receipts and expense records, and prepare reconciliations.
• Record supplier invoices, track payment schedules and follow up client receivables.
• Prepare bank transfers and payroll payment files for authorized approval and release.
• Coordinate banking documentation, account administration and KYC updates.
• Provide records to the external accountant for bookkeeping, reconciliations and financial reporting.

Payroll, Recruitment & Staff Administration

• Maintain employee files, contracts, attendance, timesheets and leave records.
• Prepare monthly payroll calculations and salary payment documentation for approval.
• Organize applications, conduct initial administrative screening and schedule interviews.
• Coordinate approved employment offers, onboarding and offboarding.
• Follow up employee visas, medical insurance and document renewals with the PRO.
• Maintain staff schedules, administrative trackers and internal communications.

Corporate Administration & Compliance

• Support company setup, office establishment, licensing and corporate documentation.
• Coordinate with government service providers, banks, insurers, accountants and consultants.
• Maintain a calendar of licence renewals, insurance, certifications and compliance deadlines.
• Compile documentation for statutory filings, client registrations and vendor prequalification.
• Maintain organized, confidential company records and access permissions.

Document Control — DCC

• Establish and maintain document registers, numbering, filing and revision control.
• Organize contracts, correspondence, drawings, submissions, approvals and transmittals.
• Track outstanding submissions and distribute approved documents to the appropriate parties.
• Maintain clear records of document ownership, status and approval history.

Company Profile, Project Showcases & Website

• Prepare and update company profiles, capability statements and business presentations.
• Coordinate project showcase portfolios, including approved images, project descriptions and team contributions.
• Support preparation of company credentials for proposals, tenders and client presentations.
• Update approved website content, vacancies, news, project information and contact details.
• Coordinate with designers, marketing professionals and website providers to maintain consistent branding.
• Track domain, hosting, business email and related service renewals.

ISO & Management System Support

• Support ISO implementation and certification in coordination with management and specialist consultants.
• Maintain policies, procedures, forms, document registers and audit records.
• Coordinate audit schedules, collect supporting evidence and track corrective actions.
• Monitor certification validity, surveillance audits and renewal requirements.

Procurement & Management Assistance (Rarely)

• Obtain supplier quotations and prepare comparison sheets and purchase orders for approval.
• Track purchases, deliveries, invoices and office supplies.
• Assist the Managing Director with scheduling, correspondence, meeting minutes and action follow-up.
• Prepare regular reports on payments, staffing, renewals and outstanding administrative matters.

Requirements

• Preferably +4 years of relevant UAE experience combining administration, accounts support and corporate coordination.
• Practical experience preparing payroll, managing petty cash records and coordinating banking documentation.
• Experience with employee administration, recruitment coordination and document control.
• Previous involvement in company setup, corporate compliance or vendor registration is an advantage.
• Demonstrated experience preparing company profiles, project showcases and professional presentations.
• Experience supporting ISO implementation, certification or audits, preferably ISO 9001; familiarity with ISO 14001 and ISO 45001 is an advantage.
• Strong Microsoft Excel, Word and PowerPoint skills.
• Familiarity with accounting software, Canva and website content management; Adobe InDesign is an advantage.
• Strong written and spoken English; Arabic is an advantage.
• Excellent organization, accuracy, confidentiality and follow-through.
• Experience in architecture, interior design, fit-out, construction or engineering consultancy is preferred.
• Relevant qualification in accounting, finance, business administration or a related field.

Authority & Accountability

This role prepares and coordinates transactions and documentation. Payments, payroll, purchases, hiring decisions and contractual commitments remain subject to management approval. Specialist accounting, tax, legal, technical and ISO matters are coordinated with the relevant professionals.