Office Administrator

Rapiscan Systems; United Arab Emirates; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading company in detection technology is seeking an Operations Administrator for its UAE branch. This role involves overseeing operational functions, finance, HR, and legal support while ensuring compliance with local regulations. The ideal candidate will be self-motivated, proficient in Microsoft Office, and fluent in English and Arabic.

Qualifications

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Highly self-motivated and capable of working independently.
• Strong command of English and Arabic, both written and spoken.

Responsibilities

• Administer operational functions for the UAE branch office.
• Coordinate with UK and US logistics teams for stock transfers.
• Assist with financial records and compliance.

Skills

Microsoft Office Suite

Self-motivated

Pressure management

English proficiency

Arabic proficiency

Job description

Rapiscan Systems is an industry leader in detection technology, providing cargo and vehicle inspection systems and services for ports, borders, military, high-threat facilities, and checkpoints to help customers combat terrorism, drug smuggling, illegal immigration, and trade fraud. We offer a broad array of scanning system configurations that leverage low-, medium-, and high-energy X-ray technology or multiple X-ray technologies to address each customer's unique security application requirements. Our commitment to excellence in imaging performance, innovative design, and uncompromising quality ensures our solutions consistently deliver best-in-class imaging, high reliability, and operator satisfaction, to help customers find threats and contraband with ease and confidence.

Role Overview

Administer all operational functions for the UAE branch office; liaise with staff at the UK and US headquarters for guidance on Service, Program/Project Management, HR, and Legal support necessary to maintain best-in-class support services. Collaborate with finance staff and external providers on various tax compliance, payroll, and banking-related matters.

Building / Utilities

• Coordinate with managers to schedule the use of facilities such as training and conference rooms; arrange catering and other special requirements.
• Procure entry permits, visas, and labor documents for incoming staff; manage the maintenance and renewal of these credentials.
• Arrange visas for staff and visitors traveling to other countries in the region.
• Oversee all matters related to sponsorship and leases for the training center, villa, and fleet vehicles.
• Manage the maintenance, upkeep, and repairs at the office, including supervision of maintenance staff and contractors.
• Arrange and oversee the installation and maintenance of telecommunications and other systems.
• Manage the purchase and/or lease of all furniture and office systems (e.g., phones, copiers, fax machines), as well as office supplies.
• Provide general administrative support including handling phone calls, correspondence, and file maintenance.
• Handle cheque and cash deposits and withdrawals.
• Manage room reservations for foreign guests.
• Coordinate the printing of submittals, business cards, and training materials.
• Manage issuance of training certificates and general office supplies.

Inventory

• Coordinate with UK and US logistics teams to ensure proper stock transfers between the main store and van stock.
• Perform inventory cycle counts on a weekly, monthly, quarterly, biannual, and annual basis.
• Maintain spares log for check-in/check-out tracking.
• Coordinate inward and outward cargo shipments (domestic and international).
• Track orders and manage delivery schedules.
• Manage inventory using Navision.

Field Service

• Manage key service-related documentation.
• Provide required service reports to US and UK offices.
• Maintain records in Navision and Resco, including support for RSSC in India.
• Book and manage travel schedules for field staff, including last-minute itinerary changes.
• Assist service engineers with expense reporting.
• Support the coordination and scheduling of field service activities.
• Oversee vehicle registration and renewals.

Finance/Purchasing

• Assist with staff housing issues, including leasing, payments, insurance, etc.
• Maintain financial records for all aspects of facilities, from leases to petty cash.
• Handle office petty cash and credit cards.
• Assist Accounts Payable (AP) on invoicing/payments.
• Assist payroll where required, specifically with new employee setups.
• Liaise with in-country banks on an ad-hoc basis.
• Set up new suppliers on Navision and raise Purchase Orders for new suppliers.
• Assist finance with tax activities, specifically VAT returns, corporation tax, payroll taxes, and social insurance.
• Approve bank payments and ensure all payments are compliant with OSI regulations.
• Manage sales orders for customers in compliance with OSI regulations, specifically pricing and legal terms.

HR/Legal

• Facilitate the visa issuance process for new hires and existing employees and their dependents.
• Enroll new hires in company benefits, such as medical and life insurance.
• Issue salary certificates, payslips, and NOCs as required.
• Ensure compliance with foreign and domestic licensing, renewal, and amendments for doing business in the UAE.
• Maintain marketing collateral and product manuals in both Arabic and English.
• Ensure translations of other documents as appropriate.
• Work closely with UK, US, and General Counsel's office.

Candidate Requirements

• Strong proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint).
• Highly self-motivated and capable of working independently.
• Able to perform effectively under pressure with minimal supervision.
• Strong command of English and Arabic, both written and spoken.