Finance & Administration Coordinator at Giliza Coffee L.L.C

Giliza Coffee L.L.C; Dubai; On-site; AED 56,000 - 67,000; Full time

Job summary

Giliza Coffee L.L.C in Dubai, UAE is seeking a Finance & Administration Coordinator to manage daily financial activities, payroll, office administration, and logistics coordination. You will ensure accurate recording of transactions, timely payments/collections, and smooth shipment coordination.

The role requires at least three years of experience in finance, payroll, and admin, with strong Excel skills and familiarity with Zoho Books/QuickBooks.

Qualifications

• Minimum three years of experience in finance, payroll, office administration, and operations.
• Experience with accounts payable/receivable and invoicing.
• Familiarity with Zoho Books or QuickBooks.
• Strong Excel and MS Office skills.
• UAE work experience preferred.
• Immediate availability advantageous.

Responsibilities

• Process accounts payable and accounts receivable transactions.
• Prepare customer invoices, receipts, credit notes, and statements.
• Manage payroll processes and salary transfers.
• Oversee office administration and regulatory filings.
• Coordinate inbound/outbound shipments and logistics.
• Liaise with auditors, banks, suppliers, and customers.

Skills

Accounts payable

Accounts receivable

Payroll processing

Excel

Office administration

Communication skills

Tools

Zoho Books

QuickBooks

Job description

Role Overview

We are seeking a detail-oriented and versatile Finance & Administration Coordinator to manage the company’s day-to-day financial activities, payroll processes, office administration, and logistics coordination. The successful candidate will ensure that financial transactions are accurately recorded, payments and collections are processed on time, administrative and regulatory requirements are properly managed, and inbound and outbound shipments proceed smoothly.

Key Responsibilities

• Finance and Accounting Process accounts payable and accounts receivable transactions.
• Prepare and issue customer invoices, receipts, credit notes, and account statements.
• Monitor customer payments and follow up on overdue receivables.
• Verify supplier invoices and prepare approved payment disbursements.
• Manage petty cash and maintain accurate supporting records.
• Perform bank and account reconciliations.
• Maintain organized financial records, invoices, receipts, and payment documents.
• Investigate and resolve payment, invoicing, and account discrepancies.
• Assist management with financial reports, cash-flow updates, and month-end documentation.
• Coordinate with external accountants, auditors, banks, suppliers, and customers when required.

Payroll and Employee Expenses

• Prepare and process monthly payroll accurately and on time.
• Coordinate salary transfers and maintain confidential payroll records.
• Review and process employee expense claims and reimbursements.
• Maintain records of deductions, allowances, advances, and other payroll adjustments.
• Resolve salary, reimbursement, and payroll-related discrepancies.

Administration and Compliance

• Manage daily office administration and maintain an organized filing system.
• Monitor the renewal of trade licences, permits, registrations, insurance policies, and company documents.
• Coordinate applications and renewals with government departments and municipal authorities.
• Arrange timely payment of utility, telecommunications, rental, maintenance, and service-provider bills.
• Coordinate office repairs, facility maintenance, and supplier services.
• Maintain accurate records of contracts, licences, permits, and official correspondence.
• Support the company in meeting its administrative and regulatory obligations.

Logistics and Freight Coordination

• Coordinate inbound and outbound shipments with suppliers, freight forwarders, shipping lines, customs brokers, and transport companies.
• Review commercial invoices, packing lists, Bills of Lading, certificates, and other shipping documents for accuracy.
• Track shipments and provide regular delivery-status updates.
• Coordinate customs clearance and delivery arrangements.
• Follow up on shipping delays, missing documents, clearance issues, and delivery discrepancies.
• Maintain organized shipment records and logistics-related cost documents.

Requirements and Qualifications

• Minimum three years of relevant experience in finance, payroll, office administration, and operational coordination.
• Practical experience with accounts payable, accounts receivable, invoicing, petty cash, payroll, and bank reconciliation.
• Working knowledge of freight forwarding, customs procedures, shipping documentation, and logistics coordination.
• Proficiency in accounting software such as Zoho Books, QuickBooks, or a similar ERP system.
• Strong working knowledge of Microsoft Excel and Microsoft Office.
• High numerical accuracy and exceptional attention to detail.
• Strong organizational, follow-up, and problem-solving skills.
• Ability to manage multiple responsibilities and meet deadlines.
• Strong commitment to confidentiality and professional integrity.
• Excellent written and verbal communication skills in English.
• Previous work experience in the UAE is preferred.
• Immediate availability will be considered an advantage.

Pay: AED5,000.00 - AED6,000.00 per month

Work Location: In person