Finance Operations Coordinator

Careers at UAE; Dubai; On-site; AED 60,000 - 84,000; Full time

Job description

Finance Coordinator

Long Description

Key Responsibilities

• Prepare Official Receipts and receive copies of Outgoing Letters and documents relating to Finance matters.
• Monitor and verify monthly utility bills online, including Etisalat, DU, EPPCO, DEWA, and ENOC, ensuring timely payment.
• Maintain a finance Dropbox/SharePoint database, logging supplier invoices, purchase orders (POs), receipts, and delivery notes for record-keeping.
• Ensure all annual service contracts are up to date, notifying the supervisor one month before expiry for renewal.
• Maintain and update a comprehensive log of client and supplier details including contact details and payment terms.
• Provide support on vendor’s Bank Details and phone verification.
• Assist with online applications and registrations in coordination with the Finance & Operations departments.
• Review and verify invoices for accuracy, proper approvals, and compliance with company policies.

• Ensure vendor invoices meet the following criteria for payment processing:
  • Display the official business name.
  • Include the company address.
  • Our issued PO is reflected in the invoice.
  • The currency conversion rate used is reflected in the invoice in case of invoices in other currencies.
  • Reflect the Tax Registration Number (TRN).
• Match invoices with corresponding purchase orders and delivery receipts.
• Prepare Payment Vouchers – Ensure these were properly filed in both hard and soft copies.
• Enter invoices into the accounting system and maintain records in Dropbox/SharePoint.
• Assist in preparing undated Security Cheques.
• Reconcile vendor statements and resolve discrepancies.
• Assist in month-end and year-end closing activities.
• Address vendor inquiries regarding payments and outstanding balances.
• Ensure proper documentation and organized record-keeping for Audit purposes.
• Support in VAT compilation reports.

• Provide support and assistance to the Finance Department in various tasks.
• Support & Perform other duties as assigned.

Skills and Abilities

• Demonstrate time management skills with attention to detail.
• Detail oriented and capable of analysing complex financial/operational data.
• Intermediate/Advanced proficiency in PC/Microsoft applications (Excel Access Word).
• Demonstrated experience using pivot tables in Excel.
• Ability to negotiate conflict and maintain constructive working relationships with people at all levels of the organization.
• Self-starter capable of working independently and ensuring to meet deadlines.
• Excellent communication and interpersonal skills both verbal and written.
• Ability to balance multiple tasks with changing priorities.
• Ability to exercise solid judgment with sound problem-solving and decision-making skills.
• Proficiency in Microsoft Office applications (Word Excel Outlook).

Education and/or Experience

• Minimum High school diploma or equivalent.
• Bachelors’ degree in Accounting Finance Business or related field preferred.
• Minimum 1 – 2 years’ experience in Accounts receivable or business-to-business collections.
• Experience operating in a multi-state and/or complex matrix business environment.

Working Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job operates in a professional office environment. This role uses standard office equipment such as computers phones photocopiers filing cabinets and fax machines. The work environment is generally moderate in noise.

More About Us

AVI-SPL is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, disability status, or membership in any other group protected by federal, state, or local law. AVI-SPL is an AA/Disabled/Veteran Protected Employer VEVRAA Federal Contractor.

AVI-SPL reserves the right to alter work hours and work location as necessary. Work hours may vary based on client requirements and may include travel to various locations in support of the account.