Office Administrator / Executive Assistant

Atlantis marine and power solution fz llc; Dubai; On-site; AED 78,000 - 123,000; Full time

Benefits offered by this job

Employment visa

Medical insurance

Travel opportunities

Gaining experience

International expos

Annual leave

Job summary

Atlantis Marine and Power Solution FZ-LLC seeks an Office Administrator / Executive Assistant to take over all company administration from the Managing Director. You will manage licence and visa renewals, banking paperwork, VAT filings, and coordinate with an external accountant, ensuring deadlines are met and documents are organized.

You will access the Managing Director directly and own tasks from day one, with a hands-on role in a small, fast-moving team across the UAE, Turkey, Korea and

Qualifications

• 2+ years of administrative or executive assistant experience in the UAE.
• Hands-on experience with free zone licences and visa renewals (RAKEZ, JAFZA, DMCC or similar) and UAE government portals.
• Familiarity with UAE bank procedures (KYC, account documentation, bank letters).
• Basic understanding of VAT invoicing and what an accountant needs each month.
• Fluent English, written and spoken; able to draft formal letters and emails.
• Confident with Excel / Google Sheets, Word and shared-drive filing.
• Highly organized, reliable and able to work independently without daily supervision.
• Arabic language skills preferred; RAKEZ experience; background in trading/marine/industrial; UAE corporate tax familiarity; UAE driving licence.

Responsibilities

• Own all company renewals: licences, establishment card, employee visas, Emirates IDs, medical insurance, lease, vehicle registrations.
• Track expiry dates and start renewals well before due.
• Handle banking administration: KYC updates, account forms, letters; liaise with bank relationship manager.
• Coordinate with external accountant: collect invoices, receipts and bank statements; VAT filings; monthly statements.
• Maintain a clean digital and physical filing system for contracts, licences, shareholder documents, insurance policies and expiry register.
• Support the Managing Director: manage calendar and travel bookings, prepare letters for signature, and chase government portals, typing centres, suppliers and service providers.
• Assist the sales team with paperwork: proforma invoices, shipping and customs documents, and customer or supplier registration forms.
• Working hours: Monday to Friday, 9 AM to 5 PM.

Skills

Administrative experience

Licence and visa renewals

UAE government portals

VAT invoicing

Fluent English

Excel / Google Sheets

Independent worker

Arabic language (preferred)

Job description

Atlantis Marine and Power Solution FZ-LLC is a RAKEZ-licensed trading company supplying used power generation equipment and marine spare parts (Wartsila, MAN and similar medium-speed engines) to customers in the UAE, Turkey, Korea and Europe. We are a small, fast-moving team with a global network of partners.

We are hiring an Office Administrator / Executive Assistant to take over all company administration from the Managing Director: licence and visa renewals, bank paperwork, coordination with our external accountant, and keeping the company's documents and deadlines in order. This is a hands-on role with real ownership from day one and direct access to the Managing Director. You will be the person who makes sure nothing expires, nothing gets lost, and every request from the bank, the free zone or the accountant is answered on time.

Key responsibilities:

• Own all company renewals: trade licence, establishment card, employee visas, Emirates IDs, medical insurance, office lease and vehicle registrations. Track every expiry date and start renewals well before they are due.
• Handle banking administration: prepare and submit KYC updates, account forms, letters and supporting documents; liaise with our bank relationship manager; keep bank correspondence organized.
• Coordinate with our external accountant: collect and organize invoices, receipts and bank statements each month; make sure VAT and corporate tax filings have what they need on time; follow up on open questions.
• Maintain a clean digital and physical filing system for contracts, licences, shareholder documents, insurance policies and correspondence, with a document register of expiry dates.
• Support the Managing Director: manage calendar and travel bookings, prepare letters and forms for signature, and chase pending items with government portals, typing centres, suppliers and service providers.
• Assist the sales team with paperwork: proforma invoices, shipping and customs documents, and customer or supplier registration forms.

Working hours: monday to friday, 9 AM to 5 PM.

Benefits: Employment visa, medical insurance, travel opportunities, gainingexperience, joining international expos, annual leave and paid public holidays as per UAE Labour Law.

Skills

• 2+ years of administrative or executive assistant experience in the UAE
• Hands-on experience with free zone licence and visa renewals (RAKEZ, JAFZA, DMCC or similar) and UAE government portals
• Familiarity with UAE bank procedures (KYC, account documentation, bank letters)
• Basic understanding of VAT invoicing and what an accountant needs each month
• Fluent English, written and spoken; able to draft formal letters and emails
• Confident with Excel / Google Sheets, Word and shared-drive filing
• Highly organized, reliable and able to work independently without daily supervision
• Preferred: Arabic language skills, RAKEZ experience, background in a trading, marine or industrial company, familiarity with UAE corporate tax filing, UAE driving licence