Operations & Administration Executive

UFS Protects Safety Trading LLC; Abu Dhabi; On-site; AED 60,000 - 90,000; Full time

Job summary

UFS Protects Safety Trading LLC in Abu Dhabi seeks an Administration Executive Support to manage calendars, coordinate international meetings, and oversee information flow. The role also covers HR, accounts, and travel logistics to ensure smooth operations.

Ideal candidates will have UAE regulatory awareness, strong communication, discretion, and multitasking abilities to drive process improvements and policy documentation.

Qualifications

• 2 to 5 years of proven experience in office administration, operations management, or executive support.
• Local UAE knowledge and familiarity with vendor management, freezone or mainland labor regulations is highly valued.
• Strong proficiency with MS Office and data reporting tools.

Responsibilities

• Manage day-to-day office operations, logistics, and facilities maintenance.
• Coordinate travel arrangements, visa processing, and corporate calendar schedules.
• Streamline internal workflows and update operational policy documentation.

Skills

Multitasking & Prioritisation

Problem-Solving

Communication

Discretion

Education

Bachelor’s degree in Business Administration

Tools

Microsoft Office 365

Google Workspace

SAP

Oracle

Zoho

Salesforce

Job description

Administration Executive Support

• Calendar Management Coordinate executive schedules and international meetings across time zones
• Information Flow Filter manage and process correspondence and data promptly
• Meeting Support Attend strategic meetings record accurate minutes and distribute action items
• Documentation Support Draft presentation slides memos meeting notes and official announcements
• Travel Coordination Arrange comprehensive global travel logistics including flights lodging visas and transport
• Guest Relations Welcome a diverse range of corporate visitors with a professional demeanor
• Compliance Licensing Track and renew corporate tenancy contracts trade licenses insurances and registrations
• Legal Records Securely organize legal documents including Memorandums of Understanding MOUs and board resolutions
• Facility Safety Oversee workplace security manage maintenance repairs and ensure adherence to UAE government regulations

Human Resources HR Management

• Talent Acquisition Manage the end-to-end recruitment selection and onboarding process
• Employee Lifecycle Documentation Issue offers appointment letters promotions and warning notices
• Visa Processing Coordinate applications renewals and cancellations via DMCC and Dubai Trade portals
• Payroll Attendance Track attendance data to systematically calculate and release timely employee salaries
• Policy Enforcement Implement organization-wide policies and design new procedural systems for continuous improvement
• Offboarding Complete accurate end-of-service settlements for exiting staff
• File Retention Maintain highly confidential organized and up-to-date employee records

Accounts Financial Operations

• Bookkeeping Maintain accurate financial books of accounts and track bank balances
• Cash Management Supervise petty cash flows company credit cards and related financial records
• Accounts Payable Verify supplier invoices and execute local and international online bank transfers
• Accounts Receivable Prepare statements of accounts and proactively follow up on client payments
• Expense Claims Validate and process employee reimbursement requests according to entitlements
• Procurement Source vendor rates to secure the most cost-effective terms for corporate purchases
• Banking Audits Coordinate trade finance transactions and pull data to resolve auditor queries

Supply Chain Logistics Support

• Order Monitoring Track and monitor outgoing orders and dispatch pipelines to guarantee seamless order fulfillment
• Technical Issue Management Verify and process technical feedback alarm notes product issues and development updates
• Regional Compliance Drive product vendor and government listing processes across the Middle East and CIS territories
• Shipment Documentation Partner with the Logistics Head to accurately process critical shipping documents orders and dispatches
• Banking Logistics Prepare and process complex banking documentation required for international shipments

Core Experience & Education

Core Experience & EducationEducation: Bachelor’s degree in Business Administration, Management, or a related field.Experience: 2 to 5 years of proven experience in office administration, operations management, or executive support.Local Knowledge: For roles in the UAE, prior experience handling local vendor management, freezone or mainland labor regulations, and corporate compliance is highly valued. [1, 2, 3, 4, 5]

Essential Technical Skills

Essential Technical SkillsSoftware Proficiency: Advanced knowledge of Microsoft Office 365 (Word, Excel, PowerPoint) and Google Workspace.ERP & CRM Tools: Familiarity with systems like SAP, Oracle, Zoho, or Salesforce to track inventory, workflows, or client data.Data Management: Ability to generate, analyze, and present operational reports and dashboards.Financial Basics: Experience with basic bookkeeping, petty cash management, and processing invoices. [1, 2, 3, 4, 5]

Key Soft Skills & Attributes

Key Soft Skills & AttributesMultitasking & Prioritisation: Ability to manage multiple moving parts, from scheduling meetings to resolving facilities issues, without dropping the ball. [1, 2]Problem-Solving: A proactive mindset to resolve daily operational bottlenecks independently. [1]Communication: Strong verbal and written communication skills to liaise with internal departments, external vendors, and high-level executives. [1, 2, 3, 4, 5]Discretion: High level of integrity and confidentiality when handling sensitive corporate data or HR documentation. [1, 2, 3]

Core Responsibilities to Screen For

Core Responsibilities to Screen ForManaging day-to-day office operations, logistics, and facilities maintenance.Coordinating travel arrangements, visa processing, and corporate calendar schedules.Streamlining internal workflows and updating operational policy documentation.