Executive Secretary-Jobs in Vereinigte Arabische Emirate

Title : Office Administrator (Commodity Trading)

Salary : To 10K AED Per Month

Location : Dubai

Imperium Commodity Search is confidentially retained by this progressively expanding Agricultural Trading business to strengthen the office team in support as they grow. They are seeking a detail-oriented and organized Office Administrator who will also manage data entry and documentation tasks.

The ideal candidate will handle administrative tasks, documentation processes, data entry, and record-keeping to ensure smooth operations and regulatory compliance in support of the vital operational functions in a dynamic trading environment.

You will be carrying out the following :

Office Administration :

• Oversee general office operations and ensure the office environment is well-organized.
• Manage office supplies inventory, place orders as needed, and coordinate maintenance requests.
• Schedule meetings, manage calendars, and support internal communication among departments.
• Arrange business trips for senior staff, provide support during travel, and coordinate meetings.
• Assist senior management with administrative tasks.

Data Entry & MIS Management :

• Enter and update data accurately in the Management Information System (MIS) and other company databases.
• Maintain and update records for transactions, customer data, and documentation statuses.
• Generate reports as required for various teams, ensuring data accuracy and completeness.
• Cross functional collaboration with finance and execution teams, ensure MIS systems are up to date.

Documentation & Record Keeping :

• Handle document collection, preparation, and filing, ensuring timely delivery to banks and partner companies.
• Organize and maintain hard and digital copies of contracts, invoices, bank documents, and other essential records.
• Track the status of documents, ensure proper archiving, and adhere to document retention policies.

Communication & Coordination :

• Coordinate with banks, customers, and vendors regarding document processing and delivery schedules.
• Communicate with internal teams to align on documentation requirements and deadlines.

Other Duties :

• Assist with basic tasks, such as invoice management and expense tracking.
• Support ad-hoc projects and tasks assigned by management to enhance office operations.

We would love to speak to you if you have :

• Proven experience in an administrative role, preferably with data entry and documentation experience.
• Strong attention to detail, organizational, and multitasking skills.
• Familiarity with Microsoft Office Suite and data management software.
• Experience of Commodity Trading Operations
• Good communication skills and the ability to work independently.
• Fluency in English and Russian
• Exceptionally professional and polished appearance.
• Valid driver’s license – preferred but not required.