Document Controller / Office Administrator cum Accountant (Arabic Speaker)

Document Controller / Office Administrator cum Accountant (Arabic Speaker)

Brief about company: Mazrui International is a diversified holding group with businesses across different industries such as Financial Investments, Oil & Gas/Oilfield Services, Construction, Trading and Distribution (Pharmaceuticals, Medical Devices, Industrial Equipment), Real Estate, Retail, Hospitality, Education etc.

Website: https://www.mazruiinternational.ae/

Designation: Document Controller / Administrator cum Accountant (Arabic Speaker)

Reporting to: Finance and Operations Manager

Job Objective: The Administrator cum Accountant will be responsible for managing administrative functions, office operations, and ensuring accurate financial record-keeping and reporting. This role requires a strong understanding of both administrative management and accounting practices, ensuring smooth operations across all departments.

Key Responsibilities/Duties:

Administrative Duties:

1. Oversee the day-to-day office operations, ensuring a smooth workflow and effective communication between departments.
2. Manage office supplies and inventory, ensuring all necessary materials are available.
3. Handle correspondence, scheduling, and general office maintenance tasks.
4. Coordinate meetings, appointments, and travel arrangements for management or staff.
5. Maintain filing systems (both physical and digital) and handle document management and record-keeping.
6. Supervise office staff, delegating tasks, and managing performance.
7. Assist in human resource functions, such as payroll coordination, recruitment, and onboarding processes.

Accounting Duties:

1. Prepare and maintain accurate financial records, including accounts payable and receivable, bank reconciliations, and journal entries.
2. Generate and review financial reports such as balance sheets, profit and loss statements, and cash flow statements.
3. Manage the company's accounting software, ensuring all entries are up-to-date and accurate.
4. Assist in preparing and monitoring budgets, ensuring adherence to financial policies and procedures.
5. Ensure compliance with financial regulations, tax laws, and audit requirements.
6. Handle invoicing, payments, and financial transactions in a timely and organized manner.
7. Assist with monthly, quarterly, and year-end financial closings and audits.

Ability & Skills:

1. Ability to manage multiple tasks and responsibilities simultaneously while maintaining attention to detail.
2. Strong time management and prioritization skills to ensure deadlines are met for both administrative and accounting tasks.
3. Proficient in maintaining financial records, handling invoices, processing payments, and reconciling accounts.
4. Capable of preparing, monitoring, and controlling budgets, and identifying areas for cost savings.
5. Ability to generate, analyze, and interpret financial statements such as profit & loss statements, balance sheets, and cash flow reports.
6. Understanding tax regulations, compliance, and reporting requirements.
7. Ability to match and reconcile financial data from the company's bank accounts with internal records.
8. Efficient at managing office operations, including scheduling, organizing files, and coordinating meetings.
9. Maintain both digital and physical filing systems, ensuring all documents are filed correctly and securely.
10. Strong verbal and written communication skills to interact with internal teams, external clients, and vendors.
11. Ability to identify and resolve issues quickly, whether administrative or financial in nature.
12. Proficiency in Excel for financial calculations and reporting, and Word for drafting documents. Familiarity with PowerPoint for presentations may also be beneficial.
13. Accuracy in accounting tasks such as processing financial transactions, data entry, and ensuring reports are correct.
14. Ability to analyze financial data, identify trends, and offer insights or recommendations based on findings.
15. Capable of handling a range of tasks across different areas, switching between administrative and financial duties without losing focus.
16. Flexibility to adjust to changing company needs, priorities, or evolving software tools.
17. Ability to work with different departments, including HR, sales, and management, to support office and financial operations.
18. Polite and professional when interacting with clients, vendors, and other stakeholders.
19. Handling sensitive financial and employee information with the utmost discretion.
20. Upholding ethical standards in financial reporting, ensuring accuracy and transparency in all transactions.

Experience: 3 to 5 years

Additional Knowledge:

1. Strong organizational and time management skills with the ability to multitask and prioritize effectively.
2. Attention to detail, accuracy, and a high level of professionalism.
3. Strong communication and interpersonal skills, capable of working in a team-oriented environment.
4. Ability to maintain confidentiality and handle sensitive information.
5. Knowledge of financial regulations, tax laws, and compliance.

Academic Qualifications:

1. Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
2. Proven experience in an administrative and accounting role, with a solid understanding of bookkeeping principles and office management.
3. Proficient in accounting software, especially Excel.

Accountabilities and Performance Measures: As per SMART Objectives and KPIs

Please apply by attaching your CV only if you have relevant experience and qualifications.

Due to high volume of applications, only shortlisted candidates will be contacted.