Job Title: Accounting and Administrative Support Assistant

Job Description:
We are seeking an organized and detail-oriented Accounting and Administrative Support Assistant to provide crucial assistance in accounting operations, supplier coordination, project management, and client communication. The ideal candidate will have a strong background in accounting, proficiency with Zoho Books, and the ability to support the team across various administrative tasks.

Key Responsibilities:

1. Weekly Operational Reporting

   • Prepare and present weekly reports, including:

     • Lead conversions, pending receivables, and project cost updates.

     • Invoice payment updates and collectables.

     • Maintain organized, aligned, and well-formatted reporting sheets.

2. Petty Cash & General Company Accounting

   • Manage the petty cash log and ensure accurate recording of reimbursable expenses.

   • Record payment receipts and invoices accurately in the system.

3. Supplier Coordination

   • Maintain and update supplier contact sheets.

   • Contact new suppliers, request catalogs, and manage supplier portfolios.

   • Create payment schedules based on cash flow and track company cash flow.

   • Collect and record supplier commissions and ensure proper invoicing.

4. Quotation & Procurement Support

   • Request, compare, and track quotations from suppliers.

   • Ensure invoices are linked to appropriate projects and that client shopping lists are organized.

   • Coordinate deliveries with designers, suppliers, and contractors.

5. Client Communication Support

   • Share and track project invoices and payment receipts with clients or internal teams.

   • Maintain client email records and communication logs.

6. Meeting Documentation

   • Format and save project meeting minutes (MOM).

7. Financial Coordination

   • Organize invoices, POs, and sales data to support the bookkeeping process.

   • Update internal sales and PO tracking sheets and work with external accounting teams for monthly reports.

   • Ensure timely uploads of financial documentation into the system.

8. Zoho Books Organization

   • Use Zoho Books to create and update projects, ensuring accurate linking of invoices and POs.

   • Follow internal naming conventions and folder structures for all project-related data.

9. General Administrative Duties

   • Organize company folders and documents.

   • Coordinate paperwork renewals and assist in other operational tasks.

   • Lead weekly workflow discussions and adjust team workload as needed.

   • Provide feedback and propose workflow improvements.

Qualifications & Skills:

• Proficiency in Zoho Books or other accounting software.

• Good understanding of accounting and finance fundamentals.

• Ability to learn new systems and propose more efficient, simplified workflows.

• Strong team player with excellent organizational skills.

• Good command of English, both written and spoken.

• Professional and presentable appearance.

• Capable of working from various locations, including cafés, co-working spaces, and home offices.

• Strong initiative, problem-solving skills, and attention to detail.

Preferred Candidate:

• Experience: 0–4 years

• Location: United Arab Emirates

• Career Level: Entry-level

• Major: Accounting