JJOB SUMMARY | Geo Structures Construction Works LLC is looking for a well-organized and detail-oriented Accounts & Administration Executive with strong secretarial knowledge to support the company’s accounting, administrative, documentation, and management coordination activities. | The candidate will be responsible for handling day-to-day accounting tasks, office administration, document control, correspondence, scheduling, and secretarial support to management. The ideal candidate should be able to manage multiple responsibilities, maintain confidentiality, and coordinate effectively with clients, suppliers, employees, and management. | Experience in the construction, contracting, piling, or heavy equipment rental industry will be an advantage. | KEY RESPONSIBILITIES | 1. Accounts & Finance | Prepare quotations, proforma invoices, tax invoices, credit notes, receipts, and Statements of Account (SOA). | Record daily accounting transactions accurately. | Monitor accounts receivable and follow up on outstanding customer payments. | Prepare accounts receivable and accounts payable reports. | Reconcile customer and supplier accounts. | Verify supplier invoices and supporting documents. | Handle petty cash and maintain proper supporting documents. | Perform bank and petty cash reconciliations. | Maintain records of cheques, receipts, payment vouchers, and invoices. | Assist with monthly accounting reports and financial reconciliations. | Coordinate with clients regarding invoices, SOAs, payment status, and discrepancies. | Coordinate with suppliers regarding invoices, statements, and payments. | 2. VAT & Accounting Compliance | Maintain proper records for UAE VAT purposes. | Assist in checking input and output VAT transactions. | Maintain VAT-related documents and supporting records. | Assist with VAT return preparation and reconciliation. | Coordinate with external accountants, auditors, and tax consultants when required. | Ensure invoices and financial documents are properly maintained. | 3. Construction & Equipment Rental Support | Coordinate with the operations team regarding machine rental, timesheets, LPOs, mobilization, demobilization, overtime, and idle time. | Check timesheets and supporting documents before invoice preparation. | Follow up with clients for signed and stamped timesheets. | Maintain records of contracts, LPOs, work orders, rental agreements, and project documents. | Assist in preparing project/customer-wise reports. | 4. Administrative Responsibilities | Handle daily office administration and general administrative activities. | Prepare and maintain company letters, reports, notices, memos, and other correspondence. | Maintain organized physical and electronic filing systems. | Maintain company documents, licenses, certificates, contracts, insurance, registrations, and other records. | Assist with company and government-related documentation and renewals. | Coordinate with suppliers, service providers, clients, and government authorities when required. | Monitor office supplies and coordinate administrative purchases. | Assist management and employees with general administrative requirements. | 5. Secretarial & Management Support | Provide secretarial and administrative support to the Managing Director and management team. | Manage calendars, appointments, meetings, and schedules. | Arrange and coordinate meetings with clients, suppliers, and business partners. | Prepare meeting agendas, minutes, and follow-up action points when required. | Draft and respond to routine emails, letters, and business correspondence. | Maintain confidential company and management documents. | Organize and maintain important files and records for management. | Handle incoming and outgoing correspondence. | Screen and coordinate telephone calls and messages when required. | Follow up on pending matters on behalf of management. | Prepare presentations, reports, spreadsheets, and other documents as requested. | Coordinate travel arrangements, meetings, and appointments when required. | 6. HR & Employee Administration | Maintain employee records and confidential personnel files. | Assist with employee joining and onboarding documentation. | Maintain attendance and timesheet records. | Assist with preparation of HR letters, certificates, warnings, and other employee documents. | Coordinate employee-related administrative requirements, including visa, Emirates ID, insurance, and other documentation when required. | 7. Document Control | Maintain proper records of: | Quotations | LPOs/POs | Contracts | Invoices | Tax invoices | Receipts | Payment vouchers | Timesheets | Bank documents | Employee documents | Company documents | Ensure documents are properly filed and easily accessible. | Maintain confidentiality and security of company records. | REQUIRED QUALIFICATIONS & EXPERIENCE | Bachelor’s degree or diploma in Accounting, Finance, Business Administration, Commerce, or a related field. | Minimum 2–3 years of experience in Accounts, Administration, or Secretarial work. | UAE experience is preferred. | Experience in construction, contracting, or heavy equipment rental is an advantage. | Good knowledge of basic accounting principles and UAE VAT. | Experience with Zoho Books or similar accounting software is an advantage. | Good knowledge of Microsoft Excel, Word, Outlook, and document management. | Excellent written and verbal English communication skills. | Strong secretarial and organizational skills. | KEY SKILLS | Accounting & Bookkeeping | Accounts Receivable & Payable | Invoice & SOA Preparation | Payment Collection Follow-up | Bank & Petty Cash Reconciliation | UAE VAT Documentation | Microsoft Excel & Office | Zoho Books | Secretarial & Executive Support | Calendar & Meeting Management | Business Correspondence | Document Control | Filing & Record Management | Client & Supplier Coordination | Confidentiality & Professionalism | PERSONAL ATTRIBUTES | Honest, trustworthy, and professional | Highly organized and detail-oriented | Good communication and interpersonal skills | Strong follow-up and coordination skills | Proactive and able to work independently | Able to multitask and prioritize effectively | Responsible and reliable | Discreet when handling confidential information | Able to work under pressure and meet deadlines | KEY PERFORMANCE INDICATORS (KPIs) | Accurate and timely accounting transactions | Timely preparation of invoices and SOAs | Effective follow-up and collection of outstanding payments | Accurate bank, petty cash, customer, and supplier reconciliations | Proper maintenance of VAT and accounting records | Timely completion of administrative and secretarial tasks | Proper document filing and control | Effective management support and follow-up | Professional communication with clients, suppliers, employees, and management