Admin & Invoicing Clerk

Job Description

REQUIREMENTS

1. Bachelor’s degree in Business Administration, Commerce, Human Resources, or a related field.
2. 1 years of experience in Administration, HR, Document Control, or Accounts Support, preferably in the UAE.
3. Good knowledge of UAE employment documentation, visa processes, and company document renewals.
4. Experience in maintaining employee records, customer KYC documentation, and administrative filing systems.
5. Proficient in Microsoft Office, especially Excel, Word, and Outlook.
6. Experience in preparing Proforma Invoices (PI), Statements of Account (SOA), and supporting receivable follow-ups is an advantage.
7. Strong organizational and document management skills with excellent attention to detail.
8. Ability to handle confidential information with professionalism and integrity.
9. Good communication skills in English; Hindi is an added advantage.
10. Ability to multitask, prioritize work, and meet deadlines in a fast-paced environment.
11. Candidates currently available in the UAE and able to join immediately or within a short notice period will be preferred.

RESPONSIBILITIES

Administration & HR

• Maintain and organize all company documents in both physical and digital formats.
• Maintain complete employee files, including passports, Emirates IDs, visas, labour documents, employment contracts, and other HR records.
• Keep employee records updated and ensure proper filing of all documents.
• Maintain Excel trackers for employee leave records, salary deductions (if applicable), and other administrative reports.
• Maintain confidentiality of company and employee information.
• Ensure all administrative files are accurate, organized, and easily accessible.

Company Document Renewals

• Maintain a renewal tracker for all company and employee-related documents.
• Monitor expiry dates and notify management well in advance for renewals, including:
  • Employee Visas
  • Trade License
  • Ejari
  • Office Tenancy Contract
  • Company Insurance
  • Other statutory and compliance documents
• Coordinate with the relevant departments and service providers to ensure timely renewals.

Customer KYC & Documentation

• Maintain complete and updated customer KYC records.
• Collect, verify, and file customer documents, including:
  • Trade License
  • VAT/TRN Certificate
  • Emirates ID
  • Passport
  • Other required documents
• Update customer records whenever there are changes to:
  • Company Name
  • Trade License
  • TRN (Tax Registration Number)
  • Company Address
  • Authorized Signatory
  • Contact Details
• Maintain both physical and digital customer documentation.

Invoicing & Collection Support

• Prepare accurate Proforma Invoices (PI).
• Generate and send Statements of Account (SOA) to customers.
• Follow up with customers regarding outstanding payments.
• Maintain an updated Excel tracker for customer receivables and collection follow-ups.
• Obtain customer balance confirmations whenever required.
• Coordinate with the Senior Accountant by providing invoices, documents, and reports as required.

Are you interested in this position?

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