Administrative and Accounts Coordinator

Job Description

Accounts & Reports: Prepare, handle, and track day-to-day financial transactions and payments from projects and office operations. Ensure timely bank payments of bills and other accounts payable. Prepare paperwork for VAT filings in compliance with UAE VAT laws.

Customer Support: Welcome visitors to the showroom in a professional manner. Provide basic information about the robots on display, answer general inquiries, and assist with walk-in customer requests or demos as needed.

Customer Billing & Follow-up: Create and manage Estimates, Invoices, and Receipts for customers. Follow up on payments and maintain accurate customer billing records.

Inventory & Logistics Support: Coordinate with internal teams to align on robot rentals and sales. Support efficient operations of Accounts Receivable and Inventory management. Assist in shipping arrangements and coordinate with logistics companies to ensure timely and accurate deliveries.

Robot Setup: Assist in preparing and setting up robots before deployment, including updating robot information in Expert Hub Robotics Console, printing branded materials, editing images and content, and ensuring all customizations meet client requirements. Record and share videos with customers to demonstrate changes or configurations made to the robot.

Requirements

• Bachelor’s degree or diploma in Business Administration, Accounting, or a related field
• Proven experience in administrative or accounts support roles
• Strong proficiency in Microsoft Excel (formulas, data tracking, reports) is a must
• Familiarity with Zoho Books, Zoho CRM, or similar ERP/accounting tools
• Good understanding of UAE VAT compliance and documentation
• Ability to coordinate with logistics and manage shipping processes
• Basic skills in image editing, document formatting, and printing for branding purposes
• Strong organizational skills with attention to detail and accuracy
• Good communication skills for customer interaction and follow-ups
• Ability to multitask and meet deadlines in a fast-paced environment