Administrative and Bookkeeping Assistant

Required Skills

Nice to have:

The ideal candidate will have proven experience in bookkeeping, accounting support, or financial administration, along with hands-on experience in inventory management and vendor coordination. Proficiency in accounting systems like QuickBooks or Square, and advanced skills in Microsoft Excel or Google Sheets are required. Excellent communication, organizational, and time-management abilities are essential for this role.

Job description / Role Job Type Full Time Job Location Dubai, UAE Nationality Any Nationality Salary Not Specified Gender Not Specified Arabic Fluency Not Specified Job Function Accounting & Audit Company Industry Audit & Accountancy About the role We are seeking a highly detail-oriented and proactive admin assistant to support the financial and operational backbone of a creative, service-driven business. This role plays a critical part in maintaining accuracy across bookkeeping, payroll, inventory tracking, and vendor management while ensuring day-to-day operations remain organized, efficient, and reliable. This is a hands-on, execution-focused role ideal for someone who enjoys working with systems, numbers, documentation, and operational processes. The ideal candidate is highly organized, dependable, and capable of independently managing multiple responsibilities in a remote environment. You will help create operational clarity by ensuring financial records, inventory systems, vendor relationships, and reporting processes are consistently maintained with precision and professionalism. Responsibilities Bookkeeping & financial operations Manage daily bookkeeping activities and maintain organized, accurate financial records Process invoices, expenses, reconciliations, and transaction tracking Support payroll calculations and ensure timely and accurate payment processing Prepare and organize required financial and tax documentation Assist in maintaining compliance with financial processes and reporting standards Support implementation and optimization of accounting systems and workflows Maintain organized digital records for financial reporting and audit readiness Inventory management Monitor inventory levels, stock movement, and usage trends Coordinate inventory ordering and restocking processes Maintain accurate inventory tracking systems and documentation Identify shortages, overstocking, or inefficiencies and proactively recommend solutions Generate inventory reports and cost tracking summaries as needed Vendor & expense management Build and maintain professional vendor relationships Track vendor invoices, contracts, payment schedules, and obligations Execute expense management and vendor optimization initiatives Coordinate vendor communications regarding orders, billing, or service issues Support cost control and operational efficiency efforts Administrative & operational support Maintain organized documentation across bookkeeping, inventory, and vendor systems Create and update spreadsheets, trackers, and operational reports Support internal process consistency and administrative workflows Ensure data accuracy across reports, systems, and operational records Assist leadership with administrative and operational support tasks as needed What makes you a strong fit Highly detail-oriented with strong accuracy and organizational discipline Reliable, proactive, and comfortable working independently in a remote environment Strong problem-solving mindset with the ability to manage multiple responsibilities calmly Enjoys creating structure, maintaining systems, and improving operational processes Communicates professionally and effectively with vendors and internal stakeholders Process-driven with strong ownership and follow-through Required experience & skills Proven experience in bookkeeping, accounting support, or financial administration Hands-on experience with inventory management and vendor coordination Strong proficiency with QuickBooks, Square, or similar accounting/payment systems Advanced Microsoft Excel or Google Sheets skills for reporting, analysis, and tracking Excellent written and verbal communication skills Strong organizational and time-management abilities Ability to prioritize tasks and manage workflows independently Preferred experience & tools Previous experience supporting small businesses, creative agencies, or service-based businesses Familiarity with U.S. small business tax processes and compliance requirements Experience with inventory management systems and operational reporting Exposure to payroll processing and vendor contract management Experience creating operational SOPs or process documentation Education Bachelor’s degree in accounting, finance, business administration, or a related field preferred Relevant certifications or bookkeeping/accounting training are a plus What does a typical day look like? An admin assistant in this role focuses on maintaining operational accuracy and supporting efficient business workflows. You will: Manage and reconcile financial transactions and bookkeeping records Process payroll-related tasks and maintain compliance documentation Monitor inventory levels and coordinate restocking activities Communicate with vendors and manage payment tracking Update spreadsheets, reports, and operational documentation Support process organization and improve administrative efficiency In essence: you ensure financial accuracy, operational consistency, and organized systems that help the business run smoothly every day. Key metrics for success (KPIs) Accuracy and timeliness of bookkeeping and payroll processing Inventory accuracy and stock availability Vendor performance and expense optimization Compliance with reporting and documentation requirements Organization and reliability of operational systems and records Timely completion of administrative and financial workflows Interview process Initial phone screen Video interview with recruiter Practical assessment (bookkeeping or inventory management scenario) Final interview Offer & background verification Apply Now