Administrative Assistant
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Key skills for this role
About the Role
Forbes Marshall is seeking an Administrative Assistant to manage routine administrative tasks, support trading and commercial operations, and coordinate with global teams in their Sharjah office.
Key Skills for This Role
Responsibilities
- Enter customer purchase orders (POs) into system, track materials, and coordinate with warehouse and delivery teams for timely invoicing
- Take ownership of local invoicing, manage tracking for accounts receivable and payable, and look after day to day vendor payments
- Prepare purchase orders for imports, coordinate with Custom House Agents (CHA) for smooth clearances, and assist with quarterly inventory reviews
- Review team travel and individual imprest (petty cash) claims to ensure receipts match up, and compile monthly and yearly consolidated statements
- Support the team by preparing accurate data for VAT returns, tax computations, and financial statements (Balance Sheet/Profit & Loss), and assist corporate auditors
- Provide administrative support to ensure office insurances (inventory, medical, workmen’s compensation, and vehicle policies) are accurate and renewed on time
- Pitch in with other routine administrative, operational, or commercial tasks as they come up
- Coordinate and work closely with team members in India and other international offices
Requirements
- Master’s or Bachelor’s degree in Commerce (M Com / B Com), Business Administration (BBA), Finance, Accounting, Economics, or related field
- 2 to 4 years of experience in accounting, finance support, office administration, or trading operations
- Comfort in working with numbers, reports, and financial data with a detail conscious approach
- Ability to manage routine responsibilities, meet timelines, and maintain consistency in execution
- Clear and professional communication skills for effective interaction with internal members, vendors, and service partners
- Ability to follow standardized organizational processes and maintain accurate documentation
- High competence in using Oracle ERP software and practical experience working with Microsoft Excel (preferred)
- Experience working with international teams or parent companies (preferred)
Full Job Posting
About the Company
- For over 80 years, Forbes Marshall has led in delivering innovative products and services that enhance manufacturing processes and drive superior energy efficiency.
- With the increasing global focus on sustainable growth and reduced carbon emissions, Forbes Marshall provides practical, long term solutions that help businesses operate responsibly, optimize energy usage, and improve process efficiency.
- Through our solutions, customers benefit from up to 1.5% annual fuel savings, avoiding 122,000 tonnes of CO2 emissions annually, saving 10 million liters of water per hour, and achieving high operational uptime.
About the Role
- The Administrative Assistant will play a vital role in the day to day operations of our UAE office.
- Based in Sharjah, this role involves managing routine administrative tasks, supporting trading and commercial operations, and coordinating with global teams to ensure the seamless functioning of our Middle Eastern entity.
- The role is ideal for a versatile and motivated professional who thrives in a collaborative corporate environment and enjoys a fulfilling blend of finance, administration, and customer operations.
Responsibilities
- Help us deliver a great customer experience by entering customer purchase orders (POs) into our system, keeping track of materials, and coordinating smoothly with our warehouse and delivery teams for timely invoicing.
- Take ownership of local invoicing, manage tracking for accounts receivable and payable, and look after day to day vendor payments.
- Work under the guidance of our Admin Manager to prepare purchase orders for imports, coordinate with Custom House Agents (CHA) for smooth clearances, and assist with our quarterly inventory reviews.
- Review team travel and individual imprest (petty cash) claims to ensure receipts match up, and compile simple monthly and yearly consolidated statements.
- Support the team by preparing accurate data for VAT returns, tax computations, and financial statements (Balance Sheet/Profit & Loss), and assist corporate auditors when they need documentation.
- Provide friendly administrative support to ensure our office insurances (inventory, medical, workmen’s compensation, and vehicle policies) are kept accurate and renewed on time.
- Pitch in with other routine administrative, operational, or commercial tasks as they come up to help keep our regional office running beautifully.
- Coordinate and work closely with team members in India and other international offices, gaining rich exposure to regional and global ways of working within Forbes Marshall.
Qualifications
- A Master’s or Bachelor’s degree in Commerce (M Com / B Com), Business Administration (BBA), Finance, Accounting, Economics, or a related field.
- 2 to 4 years of experience in accounting, finance support, office administration, or trading operations.
- Exposure to commercial operations or managing transactional workflows is a plus, but a proactive attitude is what matters most!
- Candidates currently residing in (or open to relocating to) the Sharjah or Dubai, UAE region are highly preferred.
Required Skills
- Comfort in working with numbers, reports, and financial data with a detail conscious approach.
- Ability to manage routine responsibilities, meet timelines, and maintain consistency in execution.
- Clear and professional skills for effective interaction with internal members, vendors, and service partners.
- Ability to follow standardized organizational processes and maintain accurate documentation.
Preferred Skills
- High competence in using Oracle ERP software and practical experience working with Microsoft Excel.
- Experience working with international teams or parent companies (e.g., India based headquarters).
- A genuine interest in building broader exposure across finance, administration, and trading workflows.
Why Join Forbes Marshall?
- Be part of a legacy spanning 80+ years of engineering excellence and global growth.
- Contribute to sustainability initiatives that reduce carbon footprints and optimize global energy efficiency.
- Work within the UAE market in close partnership with regional teams while collaborating with global teams, enhancing professional growth.
- Engage in meaningful projects that balance business success with environmental and social responsibility.
- Members gain valuable experience through challenging projects, exposure to advanced industry practices, and access to training and skill development opportunities.
- The culture promotes continuous learning, collaboration, and innovation, allowing members to reach their full potential and enhance their expertise across finance and operations.
Values we wish Members will Experience
- Integrity Energising Self: Ethics, ownership, and candour.
- Family Spirit Energising Members: Generosity, collaboration, accountability, and freedom to act.
- Excellence Energising Customers: Quality, innovation, and delivering customer benefits.
- Good Citizenship Energising Communities: Sustainability, diversity, and inclusivity.
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