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Operations & Finance Administrator
Talk Ports
Sharjah, UAE
Full Time
Mid
Onsite
1 weeks ago
XeroMicrosoft ExcelMicrosoft OfficeOrganizational SkillsAttention to DetailCommunication Skills
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XeroMicrosoft ExcelMicrosoft Office
About the Role
Talk Technology Group seeks an Operations & Finance Administrator for their Sharjah office. The role combines warehouse/logistics support, procurement, office administration, project support, and compliance.
Key Skills for This Role
XeroMicrosoft ExcelMicrosoft OfficeOrganizational SkillsAttention to DetailCommunication Skills
Responsibilities
- Supporting the Warehouse & Logistics Manager with shipment documentation
- Preparing commercial invoices, packing lists and shipping documentation
- Assisting with supplier returns (RMAs) and warranty processes
- Liaising with customers regarding order status, shipment updates and delivery schedules
- Assisting the WLM with coordination of inbound and outbound shipments
- Maintaining accurate shipment records and logistics documentation
- Provide administrative support for finance processes using Xero, including raising purchase orders, preparing quotations and assisting with expense processing
- Liaising with vendor partners regarding quotations, pending orders and delivery schedules
- Raising purchase orders and tracking supplier deliveries
- Monitoring open orders and expediting delayed deliveries
- Maintaining supplier databases and pricing records
- Assisting with procurement administration and vendor on boarding
Requirements
- Minimum 3 years' experience in an administration, operations, office management or coordination role
- Experience working within an international trading, technology, logistics or distribution business
- Experience coordinating multiple stakeholders across different countries and time zones
- Experience using Xero accounting software
- Strong proficiency in Microsoft Office applications, particularly Excel
- Good understanding of basic finance and commercial processes
- Exceptional organisational skills and attention to detail
- Strong written and verbal communication skills in English
- Based at our office in Sharjah, UAE
- Must hold a valid UAE driving licence and have access to their own vehicle
Full Job Posting
Who are we?
- Talk Technology Group is a multi national IT company operating in the Middle East, African and Asia regions.
- We distribute and integrate solutions including LED Lighting, Software, Networking, Print, Point of Sale, Industrial Computing, Security and Terminal Operating Systems.
What is the role?
- Our expanding business needs a new Operations & Finance Administrator based in our UAE Office, reporting to the Finance Manager.
Warehouse & Logistics Support
- Supporting the Warehouse & Logistics Manager (WLM) with shipment documentation.
- Preparing commercial invoices, packing lists and shipping documentation.
- Assisting with supplier returns (RMAs) and warranty processes.
- Liaising with customers regarding order status, shipment updates and delivery schedules.
- Assisting the WLM with the coordination of inbound and outbound shipments.
- Maintaining accurate shipment records and logistics documentation.
Procurement & Order Management
- Provide administrative support for finance processes using Xero, including raising purchase orders, preparing quotations and assisting with expense processing.
- Liaising with vendor partners regarding quotations, pending orders and delivery schedules.
- Raising purchase orders and tracking supplier deliveries.
- Monitoring open orders and expediting delayed deliveries.
- Maintaining supplier databases and pricing records.
- Assisting with procurement administration and vendor on boarding.
- Keeping up to date with foreign exchange rates, particularly GBP/USD/NGN/AED.
- Maintaining the CRM system, ensuring sales opportunities, pipeline activity and project progression are updated.
- Administration support for the sales team.
Office Administration
- Managing the UAE office facilities, supplies and equipment on a day to day basis.
- Managing company mobile phones, internet services and utilities.
- Maintaining company records, filing systems and company documentation.
- Coordinating with COO and Finance Manager visa and labour documentation with external providers.
- Professionally managing incoming communications, including telephone calls, emails and correspondence.
- Updating project trackers and documentation in conjunction with FM, CEngO and CTO.
- Working with the FM on ad hoc administrative, operational and business support tasks.
- Providing basic finance, administration and operational support during periods of absence of the FM.
- Supporting onboarding activities and maintaining personnel records.
Project Support
- Maintaining project documentation and project folders.
- Tracking project milestones and administrative actions.
- Assisting the CEngO with project reporting and status updates.
- Supporting customer documentation requests.
- Coordinating engineer travel, visas and accommodation where required with the CEngO and COO.
Compliance & Governance
- Maintaining company licences and compliance records.
- Tracking licence, visa and insurance renewal dates.
- Supporting audit preparation and compliance activities.
- Maintaining supplier and customer due diligence records.
Experience & Knowledge
- Minimum 3 years' experience in an administration, operations, office management or coordination role.
- Experience working within an international trading, technology, logistics or distribution business.
- Experience coordinating multiple stakeholders across different countries and time zones.
- Experience working within a UAE Free Zone environment would be advantageous.
- Experience using Xero accounting software.
- Strong proficiency in Microsoft Office applications, particularly Excel.
- A good understanding of basic finance and commercial processes.
Skills & Competencies
- Exceptional organisational skills and attention to detail.
- Strong written and verbal communication skills in English.
- Ability to manage multiple priorities in a fast paced and dynamic environment.
- Comfortable handling a varied role that combines administration, operational support and customer service.
- Strong relationship building skills with customers, vendors and internal stakeholders.
- Analytical mindset with the confidence to question processes and identify opportunities for improvement.
- Strong problem solving skills and a proactive approach to challenges.
- Ability to work independently while also collaborating effectively as part of a team.
- Highly organised, proactive and capable of managing competing deadlines.
Additional Requirements
- Based at our office in Sharjah, UAE.
- Approximately 37.5 hours per week.
- Must hold a valid UAE driving licence and have access to their own vehicle.
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