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Senior Finance & Office Manager

We are looking for a Senior Finance and Office Manager to join our Dubai operations. You will work closely with Client Services department and Group CFO to manage the Dubai operations.

 

Your areas of responsibilities will be:

 

Accounting

  • Work closely with Client Services teams to address financial and contractual issues, ensure financial deadlines are managed and maintained Maintain bank reconciliation, prepare cash flow statement and record petty cash expenses

  • Contribute to set up and streamline internal procedures to improve productive collaboration within the agency, with client-side financial departments and third-party suppliers.

  • Maintain organized files of secured copies of bank documents, contracts, correspondences, receipts, invoices for audit review

  • Maintain a framework of internal control to ensure that accounting records are complete and accurate

  • Administer petty cash, expenditure reimbursements and company credit card

  • Maintain relationships with Head Office, Group CFO, banks and administer company credit cards

  • Process and distribute invoices in a timely and efficient manner by following company policy

  • Manage accounts payable and accounts receivable and ensure that invoices are completed on time

  • Reconcile account balances and bank statements, maintain general ledger and prepare month-end close procedures matching actual data vs forecast and post journal entries for sales accruals by ensuring all required supporting documents are presented and readily available for audit purposes

  • Produce error-free accounting reports and present their results

  • Prepare payroll by WPS, Calculate leave and end of service benefit as per UAE law

  • VAT filing and submission as per UAE FTA laws

  • Prepare monthly and year end P&L accounts and balance sheet

  • Analyze financial information and summarize financial status

  • Spot errors and suggest ways to improve efficiency and spending to ensure cost-effectiveness  

  • Review and recommend modifications to accounting systems and procedures

  • Maintain and update supplier and client master files

 

Human Resources

  • Act as the main point of contact for all HR Matters, working closely with management.

  • Develop job descriptions, liaising with recruiting agents, placing ads; CV screening and reference checking

  • Manage the on- boarding process for new starts, including general PRO process, preparation of offer letters, employment documentation, new starter checklist and induction programs

  • Administer HR Leave calendar, employee leave, health insurance, exit procedures, attendance register, performance reviews, weekly HR WIP report etc.

  • Manage visa and renewals, ID Cards and general administration, ensuring legal compliance

  • Maintain employee records and master files

 

Office Administration / Executive Assistant

  • Ensure the company is compliant with all legal requirement including Commercial license renewal, vendor contracts renewal across the wider network in MENA, USA and Turkey

  • Manage and maintain executive’s schedules, appointments and travel arrangements, including booking airfare, accommodation, transport, and visas

  • Manage and provide PA support to MD including calendar management, monitor correspondence, screen calls and collate expense on a monthly basis

  • Set up meeting rooms and prepare agendas for meetings.

  • Organizie global group meetings, setup video conferences and conference calls

  • Prepare weekly WIP and timesheet reports

  • Devise, organize and maintain files and records of the Company, including confidential data management

  • First point of contact of all external suppliers (e.g. Medical Insurance, Travel Insurance, Business Insurance and other suppliers)

  • Prepare and edit correspondence, reports and presentations, as required

 

 

Requirements

  • 6+ years of experience in a similar role

  • Proven experience as a financial controller, accounting supervisor, chief or senior accountant

  • Excellent analytical skills and thorough knowledge of accounting principles to analyze financial reports and forecasts.

  • Hands-on experience with accounting software packages, like FreshBooks and QuickBooks

  • Advanced MS Excel skills

  • Accuracy and attention to detail

  • Proven ability to manage multiple assignments while meeting tight deadline schedules

  • Must have excellent problem solving, analytical and communication skills

  • The ideal candidate has also experience in a marketing agency and working closely with Project Management, Group CFO and Client Services departments

  • Ability to establish priorities, work to strict deadlines, and to deal with shifting and conflicting deadlines and priorities

  • Ability to work independently and in a team environment

 

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If this sounds like you, please send cover letter and resume to careers@fifthestatenyc.com

Location:

Dubai