Accountant & Administration Executive

**Job Title:** Accountant & Administration Executive **Department:** Finance and Administration **Industry:** ELV, CCTV, Security Systems and IT Infrastructure **Location:** UAE **Employment Type:** Full-Time **Reports To:** General Manager / Finance Manager Job Purpose The Accountant & Administration Executive will be responsible for managing the company’s day-to-day accounting activities while also supporting general administration, procurement documentation, project coordination and office operations. The ideal candidate should have strong accounting knowledge, good administrative and organisational skills, and preferably previous experience working with an ELV, CCTV, security systems, IT infrastructure, MEP or contracting company. Key ResponsibilitiesAccounting and Finance * Maintain accurate and up-to-date financial records, including journal entries, ledgers, invoices, receipts and payment vouchers. * Manage accounts payable and accounts receivable. * Prepare and issue customer invoices based on purchase orders, delivery notes, project milestones and work completion certificates. * Follow up with customers regarding outstanding payments and maintain an updated receivables ageing report. * Process supplier invoices and arrange payments based on approved purchase orders and delivery documentation. * Perform bank reconciliations, petty cash reconciliation and credit card reconciliation. * Prepare monthly financial reports, including profit and loss statements, cash-flow reports, receivables reports and payable reports. * Maintain project-wise revenue, cost, expense and profitability records. * Monitor project expenses, supplier costs, subcontractor payments and material purchases. * Assist management with budgeting, forecasting and cash-flow planning. * Maintain fixed asset registers and company expense records. * Coordinate with auditors and provide the required financial documents during audits. * Ensure proper filing and maintenance of all accounting documents. UAE VAT and Compliance * Prepare and maintain records required for UAE VAT reporting. * Assist in the preparation and submission of VAT returns. * Verify tax invoices to ensure compliance with UAE VAT requirements. * Maintain records of input VAT and output VAT. * Coordinate with external auditors, tax consultants, banks and government authorities when required. * Support the company in maintaining compliance with applicable UAE financial and administrative regulations. Payroll and Employee Administration * Prepare monthly payroll, salary statements, overtime calculations, deductions and employee reimbursements. * Coordinate salary processing through the Wage Protection System, where applicable. * Maintain employee attendance, leave records and payroll documentation. * Maintain employee files, including passports, Emirates IDs, visas, labour cards, employment contracts and insurance records. * Monitor the expiry dates of employee visas, Emirates IDs, labour cards, insurance policies and other official documents. * Coordinate with the PRO for visa applications, renewals, cancellations and other government-related processes. * Assist with employee onboarding and exit documentation. * Prepare salary certificates, employment letters, warning letters and other HR-related documents as required. Administration and Office Management * Manage the day-to-day administrative operations of the office. * Maintain organised physical and electronic filing systems. * Prepare official letters, quotations, invoices, purchase orders, delivery notes and other business correspondence. * Maintain records of company licences, establishment cards, tenancy contracts, insurance policies and vehicle documents. * Monitor document expiry dates and coordinate renewals in advance. * Manage office supplies, stationery, printing materials and general office requirements. * Coordinate with landlords, building management, service providers, insurance companies and other external parties. * Handle incoming calls, emails, courier services and general office communications. * Schedule meetings, maintain calendars and assist management with administrative coordination. * Maintain confidentiality of company, employee, customer and financial information. ELV Project and Commercial Support * Maintain project-wise documentation for CCTV, access control, structured cabling, networking, intercom, gate barrier, audiovisual and other ELV projects. * Create and maintain separate financial records for each project, including purchase value, sales value, invoiced amount, collection status, project expenses and profitability. * Coordinate with project managers, engineers, procurement teams and sales teams for project-related documentation. * Verify customer purchase orders against quotations and approved commercial terms. * Prepare project invoices based on delivery, installation, testing, commissioning and project completion milestones. * Maintain records of delivery note