Administrative Assistant

FEYNLAB Inc - الإمارات - دبي

Location: Feynlab Dubai Branch

Employment Type: Full-Time


About Us:

Feynlab is a global leader in the surface coatings industry, delivering innovative solutions to customers worldwide. Our Dubai branch is a dynamic hub, supporting regional operations with excellence and efficiency. With our headquarters in the US, we are a global company committed to innovation and excellence.


Position Overview:

We are seeking a highly organized and detail-oriented Administrative Officer to join our Dubai branch. This is an onsite position. The successful candidate will oversee purchasing, procurement, and all company payment processes, as well as assist with HR duties and general office administration, ensuring smooth operations and compliance with internal policies. The ideal candidate should have exceptional ability, logical thinking, and the confidence to make decisions. The candidate is exceptionally organized with a can-do attitude and is willing to work flexible hours. Some evening work (remote) may be required to accommodate US timings.


Key Responsibilities:

Administrative Support:

  • Carry out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence and memos.
  • Maintain organized records and documentation for procurement, payments, and general administrative activities.
  • Maintain general office files and other files related to the company’s operations.
  • Assist in preparing and reviewing contracts, purchase orders, and other official documents.
  • Oversee the maintenance of office facilities and equipment.

Purchasing & Procurement:

  • Manage the procurement of office supplies, equipment, furniture, packaging, retail, and other supplies for company products, ensuring timely delivery and cost-effectiveness.
  • Handle international procurement, including sourcing and coordinating with suppliers from US, China, and other countries.
  • Build and maintain relationships with vendors, negotiating contracts and terms to optimize value.
  • Monitor and manage inventory levels, placing orders as necessary to maintain operational continuity.

Payments & Financial Administration:

  • Process and track all company payments, including supplier invoices, utilities, and other operational expenses.
  • Reconcile payment records and ensure compliance with company financial policies and local regulations.
  • Work closely with the finance team to provide accurate payment reports and support budgeting processes.

Human Resources Support:

  • Monitor employee attendance and maintain accurate attendance records.
  • Assist in organizing and maintaining employee files and HR documentation.
  • Support HR-related activities such as onboarding and general employee queries.
  • Work with free zones to assist with visa processing and employment contracts for employees.

E-Commerce Management:

  • Oversee e-commerce portal management, ensuring products are up to date.
  • Ensure orders are fulfilled accurately and on time, coordinating with relevant teams as necessary.

Compliance & Reporting:

  • Ensure all procurement and payment activities comply with company policies and legal requirements.
  • Prepare regular reports on procurement activities, payment statuses, and operational efficiency for management review.

Qualifications:

  • Experience with international procurement, including China.
  • Degree in Business Administration, Finance, or a related field.
  • Proven experience in an administrative role with responsibilities in procurement, financial processes, HR support, and e-commerce, preferably in a corporate setting.
  • Exceptional academic record; must be in the top 10% of your graduating class.
  • Strong knowledge of purchasing and procurement best practices.
  • Familiarity with payment processing and financial reconciliation.
  • Proficiency in Microsoft Office Suite and inventory management software.
  • Excellent organizational and multitasking skills.
  • Strong interpersonal and communication abilities.
  • Logical thinker with confidence to make decisions.
  • Fluency in English.

What We Offer:

  • Competitive salary and benefits package.
  • Flexible office timings.
  • Educational allowance to support your continuous learning and development.
  • Opportunity for growth and promotion within the company.
  • A supportive and dynamic team environment.


Join Feynlab and be part of a team that is redefining the surface coatings industry!

تاريخ النشر: اليوم
الناشر: LinkedIn
تاريخ النشر: اليوم
الناشر: LinkedIn