Company: Trident Metals DMCC

Location: JLT, Dubai, UAE

Employment Type: Full-Time

Job Summary

Trident Metals DMCC is seeking a detail-oriented and proactive Admin Assistant to support daily office operations and ensure smooth administrative and commercial coordination. The ideal candidate will manage office administration, documentation, client communication, and import/export processes while supporting management and maintaining efficient workflow.

Key Responsibilities

Front Office & Communication

• Meet and greet visitors in a professional manner
• Answer, screen, and direct incoming phone calls
• Act as the point of contact for internal and external clients and suppliers
• Maintain updated contact lists

Administrative Support

• Organize and schedule appointments
• Plan meetings and prepare detailed minutes
• Write and distribute emails, correspondence, memos, and letters
• Assist in preparing regularly scheduled reports
• Develop and maintain an organized filing system
• Update and maintain office policies and procedures
• Order and manage office supplies
• Liaise with executive and senior management to ensure smooth office operations
• Handle general administration and coordinate with banks

Travel & Coordination

• Book travel arrangements for managers and visitors (hotel and airline bookings)

Import & Export Documentation

• Prepare import and export documentation
• Arrange certificates of origin from the Chamber of Commerce
• Coordinate with quality inspection agencies
• Issue sales contracts and purchase orders
• Follow up on shipments and payments with foreign suppliers and buyers

Accounts & Financial Support

• Submit and reconcile expense reports and upload data to accounting software
• Maintain accounts and petty cash records
• Research and identify new deals, suppliers, and buyers

Working Hours

• Monday to Saturday: 10:00 AM – 6:00 PM
• Saturday: Hybrid (Work from Home option)
• Location: Office in JLT, Dubai

Skills

Education

• Bachelor’s degree in Business Administration, Commerce, Accounting, or related field (preferred)

Technical Skills

• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint)
• Experience with accounting software and expense reporting systems
• Knowledge of import/export documentation procedures
• Familiarity with preparing sales contracts and purchase orders
• Basic accounting knowledge (petty cash handling, expense reconciliation)
• Ability to manage filing systems and documentation efficiently

Administrative & Organizational Skills

• Strong organizational and time management skills
• Ability to multitask and prioritize tasks effectively
• Experience in scheduling meetings and preparing minutes
• Attention to detail and accuracy in documentation
• Ability to manage office supplies and vendor coordination

Communication Skills

• Excellent verbal and written communication skills in English
• Professional phone etiquette
• Strong interpersonal skills to liaise with clients, suppliers, banks, and management
• Ability to act as a point of contact for internal and external stakeholders

Commercial & Coordination Skills

• Ability to follow up on shipments and payments with foreign suppliers and buyers
• Vendor and supplier research capability
• Travel coordination and booking experience

Personal Attributes

• Professional and presentable personality
• High level of integrity and confidentiality
• Self-motivated and proactive
• Ability to work independently and as part of a team
• Problem-solving mindset