Office Administrator / Executive Assistant

Company Overview

Atlantis Marine and Power Solution FZ-LLC is a RAKEZ-licensed trading company supplying used power generation equipment and marine spare parts (Wartsila, MAN and similar medium-speed engines) to customers in the UAE, Turkey, Korea and Europe. We are a small, fast-moving team with a global network of partners.

About the Role

We are hiring an Office Administrator / Executive Assistant to take over all company administration from the Managing Director: licence and visa renewals, bank paperwork, coordination with our external accountant, and keeping the company's documents and deadlines in order.

This is a hands-on role with real ownership from day one and direct access to the Managing Director. You will be the person who makes sure nothing expires, nothing gets lost, and every request from the bank, the free zone or the accountant is answered on time.

Key Responsibilities

• Own all company renewals: trade licence, establishment card, employee visas, Emirates IDs, medical insurance, office lease and vehicle registrations. Track every expiry date and start renewals well before they are due.
• Handle banking administration: prepare and submit KYC updates, account forms, letters and supporting documents; liaise with our bank relationship manager; keep bank correspondence organized.
• Coordinate with our external accountant: collect and organize invoices, receipts and bank statements each month; make sure VAT and corporate tax filings have what they need on time; follow up on open questions.
• Maintain a clean digital and physical filing system for contracts, licences, shareholder documents, insurance policies and correspondence, with a document register of expiry dates.
• Support the Managing Director: manage calendar and travel bookings, prepare letters and forms for signature, and chase pending items with government portals, typing centres, suppliers and service providers.
• Assist the sales team with paperwork: proforma invoices, shipping and customs documents, and customer or supplier registration forms.

Working Hours

Monday to Friday, 9 AM to 5 PM

Benefits

• Employment visa
• Medical insurance
• Travel opportunities
• Gaining experience
• Joining international expos
• Annual leave and paid public holidays as per UAE Labour Law

Skills & Requirements

• 2+ years of administrative or executive assistant experience in the UAE
• Hands-on experience with free zone licence and visa renewals (RAKEZ, JAFZA, DMCC or similar) and UAE government portals
• Familiarity with UAE bank procedures (KYC, account documentation, bank letters)
• Basic understanding of VAT invoicing and what an accountant needs each month
• Fluent English, written and spoken; able to draft formal letters and emails
• Confident with Excel / Google Sheets, Word and shared-drive filing
• Highly organized, reliable and able to work independently without daily supervision

Preferred

• Arabic language skills
• RAKEZ experience
• Background in a trading, marine or industrial company
• Familiarity with UAE corporate tax filing
• UAE driving licence

Preferred Candidate

Years of Experience: 2+ years

Nationality: All Arab Countries; All Eastern European Countries; All Western European Countries; Belarus; Bosnia and Herzegovina; Chile; China; Great Britain (UK); Philippines; Russian Federation

Gender: Female

Age: 18–35 years

Career Level: Mid Career