Admin / Office Manager

Admin & Office Manager

Dubai, UAE

AGHA Windows Cleaning Services LLC

*About AGHA Services*

AGHA Windows Cleaning Services LLC is a leading facilities services company in the UAE, specializing in professional cleaning, pest control, and maintenance solutions. We are committed to operational excellence, customer satisfaction, and maintaining the highest standards of professionalism across all our services.

We are currently seeking an experienced, highly organized, and detail-oriented Admin & Office Manager to oversee our administrative operations and ensure the smooth functioning of office, HR administration, payroll coordination, transactional record keeping, and daily operational support.

*Position Summary*

The Admin & Office Manager serves as the central administrative hub of the company, responsible for managing office operations, recording and maintaining business transactions, supporting payroll and HR administration, coordinating reporting requirements, maintaining company records, and ensuring efficient communication between departments and external stakeholders.

The successful candidate will play a critical role in supporting management through accurate record keeping, timely reporting, operational coordination, and administrative leadership.

Reporting To: Managing Director

*Key Responsibilities*

*1. Administration & Data Management*

• Maintain accurate administrative records and company documentation.
• Manage company filing systems, databases, and operational records.
• Ensure all company transactions are properly recorded and archived.
• Maintain document version control and administrative procedures.
• Organize and manage office correspondence and communication.

*2. Transaction Recording & Invoicing*

• Record invoices, bills, expenses, receipts, and payments in Zoho Books.
• Ensure all transactions are entered accurately and promptly.
• Issue customer invoices immediately upon job completion confirmation.
• Maintain accurate financial and operational records.
• Support management with data extraction and reporting.

*3. Quotation Administration*

• Prepare and issue client quotations following pricing approvals.
• Ensure quotations are dispatched within approved timelines.
• Maintain quotation records and tracking logs.
• Follow company procedures for quotation control and documentation.

*4. Payroll Administration*

• Manage monthly payroll preparation processes.
• Extract attendance data from BioTime attendance systems.
• Prepare payroll records, salary schedules, and supporting documentation.
• Coordinate payroll submissions within company deadlines.
• Ensure payroll documentation is complete and accurate.

*5. HR Administration*

• Maintain employee files and personnel records.
• Monitor attendance, leave records, warnings, deductions, and disciplinary documentation.
• Prepare daily attendance reports and monthly HR reports.
• Maintain strict confidentiality of employee information.
• Ensure all HR records comply with company requirements.

*6. Document & Compliance Management*

*Monitor expiry dates for:*

• Employee visas
• Labor permits
• Trade licenses
• Company insurances
• Regulatory documents

Issue renewal alerts well in advance.

Ensure no company or employee documentation expires.

*7. Office Operations Management*

• Oversee day-to-day office administration.
• Manage office supplies, vendors, and administrative requirements.
• Coordinate driver schedules and office logistics.
• Maintain inventory records and office assets.
• Support operational teams with scheduling and administrative coordination.

*8. Receivables Tracking*

• Maintain accounts receivable records.
• Update aging reports and collections status.
• Record customer payments and outstanding balances.
• Escalate issues when required.

9. Reporting & Management Support

*Prepare and submit regular reports, including:*

• Daily Flash Reports
• Daily Attendance Reports
• Monthly HR Reports
• Payroll Documentation
• Petty Cash Reconciliations
• Cash Position Reports
• Receivables Status Reports
• Document Expiry Alerts

*Required Qualifications*

• Bachelor's Degree in Business Administration, Management, or related field.
• Minimum 4-6 years of experience in Administration, Office Management, or a similar role.
• Previous supervisory experience is highly preferred.
• Strong knowledge of office administration processes and reporting systems.

*Technical Skills*

• Advanced Microsoft Office / Microsoft 365 skills (particularly Excel).
• Experience using Zoho Books.
• Familiarity with attendance management systems such as ZKTeco BioTime.
• Strong data entry and records management skills.
• Excellent report preparation and documentation abilities.

*Key Competencies*

✅ Exceptional organizational skills

✅ High attention to detail and accuracy

✅ Strong record-keeping discipline

✅ Ability to meet strict deadlines

✅ Professional communication skills

✅ Confidentiality and integrity

✅ Problem-solving mindset

✅ Ability to manage multiple priorities

✅ Strong leadership and team coordination abilities

✅ Proactive and results-oriented approach

*What We Offer*

• Competitive salary package
• Professional and supportive work environment
• Career development opportunities
• Exposure to a growing and dynamic organization
• Opportunity to work closely with senior management

*How to Apply*

Interested candidates who meet the above requirements are invited to send their updated CV to: info@agha-services.ae

Subject Line: Application for Admin & Office Manager Position

Only shortlisted candidates will be contacted.

Pay: AED7,000.00 - AED9,000.00 per month

Work Location: In person