Administration Coordinator

Company:  Novocycle Technologies MENA FZ-LLC

Location:  UAE

Reports to:  Managing Director / Group Functions (HR & Finance)

Role Purpose

The Administrative Coordinator supports the daily administrative, regulatory, and financial operations of Novocycle Technologies MENA FZ-LLC. The role ensures smooth coordination with local authorities, accurate bookkeeping preparation, and professional handling of internal and external correspondence.

This position is operational, detail-driven, and critical for compliance and continuity. It is not a junior “assistant” role in disguise, and it is not strategic leadership either. It is about reliability, structure, and execution.

Key Responsibilities

1. AXS Portal & Regulatory Administration

· Manage the  AXS Portal  for the company, including:

• License renewals and regulatory filings
• Employment-related submissions
• HR-related administrative updates

· Monitor deadlines and ensure timely submissions to avoid compliance risks.

· Coordinate with free zone authorities and external service providers when required.

· Maintain organized digital and physical records of licenses, permits, and approvals.

2. HR Administrative Support

· Support HR-related administration including:

• Employment documentation
• Staff records and updates
• Coordination with Group HR when required

· Ensure accuracy and confidentiality of employee-related data.

· Support onboarding and offboarding administration from a local compliance perspective.

3. Bookkeeping Preparation (QuickBooks)

· Prepare bookkeeping entries in  QuickBooks , including:

• Invoices
• Expense records
• Payments and receipts

· Ensure financial records are complete, accurate, and ready for review.

· Coordinate with external accountants or Group Finance as needed.

· Maintain organized financial documentation and supporting files.

4. Correspondence & Office Administration

· Handle professional correspondence with:

• Authorities
• Service providers
• Internal stakeholders

· Draft, send, and archive emails, letters, and official documents.

· Support general office administration and coordination tasks.

· Act as a reliable point of contact for administrative matters.

Required Qualifications & Experience

· Proven experience in administrative coordination or office administration.

· Familiarity with  AXS Portal  or similar UAE free zone systems.

· Practical experience using  QuickBooks  or similar accounting software.

· Basic understanding of HR and employment administration.

· Strong organizational and documentation skills.

· Fluent in English (written and spoken). Arabic is an advantage.

Key Skills & Attributes

· Highly organized and detail-oriented.

· Reliable, discreet, and structured.

· Comfortable working with regulations, deadlines, and compliance topics.

· Able to work independently while coordinating with Group functions.

· Calm under pressure and capable of handling routine complexity without drama.

What Success Looks Like

· Licenses and regulatory obligations are always up to date.

· Financial records are clean, accurate, and audit-ready.

· HR administration runs smoothly with no surprises.

· Correspondence is professional, timely, and well-documented.

· Management does not have to chase basic administrative tasks.