Registration Administrator

JOB PURPOSE

The Registration Administrator role is to support the day-to-day registration operations of the Registrar’s Office, ensuring accurate processing of company incorporation, amendments, and deregistration requests in compliance with relevant regulations and internal procedures. The role involves document verification, customer interaction, records maintenance, and system data updates to uphold the integrity of the company registry and contribute to seamless client onboarding and lifecycle management.

CORE RESPONSIBILITIES

Registration & Licensing Operations:

• Process applications for company incorporation, amendments (e.g., name change, activity update), and deregistration in line with RAKEZ’s regulatory framework.
• Verify completeness and accuracy of submitted documentation and escalate anomalies or inconsistencies to the Licensing Supervisor.
• Prepare and issue Certificates of Incorporation and other official company documents.
• Maintain digital and physical records of registered entities, ensuring timely data entry and updates on relevant platforms.
• Support issuance and management of share certificates, resolutions, and related corporate documents where applicable.
• Ensure documents are aligned with policies governing the Register of Companies and Register of Security Interests.

Client Support:

• Respond to client queries related to registration processes, required documentation, and general procedural guidelines through email, phone, or walk-in interactions.
• Guide clients and agents through online platform usage and troubleshoot common issues.
• Ensure clients are updated on their registration status and proactively follow up on pending or missing documents.

System & Process Integrity:

• Enter, update, and validate registration data on internal platforms to maintain data accuracy and integrity.
• Support system enhancement initiatives by identifying registration-related process bottlenecks or user pain points.
• Assist in quality control checks, audits, and routine file reviews to uphold compliance with internal policies.

Reporting & Coordination:

• Support the generation of reports on registration activities, pending tasks, and processed requests.
• Coordinate with internal stakeholders (e.g., Legal, Finance, Client Experience) for registration matters involving cross-functional input or escalation.
• Provide administrative assistance to the Licensing Supervisor for audits, client case reviews, or regulatory requests.

Compliance & Policy Adherence:

• Follow established internal SOPs and Free Zone regulations related to registration and documentation.
• Maintain confidentiality of client data and ensure alignment with regulatory retention requirements.
• Escalate unusual cases or potential non-compliance to the Licensing Supervisor in a timely manner.

QUALIFICATIONS, EXPERIENCE, & SKILLS

• Bachelor’s degree in business administration, Legal Studies, or a related field.
• Certifications in Free Zone operations, compliance, or document control are a plus.
• Minimum of 2–4 years in administrative support, registration, or client-facing roles.
• Experience in a Free Zone, regulatory, or company formation environment preferred.
• Strong attention to detail and ability to work with confidential data.
• Good understanding of business registration processes and document requirements.
• Familiarity with CRM and registration systems.
• Proficient in MS Office (Word, Excel, Outlook).
• Fluent in English & Arabic
• Excellent communication and organizational skills.