Administration & Accounting Executive

Job description / Role

Administrational Responsibilities
• Coordinate with the Head Office Administration team to plan, procure and administer essential requirements for the KSA office including but not limited to stationary, office and pantry supplies, hotel bookings, air tickets, courier services and housekeeping.
• Keep a record of the available stock of office, stationary and pantry supplies, prepare and manage inventory reports and work with the Head Office team to develop a procedure to replenish stocks.
• Coordinates with external service providers such as Medical insurance, IT, legal and PRO services to ensure the services provided are as per agreed SLAs.
• Coordinate with the Property Management Company, for general maintenance and upkeep of the office.
• Manage the procurement process for KSA operations by collecting procurement requirements and submitting effective and systematic requests timely to Head Office to minimize ad-hoc requests.
• For KSA based employees, administer the medical claims, reimbursements, and deletions and additions for the medical insurance.
• Coordinate effectively with suppliers to schedule, track and verify deliveries to ensure the services of the suppliers are completed and accurate delivery notes and invoices are received and reported to the Head Office.
• Manage the administration petty-cash and respond to ad-hoc requirements to meet operational needs.
• Oversee the spending and ensure the costs are controlled and managed efficiently.
• Prepare and sends expense reports with proper justification.
• Refer any issues / escalations to the attention of the Country Manager.
• Coordinate with external courier to ensure timely delivery and pick up of important office materials, documents and parcels from and to the Head Office.
• Ensure that the office, the surrounding areas and its facilities are tidy, presentable and functional.
• Coordinate with the HR department to issue employee related letters like NOCs, salary certificates, experience and tenure letters and any other letters requested by employees.
• Coordinate with the HR department and provide support on new employees on boarding and induction process.
• Administrate employee attendance and leave management and escalate any issues to the country manager and HR department.

Accounting Responsibilities
• Preparation of daily cash flow and working capital statements, utilisation of cash for procurement and assess budgeting impact on cash flow.
• Preparation of required reports in monitoring the Inventory and receivables
• Effective management of credit facilities and maintaining the records for monitoring the same?
• Match the vendor invoices with purchase orders and accounting and preparation of payment for such expenses.
• Preparation of ageing reports for vendors and receivables.
• Preparation of schedules for the control accounts and also reconciliation of inter company accounts.
• Ensure that all financial records are accurate, complete, and in compliance with the company accounting guidelines.
• Prepare, analyze and report weekly, monthly, quarterly gross margin analysis by brand by customer.

Requirements

• Degree in Accounting or other relevant degree
• 3-5 years of progressive professional experience in accounting and administration

Job Knowledge
• Strong communication and interpersonal skills
• Strong Organizational Skills
• Strong analytical skills and business acumen – forecasting ability and knowledgeable in metrics/numeric reporting
• Quality and customer service orientation
• Commercial Awareness
• Customer Focus and Understanding
• Result Oriented
• Leadership Skills
• Functional & Technical Skills
• In-depth knowledge of Microsoft Office Applications, specifically Excel

About the Company

Ahmed Seddiqi & Sons is a family owned entity with a large portfolio of Swiss Watch brands. Thanks to its brand strategy and the vision of the late Mr. Ahmed Seddiqi, Ahmed Seddiqi & Sons has enjoyed a steady expansion since its inception in the late 1940s.

At the group, we believe that each employee contributes to the growth and success of the company, and this is evident with the strong and loyal workforce of 480 plus employees, some of whom have been with the organization since 1968.

Ahmed Seddiqi & Sons is the largest distributor of Swiss Brand watches in the Middle East. We offer world-class and exquisitely designed watches and jewellery. From a humble beginning of a single store in 1950s, today Ahmed Seddiqi & Sons portfolio consists of over 50 prestigious brands across 52 locations in the UAE.