Administrative Assistant

About the Company

For more than eight decades, Forbes Marshall has been creating products and services that improve manufacturing performance and raise energy efficiency. With sustainability and lower carbon emissions becoming increasingly important worldwide, the company offers practical solutions designed to help businesses operate responsibly, use energy more effectively, and improve process outcomes.

Its solutions deliver measurable impact, including annual fuel savings of up to 1.5%, avoidance of 122,000 tonnes of CO2 emissions each year, conservation of 10 million liters of water per hour, and operational uptime that exceeds industry standards.

About the Role

The Administrative Assistant will support the daily functioning of the UAE office in Sharjah. This position combines administrative coordination, trading and commercial support, finance-related tasks, and communication with global teams to keep the Middle East entity running efficiently. It is well suited to someone adaptable, organized, and comfortable working across finance, operations, and customer-facing workflows in a collaborative corporate setting.

Key Responsibilities

• Enter customer purchase orders into the system, track materials, and work with warehouse and delivery teams to support timely invoicing and customer service.
• Handle local invoicing tasks and maintain day-to-day follow-up on accounts receivable, accounts payable, and vendor payment tracking.
• Support import-related coordination under the Admin Manager, including preparing purchase orders for imports, working with Custom House Agents for clearances, and assisting with quarterly stock reviews.
• Review travel and petty cash claims, verify supporting receipts, and prepare consolidated monthly and annual statements.
• Assist with VAT return preparation, tax computation support, financial statement data, and documentation required by corporate auditors.
• Help manage office insurance renewals and records for inventory, medical, workmen’s compensation, and vehicle policies.
• Take on additional administrative, commercial, or operational duties as needed to support the regional office.
• Coordinate with colleagues in India and other international locations to ensure smooth cross-border collaboration.

Qualifications

• A bachelor’s or master’s degree in Commerce, Business Administration, Finance, Accounting, Economics, or a closely related field.
• 2 to 4 years of experience in accounting, finance support, office administration, or trading operations.
• Experience with commercial workflows or transactional processes is an added advantage.
• A proactive work style and willingness to learn are considered important for success in this role.
• Candidates currently based in, or open to relocating to, Sharjah or Dubai are strongly preferred.

Required Skills

• Comfort with numbers, reports, and financial data
• Strong organization and time management
• Clear professional communication
• Attention to detail and accurate record keeping
• Process adherence and documentation discipline
• Ability to coordinate with vendors and internal teams
• Basic accounting and transaction tracking knowledge
• Cross-functional administrative support
• Collaboration across international teams
• Working knowledge of ERP systems and Microsoft Excel

Why Join

Join an established organization with a long history of engineering excellence and global growth. This opportunity offers exposure to sustainability-focused work, collaboration with regional and international teams, and practical learning across finance and operations. The environment encourages continuous learning, teamwork, innovation, and professional development.

Values

• Integrity: acting with ethics, responsibility, and honesty.
• Family Spirit: showing collaboration, accountability, generosity, and the freedom to take initiative.
• Excellence: focusing on quality, innovation, and customer value.
• Good Citizenship: supporting sustainability, diversity, and inclusion.