Office Administrator / Executive Assistant – Atlantis marine and power solution fz llc

Atlantis Marine and Power Solution FZ-LLC is a RAKEZ-licensed trading company supplying used power generation equipment and marine spare parts (Wartsila, MAN and similar medium-speed engines) to customers in the UAE, Turkey, Korea and Europe. We are a small, fast-moving team with a global network of partners.

We are hiring an Office Administrator / Executive Assistant to take over all company administration from the Managing Director: licence and visa renewals, bank paperwork, coordination with our external accountant, and keeping the company’s documents and deadlines in order. This is a hands-on role with real ownership from day one and direct access to the Managing Director. You will be the person who makes sure nothing expires, nothing gets lost, and every request from the bank, the free zone or the accountant is answered on time.

Key responsibilities:

• Own all company renewals: trade licence, establishment card, employee visas, Emirates IDs, medical insurance, office lease and vehicle registrations. Track every expiry date and start renewals well before they are due.
• Handle banking administration: prepare and submit KYC updates, account forms, letters and supporting documents; liaise with our bank relationship manager; keep bank correspondence organized.
• Coordinate with our external accountant: collect and organize invoices, receipts and bank statements each month; make sure VAT and corporate tax filings have what they need on time; follow up on open questions.
• Maintain a clean digital and physical filing system for contracts, licences, shareholder documents, insurance policies and correspondence, with a document register of expiry dates.
• Support the Managing Director: manage calendar and travel bookings, prepare letters and forms for signature, and chase pending items with government portals, typing centres, suppliers and service providers.
• Assist the sales team with paperwork: proforma invoices, shipping and customs documents, and customer or supplier registration forms.

Working hours: monday to friday, 9 AM to 5 PM.

Benefits: Employment visa, medical insurance, travel opportunities, gaining experience, joining international expos, annual leave and paid public holidays as per UAE Labour Law.

Job Details

Preferred Candidate

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