Administrative Assistant

About the Company For over 80 years, Forbes Marshall has led in delivering innovative products and services that enhance manufacturing processes and drive superior energy efficiency. With the increasing global focus on sustainable growth and reduced carbon emissions, Forbes Marshall provides practical, long-term solutions that help businesses operate responsibly, optimize energy usage, and improve process efficiency. Through our solutions, customers benefit from: • Up to 1.5% annual fuel savings, significantly reducing energy costs. • Avoiding 122,000 tonnes of CO2 emissions annually. • Saving 10 million liters of water per hour. • Achieving high operational uptime, surpassing industry benchmarks. About the Role The Administrative Assistant will play a vital role in the day-to-day operations of our UAE office. Based in Sharjah, this role involves managing routine administrative tasks, supporting trading and commercial operations, and coordinating with global teams to ensure the seamless functioning of our Middle Eastern entity. The role is ideal for a versatile and motivated professional who thrives in a collaborative corporate environment and enjoys a fulfilling blend of finance, administration, and customer operations. Responsibilities • Support Our Customers & Logistics: Help us deliver a great customer experience by entering customer purchase orders (POs) into our system, keeping track of materials, and coordinating smoothly with our warehouse and delivery teams for timely invoicing. • Keep Our Finance Operations Running Smoothly: Take ownership of local invoicing, manage tracking for accounts receivable and payable, and look after day-to-day vendor payments. • Assist with Import Logistics: Work under the guidance of our Admin Manager to prepare purchase orders for imports, coordinate with Custom House Agents (CHA) for smooth clearances, and assist with our quarterly inventory reviews. • Manage Team Expenses: Review team travel and individual imprest (petty cash) claims to ensure receipts match up, and compile simple monthly and yearly consolidated statements. • Collaborate on Audits & Compliance: Support the team by preparing accurate data for VAT returns, tax computations, and financial statements (Balance Sheet/Profit & Loss), and assist corporate auditors when they need documentation. • Help with Insurance & Renewals: Provide friendly administrative support to ensure our office insurances (inventory, medical, workmen’s compensation, and vehicle policies) are kept accurate and renewed on time. • Be a Team Player: Pitch in with other routine administrative, operational, or commercial tasks as they come up to help keep our regional office running beautifully. • Collaborate with Global Members: Coordinate and work closely with team members in India and other international offices, gaining rich exposure to regional and global ways of working within Forbes Marshall. Qualifications We believe great talent comes from diverse educational backgrounds. If you have a passion for finance and operations, we encourage you to apply! • Education: A Master’s or Bachelor’s degree in Commerce (M-Com / B-Com), Business Administration (BBA), Finance, Accounting, Economics, or a related field. • Experience: 2 to 4 years of experience in accounting, finance support, office administration, or trading operations. Exposure to commercial operations or managing transactional workflows is a plus, but a proactive attitude is what matters most! • Location Advantage: Candidates currently residing in (or open to relocating to) the Sharjah or Dubai, UAE region are highly preferred and will find this to be a fantastic local opportunity. Required Skills • Financial Literacy: Comfort in working with numbers, reports, and financial data with a detail-conscious approach. • Organizational Excellence: Ability to manage routine responsibilities, meet timelines, and maintain consistency in execution. • Communication: Clear and professional skills for effective interaction with internal members, vendors, and service partners. • Process Oriented: Ability to follow standardized organizational processes and maintain accurate documentation. Preferred Skills • Technical Proficiency: High competence in using Oracle ERP software and practical experience working with Microsoft Excel. • Cross-border Collaboration: Experience working with international teams or parent companies (e.g., India-based headquarters). • Versatility: A genuine interest in building broader exposure across finance, administration, and trading workflows. Why Join Forbes Marshall? Be part of a legacy spanning 80+ years of engineering excellence and global growth. Contribute to sustainability initiatives that reduce carbon footprints and optimize global energy efficiency. Work within the UAE market in close partnership with regional teams while collaborating with global teams, enhancing professional growth. Engage in meaningful projects that balance business success with environmental and social responsibility. At Forbes Marshall, members gain valuable experience through challenging projects, exposure to advanced industry practices, and access to training and skill development opportunities. The culture promotes continuous learning, collaboration, and innovation, allowing members to reach their full potential and enhance their expertise across finance and operations. Members contribute to an organization that supports energy efficiency and sustainability globally. This role allows the alignment of professional administrative and financial excellence with a purpose-driven mission, helping create a more sustainable future for the industries we serve. Collaboration is central to our work environment. Members work across regions, fostering knowledge sharing, teamwork, and excellence within the UAE operations and beyond, bridging the gap between local execution and global strategy. Values we wish Members will Experience • Integrity - Energising Self: Ethics, ownership, and candour. • Family Spirit - Energising Members: Generosity, collaboration, accountability, and freedom to act. • Excellence - Energising Customers: Quality, innovation, and delivering customer benefits. • Good Citizenship - Energising Communities: Sustainability, diversity, and inclusivity. Show more

2 to 4 years of experience in accounting, finance support, office administration, or trading operations. Education: Master’s or Bachelor’s degree in Commerce (M-Com / B-Com), Business Administration (BBA), Finance, Accounting, Economics, or a related field. Location: Sharjah or Dubai, UAE region preferred.

Support Our Customers & Logistics: Enter customer purchase orders (POs) into system, track materials, coordinate with warehouse and delivery teams for timely invoicing. Keep Our Finance Operations Running Smoothly: Own local invoicing, manage accounts receivable and payable tracking, handle day-to-day vendor payments. Assist with Import Logistics: Under Admin Manager guidance, prepare purchase orders for imports, coordinate with Custom House Agents (CHA) for clearances, assist with quarterly inventory reviews. Manage Team Expenses: Review travel and imprest (petty cash) claims, ensure receipts match, compile simple monthly and yearly consolidated statements. Collaborate on Audits & Compliance: Prepare data for VAT returns, tax computations, financial statements, assist auditors with documentation. Help with Insurance & Renewals: Support office insurances (inventory, medical, workers’ compensation, vehicle policies) and renewals. Be a Team Player: Assist with routine administrative, operational, or commercial tasks as needed. Collaborate with Global Members: Coordinate with team members in India and other international offices, gaining exposure to regional and global ways of working.