Operations & Finance Administrator

About the Company

Talk Technology Group is an international IT business with operations across the Middle East, Africa, and Asia. The company is expanding rapidly and is looking for skilled people who can support that growth. Through its group businesses, it delivers and integrates solutions spanning LED lighting, software, networking, print, point of sale, industrial computing, security, and terminal operating systems. Its client list includes Coca Cola, PSA, DP World, CMA-CGM, Barclays, Hutchinson Ports, Naivas Supermarket, Kenyatta University, APMT, and the West African Examinations Council.

Role Overview

The business is seeking an Operations & Finance Administrator to join the UAE office and report to the Finance Manager. This position combines operations, finance administration, logistics support, office coordination, project administration, compliance tracking, and customer/vendor communication. The role suits someone who is organised, adaptable, and comfortable handling a broad mix of responsibilities in a fast-moving environment.

Warehouse & Logistics Support

• Assist the Warehouse & Logistics Manager with shipment paperwork and related records.
• Prepare commercial invoices, packing lists, and other shipping documents.
• Support supplier returns and warranty-related processes.
• Communicate with customers about order progress, shipment status, and delivery timing.
• Help coordinate inbound and outbound consignments.
• Keep shipment logs and logistics documentation accurate and up to date.

Procurement & Order Management

• Support finance administration in Xero, including purchase order creation, quotation preparation, and expense processing assistance.
• Coordinate with vendors on quotations, pending orders, and delivery timelines.
• Raise purchase orders and follow up on supplier deliveries.
• Monitor open orders and chase delayed shipments where needed.
• Maintain supplier information and pricing records.
• Help with procurement administration and vendor onboarding.
• Track foreign exchange movements, especially GBP/USD/NGN/AED, to support pricing and purchasing decisions.
• Update the CRM accurately with sales opportunities, pipeline movement, and project progress.
• Provide administrative support to the sales team.

Office Administration

• Oversee the UAE office’s daily facilities, supplies, and equipment needs.
• Manage company mobile phones, internet connections, and utility services.
• Maintain records, filing systems, and company documentation.
• Coordinate visa and labour documentation with external service providers alongside the COO and Finance Manager.
• Handle incoming calls, emails, and correspondence professionally and route enquiries correctly.
• Update project trackers and documentation with the Finance Manager, Chief Engineering Officer, and Chief Technology Officer.
• Support the Finance Manager with ad hoc operational, administrative, and business tasks.
• Cover basic finance, administration, and operations duties during the Finance Manager’s absence, keeping routine work moving and escalating issues when required.
• Assist with onboarding activities and maintain employee records.

Project Support

• Keep project files and documentation organised.
• Track milestones and administrative actions for active projects.
• Support the Chief Engineering Officer with project reporting and progress updates.
• Assist with customer requests for documentation.
• Arrange engineer travel, visas, and accommodation when needed with the Chief Engineering Officer and COO.

Compliance & Governance

• Maintain company licences and compliance records.
• Track renewal dates for licences, visas, and insurance.
• Assist with audit preparation and compliance-related activities.
• Keep supplier and customer due diligence records current.

Requirements

• At least 3 years of experience in administration, operations, office management, or coordination.
• Background in an international trading, technology, logistics, or distribution business.
• Experience working with stakeholders across multiple countries and time zones.
• Exposure to a UAE Free Zone environment is considered an advantage.
• Practical experience with Xero accounting software.
• Strong command of Microsoft Office, especially Excel.
• Good understanding of basic finance and commercial workflows.
• Strong organisation, accuracy, communication, problem-solving, and stakeholder management skills.
• Ability to juggle priorities, work independently, and collaborate as part of a team.
• Comfortable in a broad role that blends administration, operational support, and customer service.
• Must be based in Sharjah, UAE.
• Must hold a valid UAE driving licence and have access to a personal vehicle.
• Approximate working schedule of 37.5 hours per week.

Personal Attributes

• Adaptable and energised by a role where daily tasks change frequently.
• Confident, respectful, and able to deal effectively with major customers and vendors.
• Strong ownership mindset with the ability to complete tasks through to the end.
• Dependable, trustworthy, and accountable.
• Detail-focused with an analytical approach.
• Open to continuous improvement and better ways of working.
• Interested in technology and motivated by innovation in the sector.

Additional Information

This is a full-time, onsite role based in the company’s Sharjah office. The position is designed for someone who enjoys variety, takes pride in reliable support work, and wants to contribute to quality service delivery in demanding markets.