Office Administrator

Job Description

Location: Dubai

Imperium Commodity Search is confidentially retained by this progressively expanding Agricultural Trading business to strengthen the office team in support as they grow. They are seeking a detail-oriented and organized Russian speaking Office Administrator who will also manage data entry and documentation tasks.

The ideal candidate will handle administrative tasks, documentation processes, data entry, and record-keeping to ensure smooth operations and regulatory compliance in support of the vital operational functions in a dynamic trading environment.

You will be carrying out the following:

Office Administration:

• Oversee general office operations and ensure the office environment is well-organized.
• Manage office supplies inventory, place orders as needed, and coordinate maintenance requests.
• Schedule meetings, manage calendars, and support internal communication among departments.
• Arrange business trips for senior staff, provide support during travel, and coordinate meetings.
• Assist senior management with administrative tasks.

Data Entry & MIS Management:

• Enter and update data accurately in the Management Information System (MIS) and other company databases.
• Maintain and update records for transactions, customer data, and documentation statuses.
• Generate reports as required for various teams, ensuring data accuracy and completeness.
• Cross functional collaboration with finance and execution teams, ensure MIS systems are up to date.

Documentation & Record Keeping:

• Handle document collection, preparation, and filing, ensuring timely delivery to banks and partner companies.
• Organize and maintain hard and digital copies of contracts, invoices, bank documents, and other essential records.
• Track the status of documents, ensure proper archiving, and adhere to document retention policies.

Communication & Coordination:

• Coordinate with banks, customers, and vendors regarding document processing and delivery schedules.
• Communicate with internal teams to align on documentation requirements and deadlines.

Other Duties:

• Assist with basic tasks, such as invoice management and expense tracking.
• Support ad-hoc projects and tasks assigned by management to enhance office operations.

We would love to speak to you if you have:

• Diploma or Bachelors degree.
• Proven experience in an administrative role, preferably with data entry and documentation experience.
• Strong attention to detail, organizational, and multitasking skills.
• Familiarity with Microsoft Office Suite and data management software.
• Experience of Commodity Trading Operations
• Good communication skills and the ability to work independently.
• Fluency in English and Russian
• Exceptionally professional and polished appearance.
• Valid drivers license preferred but not required.

Due to the expected volume of applications we will only be replying to those that meet the criteria above. If you have not had a reply within 5 days of your application we thank you for your interest, however, please consider yourself unsuccessful at this time.