Overview
Finance & Operations Coordinator Jobs in Dubai · UAE at Novas Digital Trading
We are looking for a practical, dependable and detail-oriented Finance & Operations Coordinator to support a fast-moving digital commerce group based in Dubai.
This is a hands-on role for someone who enjoys structure, follow-up, finance admin, company administration, HR coordination and operational support. The right person will be organised, discreet, proactive and comfortable working directly with the founder across multiple companies and projects.
The role will cover bookkeeping support, payment preparation, payroll coordination, HR software administration, company/PRO coordination, platform onboarding, KYC documentation, ClickUp task tracking, KPI follow-up and confidential executive admin support.
This is not a narrow bookkeeping role. We need an all-rounder who can take ownership of admin processes, keep information organised, chase tasks, follow instructions clearly and work independently once the process is understood.
Key responsibilities:
Finance & bookkeeping
– Maintain organised finance records across multiple companies.
– Support bookkeeping in Xero, including invoices, receipts, bills and bank reconciliation.
– Prepare supplier payment runs for director review and approval.
– Track payables, receivables, missing invoices and upcoming payment obligations.
– Coordinate with external accountants for VAT, corporate tax, month-end and year-end work.
– Maintain clean folders and document records for each company.
– Prepare simple weekly and monthly finance/admin summaries.
Payments and banking admin
– Prepare bank/payment information for review.
– Support banking applications, KYC requests and account administration.
– Maintain records of bank documents, payment confirmations and account requirements.
– Important: this role prepares and organises payments, but final approval and release of funds remains with the director.
HR and payroll coordination
– Set up and maintain HR software such as Remofirst or similar platforms.
– Maintain employee records, payroll information, leave records and document expiry trackers.
– Coordinate onboarding and offboarding administration.
– Support payroll preparation and liaise with accountants or payroll providers where needed.
– Track visas, Emirates IDs, contracts, insurance and HR documentation.
Company admin / PRO coordination
– Coordinate UAE company administration, free zone requirements, licence renewals and document submissions.
– Liaise with PROs, banks, accountants, free zones, insurers and service providers.
– Prepare and track POAs, company stamps, trade licences, certificates, KYC forms and related documents.
– Keep all company admin deadlines visible and organised.
Platform and account onboarding
– Support platform/account onboarding and KYC administration.
– Prepare company documents for applications and verification processes.
– Track application status, required documents, follow-ups and approvals.
– Coordinate with internal and external stakeholders to complete setup tasks.
Operations and systems
– Maintain ClickUp task boards, reminders, recurring tasks and admin workflows.
– Follow up with task owners and keep project/admin trackers updated.
– Support KPI tracking by collecting updates, maintaining dashboards and flagging missing information.
– Create simple process documents and checklists where needed.
– Support Notion or similar knowledge-management systems.
Confidential executive and personal administration
– Provide confidential admin support to the founder.
– Help with forms, renewals, insurance, appointments, document organisation and personal admin where required.
– Handle sensitive company and personal information with discretion and professionalism.
Working style:
– Hybrid role, mainly remote, with availability to attend the office or handle in-person admin in Dubai when needed, usually 1–2 days per week.
– Working hours are Monday to Friday, 9am–6pm, with flexibility when urgent company, banking or admin matters require it.
The ideal candidate is someone who is hands-on, can-do, dependable, discreet and willing to grow with the business. We want someone who can follow instructions carefully, ask sensible questions, work independently and help bring structure to a busy founder-led environment.
Title: Finance & Operations Coordinator
Company: Novas Digital Trading
Location: Dubai · UAE
