Overview
Operations & Administration Coordinator Jobs in Dubai at The Waste Lab
Join Our Team as an Operations & Admin Coordinator in Dubai!
About Us: The Waste Lab is a dynamic, women-led, and impact-driven startup on a mission to rescue food waste, build soil and promote regenerative agricultural practices in the UAE and beyond. We are looking for a proactive and detail-oriented Operations and Admin Cordinator to join our team in Dubai immediately.
Preference for candidates with their own visa
Arabic is a plus
Driver’s license is a plus
Location: Jabal Ali Industrial Area
Role Summary
The Operations & Administration Coordinator keeps invoicing, client payment tracking, vendor coordination, and contract/administrative documentation running smoothly, acting as the connective link between the Data, Operations, and Finance teams. This is an operations role that requires comfort with financial documents and processes — it is not an accounting or finance position, and the person in it is not expected to make accounting or financial-policy decisions.
Key Responsibilities:
Client Payment Follow-up: Follow up with clients on pending payments and platform-specific submission issues; track payment status and maintain clear communication to ensure timely collections.
- Platform & System Administration: keep KYC current on procurement portals, update company information, respond to company-information requests, Ad-hoc portal corrections for PO’s & GRNs
- Operations Payment Coordination & Vendor Management: Coordinate with the Operations team on client payments, cheque collection, and vendor payment updates; follow up with vendors to ensure timely payments and updated records.
- Contracts, SOAs & Documentation: Prepare, update, and maintain contracts, Statements of Account, and other administrative/financial documents, ensuring accuracy and proper filing.
- Administrative Support & Reporting: Provide general administrative support including scheduling, internal communication, and priority management; keep Zoho Books, Zoho CRM, and Excel records accurate and up to date.
Candidate Requirements:
A background in accounting or finance is not required. However, the role does require working comfort with financial documents and processes:
- Able to read, prepare, and update invoices, SOAs, and basic payment records accurately.
- Understands payment terms, cheque handling, and basic accounts-receivable concepts well enough to follow up effectively and flag issues.
- Can use Zoho Books to pull information for reporting, without owning the accounting function itself.
- Escalates (rather than resolves independently) anything that requires accounting judgment
Tools & Systems
- Zoho Books — invoice creation, submission, payment tracking.
- Zoho CRM — client records, deal updates, communication logs.
- Excel — reporting, tracking, data validation.
- Word — contracts, SOAs, formal documents.
- AI tools (e.g. ChatGPT) — drafting communications and reports.
Skills & Competencies
Technical / Functional
- Invoice management and financial coordination.
- Zoho Books & Zoho CRM proficiency (or comparable ERP/CRM tools).
- Excel reporting and data accuracy.
- Contract and SOA preparation.
- Client portal / platform submission.
Behavioural / Soft Skills
- Strong communication skills.
- Priority management across multiple, competing tasks.
- Ability to work under pressure.
- Fast, accurate execution.
- Problem-solving and follow-up discipline
- Qualifications & Experience
- 2–4 years in an operations, administration, or coordination role. An accounting/finance background is not required.
- Exposure to invoicing, payment tracking, or vendor/contract administration — enough to be comfortable with financial documents, not deep accounting expertise.
- Bachelor’s degree in business administration, operations, or a related field, or equivalent practical experience.
- Prior use of ERP/CRM tools (Zoho suite or similar) preferred; strong Excel skills expected.
- Experience working cross-functionally with finance, data, and operations teams is a plus.
Why Join Us?
- Be part of a passionate team driving sustainability.
- Work in a collaborative and innovative startup environment.
- Opportunities for growth and diverse responsibilities.
- Ready to make an impact? Apply now and join The Waste Lab team in Dubai!
Job Type: Full-time
Pay: AED6,000.00 per month
Application Question(s):
- Do you have your own UAE residency Visa?
Experience:
- admin & accounting: 2 years (Required)
Language:
- English (Required)
License/Certification:
- driver’s license and a car? (Preferred)
Work Location: In person
Title: Operations & Administration Coordinator
Company: The Waste Lab
Location: Dubai
