Executive Assistant and Operations Administrator

IRS Heavy Equipment Machinery Trading DWCLLC is a supplier of heavy construction and mining equipment Caterpillar Komatsu and others based in Dubai South Free Zone We source and supply large machinery to clients across the CIS region We are looking for an Operations Administrator who keeps operational order This is not a receptionist or a dataentry operator role you will be the guardian of order in our corporate systems ERP CRM and documents help the team work confidently in the software and take routine administrative load off the CEO Each team member maintains their own data in our systems sales client orders procurement supplier orders and offers finance payments Your job is to make sure the whole picture stays complete correct and up to date Key responsibilities Control data quality across the ERP FirstBit and CRM Bitrix24 monitor completeness correctness and timeliness of records maintained by sales procurement and finance against company standards flag gaps and escalate deviations to the CEO Maintain master data and reference records cards catalogs and keep the systems clean and consistent During the transition period assist with data entry and cleanup as recordkeeping migrates from Google Sheets into the ERP as the single working environment Act as an internal poweruser help colleagues work in the ERP CRM resolve common blockers and document procedures working with our business analyst as processes are formalized Prepare bank documents and corporate correspondence liaise with the Free Zone and government authorities track licenses and visas prepare and submit documentation Support the CEO on work matters manage the calendar arrange meetings take minutes follow up on decisions and organize business travel Working hours Monday Friday 9 00 AM 6 00 PM Benefits Competitive salary health insurance annual leave and paid holidays annual air ticket and employment visa Skills Fluent Russian spoken and written mandatory Workinglevel English for banks the Free Zone government bodies and foreign suppliers Meticulous accuracy and discipline with structured data the single most important quality for this role The temperament of a quality controller able to check other people s records follow up and get things fixed politely and persistently Understanding of orders POs invoices and logistics paperwork experience in foreign trade logistics procurement is a strong plus Confident ERP user 1C FirstBit a strong plus and CRM Bitrix a plus Advanced Google Workspace Google Sheets and Excel An internal helpdesk temperament genuinely willing to help colleagues Highly organized reliable accurate and discreet Basic skills with AI tools are a plus