Administration Officer

Madar39 is a curated space in Abu Dhabi for creative and cultural entrepreneurs and emerging talent. From Mina Zayed to the world we bring together those driven to break the mold grow within our community and carry creative responsibility under one roof.

Role Summary

Madar39 is looking for a highly organized and detail-oriented Administration Officer to support the financial procurement and administrative operations of our space. Reporting to the Experience Design Manager this role is responsible for ensuring smooth back-of-house processes through accurate financial documentation procurement coordination vendor support and efficient administrative workflows.

The Administration Officer will work closely with internal teams Finance Procurement and external vendors to ensure timely payment processing accurate records and strong operational support across Madar39.

1) Accounts & Budget Management

• Record income and expenditure in the financial management system tracking Purchase Orders Invoices Delivery Notes and related documentation.

• Compile prepare and reconcile expense reports for management review to support budget monitoring.

• Draft and prepare price quotations for potential clients and ensure required approvals are submitted for GM signature.

• Prepare invoice approvals for GM signature.

• Oversee payment processing monitor payment status and follow up to ensure timely collections and financial accuracy.

• Compile and prepare the monthly finance sales order report to track revenue and performance.

• Prepare petty cash records and prepaid card statements for GM review and signature coordinating with Finance for timely top-ups and reconciliation.

• Support Finance by ensuring compliant documentation for audits reporting cycles and budget reviews.

2) Procurement & Vendor Coordination

• Liaise with Procurement and Finance to raise purchase requests (PRs) review supplier quotations process invoices and track purchase orders end-to-end.

• Coordinate with vendors and suppliers to ensure timely delivery resolve discrepancies and maintain strong working relationships.

• Manage vendor registrations and ensure timely generation and filing of tax invoices through the ERP system.

• Maintain procurement documentation contracts and vendor files in compliance with internal policies and audit requirements.

3) Administration & Operations Support

• Provide administrative support to the Experience Design Manager across documentation reporting leasing workflows and coordination with facilities and vendors.

• Maintain accurate digital and physical filing systems for finance procurement and vendor documentation.

• Assist with operational reports presentations and records for internal use or external audit requirements.

• Support cross-department coordination to ensure timely submission of procurement needs and financial documentation.

• Support the Front Desk team with retail inventory tracking sales reconciliation and related financial reporting.

Desired Skills Education & Experience

• Highly organized reliable and detail-oriented with strong accountability.

• Collaborative professional and solutions-oriented.

Skills & Competencies

• Strong understanding of invoicing payment tracking and expense reconciliation.

• Familiarity with procurement workflows vendor coordination and contract documentation.

• Strong administrative and documentation management skills across multiple systems.

• Proficient in ERP/CRM platforms and Microsoft Office (especially Excel).

• Strong communication skills and ability to work with internal and external stakeholders.

• Able to manage multiple deadlines while maintaining high accuracy.

• Fluency in English (Arabic is an advantage).

Education & Experience

• Bachelors degree in Business Administration Accounting Finance or related field.

• 24 years of experience in administration finance coordination procurement support or similar roles.

• Experience with ERP systems and structured financial documentation is highly preferred.

• Experience in hospitality coworking creative environments or operations support is a plus.