Operations & Back office Manager

Our client is a global art and cultural consultancy connecting arts with public spaces. They collaborate with civic bodies, developers, and brands to create research-driven public art and experiential programs, blending international culture with local values to transform how communities experience and engage with their surroundings.

What we offer
Your salary is tax free! You will have the opportunity to expand your network and be a part of a dynamic and growing company. Our client offers a direct employment contract, competitive salary package, Visa, Medical insurance, flight ticket every 2 years and other benefits as per UAE Labor Law.

Who you are
You are a proactive, dependable professional who thrives in daily operations. Calm under pressure and highly organized, you take ownership, communicate confidently, build strong relationships, and adapt to changing priorities. Curious and solution-focused, you have a keen interest in creative, art-driven environments.

Skills & Competencies:

• Strong operations and executive support capabilities
• Solid understanding of end-to-end logistics processes
• High attention to detail and strong follow-through
• Ability to structure tasks, priorities, and workflows independently
• Confident communication and stakeholder coordination
• Strong organizational and documentation control skills
• Ability to identify risks early and escalate proactively

Education & Qualifications: 

• Bachelor’s degree in Business Administration, Logistics, Operations, or a related field is preferred
• Minimum of 5+ years of managerial experience in a relevant field
• Strong background in back-office, logistics and finance coordination, including invoicing follow-ups, payments, and VAT/TRN compliance, is required
• Good English communication skills is a must

Description
In this role, you will take full ownership of day-to-day operations, logistics coordination, and in-house back-office and financial tracking across multiple entities, including an art gallery, a logistics arm, and various project-based activities. The position requires a high level of autonomy, precision, and strong follow-through, along with the ability to operate confidently in a fast-paced environment with minimal supervision. While accounting functions such as VAT filings and statutory compliance are outsourced, this role is responsible for all internal financial tracking and coordination.

Role & Responsibilities:
Executive & Operations Support

• Act as the primary operational support to the Founder
• Track priorities, tasks, and deadlines across multiple entities
• Prepare structured daily and weekly operational updates
• Ensure all follow-ups are completed without reminders

Back-Office & Finance (In-House Operations)

• Coordinate with Finance to prepare and issue VAT-compliant invoices
• Track receivables and follow up on overdue payments
• Maintain expense records and manage bank uploads
• Track petty cash and support cash flow follow-up
• Prepare monthly data packs for external accountants
• Track SOAs, contracts, renewals, and payment schedules
• Ensure client documentation is complete, including TRN collection for VAT compliance 

Logistics & Operations Coordination

• Coordinate pickups, deliveries, storage, installations, and returns
• Prepare and verify documentation for shipments, rentals, consignments, and returns
• Track logistics activities through to confirmed receipt
• Liaise with drivers, handlers, warehouses, galleries, vendors, and clients
• Verify artwork lists, instructions, and documentation prior to dispatch

Staff & Task Coordination

• Dispatch staff tasks clearly, in advance, and with confirmation
• Track execution and completion of assigned tasks
• Proactively escalate delays, risks, or blockers

Organization & Control

• Maintain clean folder structures and version control across entities
• Ensure documentation accuracy before any client-facing action
• Identify and flag operational or financial risks early