Business Setup Assistant (Operations)

Location: Dubai
Salary: AED 5,000 – 6,000

Job Code: 264/001/504
Industry: Corporate Services
Working Days & Timings: Monday to Friday | 9:00 a.m. – 6:00 p.m.

Job Brief:

Our client is seeking a detail-oriented and proactive Business Setup Assistant (Operations) to support the processing and coordination of company formation, licensing, renewals, UAE visas, immigration services, corporate amendments, banking services, attestations, and other corporate and administrative services in the UAE.

The successful candidate will coordinate closely with the Corporate Service Manager (CSM), Corporate Service Executive (CSE), clients, government authorities, free zones, banks, PROs, and internal departments to ensure tasks are completed accurately, efficiently, and with a high degree of client satisfaction.

This Business Setup Assistant Job in Dubai is suitable for candidates with relevant experience in corporate services or related sectors, including Accounting & Finance, Real Estate, Immigration, Business Setup, Tax Services, Visa Services, Golden Visa Services, and similar service-oriented industries.

Job Responsibilities:

Communicate and coordinate with the Corporate Service Manager (CSM) or Corporate Service Executive (CSE) to ensure each task is completed properly with a high degree of client satisfaction.
Process company formation for mainland, free zone, and offshore companies, including but not limited to completing post-licensing procedures, registration with various third parties, Power of Attorney, portal setup, legalization, translation, HR signatory, Company Coordinator, Establishment Card, and E-channel registrations.
Process company renewals and anything related to the renewal of the company as required by the UAE authorities.
Process renewals of any document related to individual or corporate clients and all administrative tasks, including but not limited to Chamber of Commerce, Customs, Municipality, Dubai Police, Road Transport Authority, and NOCs from other authorities for renewal of companies.
Process licensing/renewal of offshore companies, certificate requests, offshore amendments, and any existing/new offshore company services.
Process UAE visas, including Residence, Investor, Employee, Dependent, Property Visa, Visa Cancellation, Visa Renewal, New Visa, and any other new type of UAE visa.
Process all tasks related to clients acquiring Second Citizenship and all UAE Immigration tasks.
Process and coordinate all administrative tasks, including but not limited to UAE identity cards and applications, company and employee insurance, COVID vaccination cards, updating relevant personal and UAE identity documents in relevant applications, assisting with registering companies on required UAE authority platforms, and processing various employment, administrative, immigration, and investor-related tasks on relevant UAE authority platforms.
Process personal and corporate bank account openings, bank account closures, and any other banking-related services provided by the company.
Process any kind of amendments, such as Transfer of Shares, Change of Manager and Officeholders, Change of Activity, Upgrade/Downgrade of Property, Office Sharing, Increase/Decrease of Shares, etc.
Process liquidation, de-registration, and reinstatement of companies.
Process any attestation of documents through embassies/consulates, MOFA, Dubai Courts, etc., and legalization of corporate documents through MOFA, consulates/embassies.
Process and coordinate all administrative tasks, including but not limited to PO Box registration and renewal; Dubai Court services, including POA for existing companies; registration of Last Will and Testament; Signature Verification; Ultimate Beneficial Owner (UBO) updates; Parent Company Officers updates; goAML registration and updates; and assist with translation of documents whenever required.
Coordinate with the PROs for all tasks.
Ensure that all information and documentation recorded in the Project Management System (PMS), the company's CRM software, for all new updates of each existing/new client are correct and completely uploaded in the Shared Folder and PMS, with proper coordination with the Database Controller.
Proactively obtain updated and current information about news, fees, procedures, and requirements of all authorities and partners the company works with for all services.
Cross-check information about prices, procedures, requirements, time frames, changes, and updates in any regulations in proposals/emails before sending them to the CSM/CSE or clients.
Assist the CSM/CSE with any tasks related to the company's corporate services operations.
Take over communication with clients directly after the CSM has handed it over to Operations, including but not limited to collection and verification of documents and information required for the task, and updating clients on any ongoing tasks until their completion.
Attend meetings with clients whenever required.
Ensure client satisfaction on all paid services, without any delays, mistakes, or miscommunication.
Properly coordinate with the Finance Department for any ongoing tasks, quotation/invoice requests, and Statement of Account requests, and ensure that all amounts requested are correct and relevant to the services to be rendered to the client. Prioritize maintaining low costs for all actions and ensure fewer expenses wherever possible. Properly settle funds received from the Finance Department.
Cooperate and maintain business relationships with all free zone authorities, banks, embassies/consulates, MOFA, Immigration, typing centres, and any other government authorities, partners, and third parties required to complete services for clients. Promote a healthy business atmosphere between all company suppliers.
Keep up to date with any relevant information relating to the job description.
Update tasks in the PMS daily. Prepare regular progress reports for tasks in progress and send them to the direct manager on a regular basis.
Show initiative and actively take actions to promote the company's services to existing, new, or potential clients.
Provide the Marketing Department with relevant information, updates, and news, adhering to the company's Media Policy and promoting the company on social media.
Cooperate with and support any team member whenever required to ensure the company's goals and clients' needs are met, and share knowledge and provide training whenever required.
Promote highly positive and efficient teamwork, coordination, and cooperation with the whole team.

Job Requirements:

Minimum of 1–3 years of work experience in corporate services, business setup, or a related service industry.
Candidates who have previously worked in Accounting & Finance, Real Estate, Immigration, Business Setup, Tax Services, Visa Services, Golden Visa Services, or related sectors will be considered for the role.
Proficiency in oral and written English is mandatory.
Bachelor's Degree.
Advanced computer user.
Smart and professional appearance at all times.
Highly independent, able to work under pressure, and dedicated to responsibilities.
Effective team player.

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