Family Office Administrator

Administration Officer / Family Office Administrator

📍 Dubai, UAE

Employment Type: Full-time, in-house

Reporting to: Guardian / Owner

A Private Family Office in Dubai (structure: DIFC Family Foundation + IFZA Company) is seeking a professional to provide administrative and finance-related operational support.

Key Responsibilities (Finance & Operations Focus)

Coordinate financial and accounting processes within the Family Office (no bookkeeping responsibilities)

Liaise with and supervise the outsourced accounting provider

Collect and organize financial documentation, including:

• bank statements
• invoices and supporting documents
• contracts and financial records

Monitor proper classification and documentation of:

• operational expenses
• travel and representation costs
• asset-related expenses

Monitor the preparation of financial reporting, including:

• monthly P&L reports
• cash flow summaries

Perform a first-level review of accounting outputs before submission to the Guardian

Support banking relationships by preparing and coordinating:

KYC / AML documentation

Source of Funds / Source of Wealth documentation

responses to bank requests and compliance questionnaires

Coordinate documentation required for audits and compliance reviews

Additional Responsibilities

Prepare payment packages and expense documentation for Guardian approval

Support contract-related documentation and financial tracking

Maintain a structured archive of financial and corporate documents

Coordinate with external advisors, auditors, and service providers

Support with Personal Administrative Matters

Provide occasional assistance with personal administrative matters of the Guardian / Owner, including coordination of documentation, appointments, or service providers when required

Support selected operational tasks related to personal assets and property management

Important

This role does not include financial signing authority or payment approval.

The position focuses on financial coordination, documentation control, and reporting support.

Requirements

Experience in corporate administration, finance coordination, or Family Office environments

Understanding of UAE banking and compliance requirements

Experience working with accountants, auditors, and financial documentation

High level of attention to detail and confidentiality

Fluent English (Arabic is a plus)