Administration and Accounting Officer

POSITION SUMMARY The Administration Officer / Administration and Accounting Officer at Gravitas Global (GG) is a central figure in maintaining the smooth operation of GG's administrative, accounting, and support functions. This role facilitates essential services, ranging from office management and policy oversight to vendor coordination and associate support with the highest levels of efficiency, professionalism, and adherence to GG’s standards. The Administration Officer / Administration and Accounting Officer is responsible for managing a diverse portfolio of tasks that are critical to operational success. These include managing petty cash, overseeing office operations, coordinating with external vendors, administering processes related to insurance, payments, and other relevant operations, keeping company records and assets, and complying with legal and organizational requirements. In addition, this role supports the accounting function by recording and maintaining financial transactions, updating ledgers, assisting in month-end and yearend closings, preparing financial reports, and supporting tax declaration and compliance activities. This role acts as a key support resource, collaborating with various functions at GG to foster a productive, organized, and well-functioning workplace. POSITION RESPONSIBILITIES Accounting Support Record and maintain accurate financial data and update general ledgers accordingly. Book daily accounting transactions, including journal entries, payments, bank transactions, purchase orders, and invoices using Microsoft Dynamics (Business Central). Perform bank, vendor, and customer reconciliations. Maintain proper documentation and ensure compliance with applicable accounting standards. Support audits by preparing schedules and responding to queries. Assist in month-end and year-end closing activities. Support the preparation and filing of tax declarations to ensure compliance with applicable regulations. Manage the complete lifecycle of vendor payments, from invoice receipt and verification to payment execution. Verify that all external and outsourced service providers are paid accurately and on time, along with detailed records of transactions and vendor relationships. Support the Head of Support Services with managing relationships between GG and banking institutions, overseeing banking operations, and smooth financial transactions. Support the Head of Support Services with managing access to banking platforms, facilitating transactions, monitoring balances, and resolving any banking-related issues for operational continuity. Manage the petty cash fund, ensuring proper documentation and accurate reconciliation of all transactions. Keep detailed records of disbursements and comply with GG’s policies and financial controls, regularly auditing the petty cash to verify accuracy and balance. Handle office-related expenses, including reviewing, approving, and tracking reimbursements while aligning with the GG’s budgetary guidelines and financial policies, and preserving accurate records for reporting and auditing purposes. Work closely with relevant departments for timely and efficient processing of all expense claims and expenditures. Administrative Coordination Manage certain digital assets (e.g., software licenses and subscriptions), complying with usage agreements and timely renewals. Coordinate with IT to track software installations and troubleshoot issues related to digital assets. Support the Head of Support Services with managing the end-to-end service provision of mobile devices and subscriptions, predominantly with Touch (Lebanon). Support the Head of Support Services with managing insurance policies, overseeing timely renewals, claims management, and compliance with insurance regulations. Manage associate visa processing, including coordinating with government authorities and in compliance with local regulations. Sustain detailed records of associate visa statuses and proactively address upcoming renewals or expirations. Coordinate the preparation and issuance of official associate documents, including letters of engagement, certificates, and other engagement-related materials. Ensure all documents are accurate, timely, and compliant with GG’s organizational standards and legal requirements. Assist in overseeing the end-to-end service provision of laptops, peripherals, and home office setups. Assure updated inventory trackers, coordinate with the IT team for procurement and configuration, arrange delivery for international staff when required and a seamless setup process for all associates. Coordinate the medical insurance and life insurance renewal process by sharing relevant information and updates with associates in a timely manner. Coordinate purchases of books and printed materials with timely delivery. Manage shipment of laptops and other office materials to international associates. Handle the printing and preparation of flyers and physical materials for internal and external use. Office Management Offer comprehensive secretarial and reception services in a professional and welcoming environment for all visitors and staff, serving as the first point of contact for the GG. Efficiently manage administrative tasks such as scheduling, booking, photocopying, document preparation, and organizing meeting materials. Liaise with third-party facility management service providers, securing timely and efficient delivery of maintenance services (e.g., cleaning, repairs, facility-related support). Maintain safety and operational standards across facilities. Oversee and supervise the execution of regular and ad-hoc maintenance activities maximizing safety, security, and cleanliness in the facilities. Address any potential safety hazards and work closely with maintenance teams to resolve issues promptly. Continuously monitor office supply levels and place orders for necessary items to ensure smooth operations. Maintain an organized inventory of office supplies, track usage, and coordinate with suppliers for the timely delivery of goods. Oversee the installation, assembly, and repair of office furniture, equipment, and IT hardware, in a functional and professional workspace. Work with external contractors or internal teams for prompt and high-quality furniture installations and repairs. Stakeholder Management Collaborate with the Head of Support Services to support operational work. Engage with internal and external stakeholders (in Lebanon and abroad) to offer administrative and accounting service excellence and compliance. Other detailed responsibilities are part of a playbook that will be shared with the incumbent upon joining. Responsibilities include but are not limited to: contributing to new joiners’ onboarding (email and signature setup), telecommunications management (mobile phones, SIM cards), asset management, insurances, petty cash management, visa support, leadership team travel arrangements, and record keeping and reporting. Requirements Education: A bachelor’s degree in Business Administration, Management, Accounting, or a related field. Experience: Ideally 3+ years of relevant experience in administrative / accounting roles. Languages: Advanced working proficiency in English and Arabic.