Executive Assistant & Operations Administrator

Please note: fluent Russian (spoken and written) is a mandatory requirement — our team and day-to-day communication are Russian-speaking.

IRS Heavy Equipment & Machinery Trading DWC-LLC is a supplier of heavy construction and mining equipment (Caterpillar, Komatsu and others), based in Dubai South Free Zone. We source and supply large machinery to clients across the CIS region.

We are looking for an Operations Administrator who keeps operational order. This is not a receptionist or a data-entry operator role — you will be the guardian of order in our corporate systems (ERP/CRM) and documents, help the team work confidently in the software, and take routine administrative load off the CEO.

Each team member maintains their own data in our systems: sales — client orders, procurement — supplier orders and offers, finance — payments. Your job is to make sure the whole picture stays complete, correct and up to date.

Key responsibilities:

• Control data quality across the ERP (FirstBit) and CRM (Bitrix24): monitor completeness, correctness and timeliness of records maintained by sales, procurement and finance against company standards; flag gaps and escalate deviations to the CEO.
• Maintain master data and reference records (cards, catalogs) and keep the systems clean and consistent.
• During the transition period, assist with data entry and clean-up as record-keeping migrates from Google Sheets into the ERP as the single working environment.
• Act as an internal power-user: help colleagues work in the ERP/CRM, resolve common blockers, and document procedures (working with our business analyst as processes are formalized).
• Prepare bank documents and corporate correspondence; liaise with the Free Zone and government authorities; track licenses and visas; prepare and submit documentation.
• Support the CEO on work matters: manage the calendar, arrange meetings, take minutes, follow up on decisions, and organize business travel.

Skills

• Fluent Russian (spoken and written) — mandatory. Working-level English for banks, the Free Zone, government bodies and foreign suppliers.
• Meticulous accuracy and discipline with structured data — the single most important quality for this role.
• The temperament of a quality controller: able to check other people's records, follow up, and get things fixed — politely and persistently.
• Understanding of orders, POs, invoices and logistics paperwork (experience in foreign trade/logistics/procurement is a strong plus).
• Confident ERP user (1C / FirstBit a strong plus) and CRM (Bitrix a plus).
• Advanced Google Workspace, Google Sheets and Excel.
• An "internal helpdesk" temperament — genuinely willing to help colleagues.
• Highly organized, reliable, accurate and discreet.
• Basic skills with AI tools are a plus.