Corporate Services Administrator

About Cosmos

Cosmos is a UAE corporate services and compliance firm. We handle structuring, incorporation, corporate administration, accounting, corporate tax, VAT, regulatory filing, visas and PRO services for founders, SMEs and international groups. We currently administer entities across IFZA, RAKEZ, DMCC, Meydan, SHAMS, ADGM, DIFC and Dubai mainland, with UK, Singapore, Hong Kong and Cayman delivered through licensed partners.

We are building the delivery engine that most firms in this market do not have. Everything runs through our own portal rather than through a shared inbox and a spreadsheet.

The role

You own client work from the moment it is sold to the moment it is delivered and filed.

Relationship Managers hold the client. You hold the matter. Every application, renewal, amendment, visa, filing and authority interaction runs through you, and you are the person who knows the status of every open item without having to go and ask.

This is a coordination and execution role. You are not giving tax or legal advice. You are making sure the right pack, correctly assembled, reaches the right authority first time.

What you will own

Intake and pack assembly. Run the checklist for each product before anything is submitted. Every document, every attestation, every translation, every signature in the right place. Chase clients for what is missing, and hold the submission until the checklist is complete.

Authority submissions and follow-up. Lodge applications with free zone registrars, DET, immigration, MoHRE, GDRFA and the FTA. Track ticket numbers, respond to send-backs, escalate when a portal stalls. Get the answer rather than waiting for it.

Entity administration. Keep the Cosmos Portal accurate as the system of record. Licence details, expiry dates, registers, constitutional documents, share transfers, amendments, board and shareholder resolutions, UBO records.

The compliance calendar. Own the renewal cycle end to end. Licence expiries, establishment cards, immigration files, visa and Emirates ID expiries, CT registration and filing deadlines, VAT stagger dates. Nothing on this calendar should ever be a surprise.

Client onboarding administration. Collect KYC and UBO documentation, run identity screening through our verification platform, and prepare the file for review. You collect and prepare; risk decisions escalate.

Handover and closure. Within 48 hours of delivery: pack filed, portal credentials issued, obligations calendar written and sent to the client, invoice trigger raised to Finance, first renewal date confirmed in writing.

Vendor and partner coordination. Work with our licensed partners on ADGM, DIFC and international matters. Keep their clocks visible to us rather than discovering a delay at the end of it.

What you will be measured on

• First-time acceptance rate on submissions, meaning applications that clear the authority without a send-back
• Elapsed time from payment to licence, and from instruction to delivery
• Zero missed statutory deadlines across the portfolio
• Portal data accuracy on audit
• Time from delivery to invoice raised

What we are looking for

Essential

• Two to four years in UAE corporate services, company formation, PRO services or a free zone agency
• Hands-on experience with at least two of IFZA, RAKEZ, DMCC, Meydan, SHAMS, DET, ADGM or DIFC portals
• Working knowledge of UAE incorporation, licensing, immigration and amendment procedures
• Familiarity with corporate tax and VAT registration and filing deadlines
• KYC and UBO documentation experience, and an understanding of why it matters
• Excellent written English, with the confidence to write to a client or an authority without it being redrafted
• Genuinely organised. You track dozens of open items across multiple clients and authorities without dropping any of them
• UAE residence visa holder or eligible to be sponsored

Preferred

• Experience at a licensed corporate service provider, registered agent or law firm
• Exposure to ADGM or DIFC vehicles, foundations or SPVs
• Arabic
• Experience working in a structured system of record rather than email and folders
• UAE driving licence

How you work

• You close loops. An open item does not sit for a week because the authority has not replied
• You write things down where other people can see them
• You would rather ask a question early than discover a problem at submission
• You are comfortable in a small firm where the process is being built around you, not handed to you

What we offer

Direct ownership of the delivery function in a firm that is scaling from tens of entities to hundreds. You will build the checklists, procedures and calendar that the next four people in this team inherit. Small, senior team, no layers between you and the decisions.