Administrative Assistant – Import & Export Documentation
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Key skills for this role
About the Role
Khidmah is hiring an Administrative Assistant to support import and export documentation for the NYU Project in Abu Dhabi. The role involves preparing shipment documents, coordinating with suppliers and freight forwarders, and maintaining records.
Key Skills for This Role
Responsibilities
- Prepare, review, organize, and maintain import and export documents including invoices, packing lists, delivery notes, permits, customs documents, certificates, and related records
- Ensure all shipment documents are accurate, complete, properly filed, and available when required
- Track document submissions, approvals, customs clearance updates, and delivery confirmations
- Coordinate with suppliers, freight forwarders, customs agents, procurement, finance, and project teams for required documentation
- Follow up on shipment status, delivery schedules, customs clearance, and pending documents
- Maintain trackers for shipments, deliveries, approvals, customs status, and pending actions
- Escalate shipment delays, missing documents, discrepancies, or urgent issues to the concerned team
- Maintain organized records for correspondence, shipment files, approvals, invoices, delivery documents, and logistics reports
- Prepare letters, emails, forms, reports, meeting notes, and other administrative documents as required
- Support audit preparation by maintaining complete and accurate documentation
Requirements
- Bachelor’s Degree or Diploma in Business Administration, Logistics, Supply Chain, Procurement, or related field
- Minimum 2–4 years of experience in administration, logistics, import/export documentation, procurement support, freight coordination, or supply chain operations
- Minimum 1–3 years of hands on experience in shipment documentation, customs paperwork, supplier coordination, delivery tracking, filing, reporting, and administrative support
- Good knowledge of import/export documentation, logistics coordination, and shipment tracking
- Strong administration, filing, reporting, and record keeping skills
- High attention to detail and accuracy in document review and data entry
- Good coordination and follow up skills with suppliers, freight forwarders, and internal teams
- Proficient in MS Office, especially Excel, Word, and Outlook
Full Job Posting
Job Purpose
- Provide administrative support for import and export documentation under the NYU Project.
- Ensure all documentation is accurate, complete, properly filed, and processed on time.
Import and Export Documentation
- Prepare, review, organize, and maintain import and export documents including invoices, packing lists, delivery notes, permits, customs documents, certificates, and related records.
- Ensure all shipment documents are accurate, complete, properly filed, and available when required.
- Track document submissions, approvals, customs clearance updates, and delivery confirmations.
- Coordinate with suppliers, freight forwarders, customs agents, procurement, finance, and project teams for required documentation.
Shipment Coordination and Follow up
- Follow up on shipment status, delivery schedules, customs clearance, and pending documents.
- Maintain trackers for shipments, deliveries, approvals, customs status, and pending actions.
- Escalate shipment delays, missing documents, discrepancies, or urgent issues to the concerned team.
- Support timely delivery of materials, equipment, spare parts, and project related items.
Administrative and Records Support
- Maintain organized records for correspondence, shipment files, approvals, invoices, delivery documents, and logistics reports.
- Prepare letters, emails, forms, reports, meeting notes, and other administrative documents as required.
- Ensure all records are properly filed, updated, confidential, and easily retrievable.
- Support audit preparation by maintaining complete and accurate documentation.
Supplier and Stakeholder Coordination
- Coordinate with internal departments, suppliers, vendors, freight forwarders, customs brokers, and client representatives.
- Provide timely updates on documentation status, shipment progress, pending approvals, and delivery timelines.
- Support communication between procurement, logistics, finance, stores, and project operations.
- Respond to documentation related queries professionally and accurately.
Compliance and Reporting
- Ensure documentation activities comply with company policies, client requirements, approval processes, and logistics procedures.
- Review documents for accuracy, correct formatting, required approvals, and supporting information before submission.
- Identify documentation gaps, errors, or discrepancies and follow up for correction.
- Prepare shipment reports, pending document trackers, delivery updates, and outstanding action summaries.
Education & Qualification
- Bachelor’s Degree or Diploma in Business Administration, Logistics, Supply Chain, Procurement, or related field.
- Import/export documentation or customs procedure training is preferred.
- Proficiency in MS Office; ERP knowledge is an advantage.
Experience and Skills
- Minimum 2–4 years of experience in administration, logistics, import/export documentation, procurement support, freight coordination, or supply chain operations.
- Minimum 1–3 years of hands on experience in shipment documentation, customs paperwork, supplier coordination, delivery tracking, filing, reporting, and administrative support.
- Good knowledge of import/export documentation, logistics coordination, and shipment tracking.
- Strong administration, filing, reporting, and record keeping skills.
- High attention to detail and accuracy in document review and data entry.
- Good coordination and follow up skills with suppliers, freight forwarders, and internal teams.
- Ability to manage multiple documents, shipments, deadlines, and urgent requirements.
- Good communication and interpersonal skills.
- Proficient in MS Office, especially Excel, Word, and Outlook.
- Ability to identify documentation errors, missing information, and discrepancies.
- Professional, organized, confidential, and service oriented approach.
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