Administrative Assistant – Import & Export Documentation (Arabic Speaker)

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.
• Ensure 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 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, formatting, 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 and Experience

• Bachelor’s degree or diploma in business administration, logistics, supply chain, procurement, or a 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.
• Import/export documentation or customs procedure training is preferred.
• Proficiency in MS Office is required; ERP knowledge is an advantage.

Competencies and Skills

• 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.
• Proficiency in Excel, Word, and Outlook.
• Ability to identify documentation errors, missing information, and discrepancies.

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