Logistics Administrator

Role Overview

About the Company

Documentation and Shipment Coordination

• Prepare and maintain bills of lading, commercial invoices, packing lists, certificates of origin, and other shipment documentation.
• Track shipment status and customs clearance progress through all stages.
• File logistics documents in physical and digital systems for easy retrieval.
• Communicate with warehouse and operations teams about incoming shipments and expected delivery dates.
• Follow up on delays, damage claims, and missing documentation and escalate issues as needed.

Forwarders, Customs, and Suppliers

• Serve as the primary day-to-day contact with freight forwarders and customs agents.
• Send shipping instructions, booking confirmations, and required documents to forwarders and vendors.
• Follow up on clearance status and resolve routine vendor issues, escalating complex matters to the Logistics Manager.
• Coordinate cargo readiness and shipping schedule confirmations with suppliers.
• Verify supplier documentation and compliance requirements before shipment.

Costs, Compliance, and Labour

• Track freight, duties, taxes, broker fees, and clearance charges and maintain supporting documentation.
• Prepare cost worksheets, assist with landed cost calculations, and reconcile freight invoices against shipment records.
• Assist with municipality product registration, audits, inspections, renewals, correspondence, and compliance follow-up.
• Schedule labour and equipment for offloading and maintain time sheets, usage logs, contractor records, rates, and rental costs.

Vehicles, Reporting, and Administration

• Maintain records and renewal reminders for vehicle licences, registrations, permits, and municipality details across all emirates.
• Prepare logistics reports and shipment summaries, maintain the logistics calendar, and support cost reporting.
• Assist with ad hoc logistics projects and process improvement initiatives.

Required Qualifications and Experience

• High school diploma or equivalent; an associate degree in supply chain, business administration, or a related field is preferred.
• At least 2 years of hands-on experience in freight forwarding, customs, or logistics administration in the UAE.
• Working familiarity with UAE customs documentation and import/export procedures.
• Strong proficiency in MS Excel and MS Word, including tracking sheets and reports.
• Excellent organization, time management, attention to detail, accuracy, and stakeholder communication.
• Good written and verbal communication skills in English.

Preferred Qualifications

• Experience with food, FMCG, or specialty food imports and compliance requirements.
• Knowledge of landed cost calculation, freight cost analysis, and municipality requirements across multiple emirates.
• Proficiency in Arabic and experience with spreadsheet-based tracking systems or database management.

Workplace and Compensation

• Work location is in person, with daily work at the company's Dubai location.
• Pay is AED 3,000 per month.