We are seeking a reliable and detail-oriented Admin & Logistics Officer to handle day-to-day administrative tasks and manage all logistics operations including import/export documentation, customs clearance, vendor coordination, and record management. The ideal candidate will ensure smooth office administration and timely, compliant shipment handling.

Duties and responsibilities:

• Use proper coding and filing structure to manage company document throughout the organization  documentation lifecycle.
• Documentation of all processes within the systems to ensure traceability.
• Maintain all company documents (trade licenses, visas, memo) and ensuring renewal on time.
• Evaluate the services used by the company on billing basis (mobile phones, online software, etc..) and ensure renewal on best possible packages.
• Coordinate with sales support for issuing of order acknowledgments and transmitting them to customers.
• Coordinate with accounts for issuing any required documentation (proforma invoices, delivery notes, etc..)
• Handle import documentation and follow up with production on dispatch of goods.
• Analyze logistics requirements for each shipment, compare quotes, decide on best quote and arrange for freight bookings.
• Coordinate with logistics partner on status and ensure correct customs clearance, while ensuring keeping internal clearance records up to date.
• Ensuring customs documentation is done correctly for inbound and outbound shipments and company records are kept up to date.
• Receive, check, dispatch goods and update customers on their order status.
• Assisting with preparation of project submittals and handing over documentation.
• Check and update status of cases on CRM.
• Receive customer calls, take messages, and route them to concerned person.
• Ensure adequate supplies of stationary and reordering when necessary.

Qualifications:

• Bachelor’s degree in Business Administration or similar
• Minimum of 2 years’ experience in administration and logistics within the UAE or GCC region.
• Good understanding of customs documentation and import/export procedures.
• Proficient in MS Office (Excel, Word, Outlook); experience with ERP systems is a plus.
• Excellent communication and coordination skills.
• Attention to detail, organization, and problem-solving mindset.
• Ability to work independently and manage multiple priorities.