Logistics Coordinator & Office Admin / HR

Role overview

Location and work arrangement

• Based at the Dubai office and warehouse, with occasional site and port visits.
• Employment is full time and on site.

Logistics coordination

• Raise and track overseas purchase orders and confirm ready dates, packing lists, and commercial invoices.
• Compare sea, air, and courier quotes; book freight and track shipments to arrival.
• Coordinate customs clearance, including HS codes, certificates of origin, and duty payments.
• Arrange GCC and MENA exports, export documents, legalisation where needed, and free-zone transit.
• Maintain a shipment tracker for sales; check incoming goods and report damages or shortages.
• Maintain ERP stock records, conduct monthly cycle counts, support year-end stock take, and track demo, rental, and RMA stock.
• Schedule customer and project-site deliveries, arrange transport and access permits, and file signed delivery notes for Finance.
• Check freight, clearing, and courier invoices against quotes and maintain landed-cost records per shipment.

Office administration

• Track trade licence, Ejari, chamber of commerce, and establishment card renewals.
• Manage office suppliers, compare quotes, and track spending; manage company vehicle renewals, insurance, Salik, fines, and servicing.
• Collect and match supplier and expense invoices to approvals, chase signatures, and maintain reconciled petty cash records.
• Book staff travel, hotels, and visas; receive visitors, manage couriers, and maintain office and meeting-room presentation.
• Maintain physical and shared-drive filing for contracts, licences, and company documents.

HR support

• Post jobs, screen CVs, schedule interviews, and prepare offer letters for approval.
• Coordinate employment visas, labour cards, Emirates IDs, medical processes, renewals, and cancellations with the PRO or typing centre.
• Manage onboarding and exit checklists, IT and access setup, end-of-service calculations, and clearance.
• Send monthly attendance, leave, overtime, and deduction inputs to Finance and support WPS salary transfers.
• Maintain employee files and expiry tracking; manage leave and attendance records, insurance changes, and labour compliance documentation.
• Respond to HR questions and prepare staff letters; support staff events.

Must-have requirements

• Bachelor's degree in business, supply chain, HR, or a similar field.
• 3 to 5 years in a logistics coordinator, admin, or HR assistant role in the UAE; trading or distribution experience is ideal.
• Hands-on UAE import/export documentation, customs clearance, and freight-forwarder experience.
• Working knowledge of UAE labour law, MOHRE, visa processes, and WPS.
• Strong Excel skills, including lookups, pivot tables, and trackers; experience with an ERP or accounting system such as Zoho, Odoo, Tally, or SAP Business One.
• Clear written and spoken English and a UAE driving licence.

Nice-to-have qualifications

• Arabic language skills.
• Electronics, AV, or technical equipment experience, including serial number and RMA tracking.
• Incoterms knowledge and experience shipping to Saudi Arabia or other GCC countries.

Working style

• Organized and persistent in following up with suppliers, agents, and government portals until issues are closed.
• Able to handle multiple deadlines without dropping tasks and to treat staff and salary information discreetly.

Pay

• AED 2,500 to AED 5,500 per month.