Administrative Assistant

About the role

Join a busy import-export business operating in the UAE’s logistics and trade ecosystem. The company handles cross-border movement of consumer and industrial products, including customs coordination, document processing, and vendor communication. This position is ideal for someone who is highly organised, detail-focused, and able to keep office operations running smoothly from the Dubai office.

What you will do

• Handle incoming and outgoing communication, arrange meetings, and keep leadership calendars organised and up to date.
• Prepare, organise, file, and digitise trade and shipping records such as invoices, bills of lading, customs forms, and certificates of origin.
• Liaise with freight partners, customs agents, and overseas suppliers to monitor shipments and address document-related delays.
• Maintain internal records for stock, vendor information, shipment timelines, and purchase order tracking.
• Support expense submissions, travel planning, and office supply ordering while following internal control procedures.
• Serve as a professional first contact for team members and outside partners, ensuring information is shared clearly and accurately.

Skills and qualifications

• Strong working knowledge of Microsoft Word, Excel, and Outlook.
• Experience using document management platforms or ERP systems.
• Excellent written and spoken business English.
• Understanding of UAE customs processes or import/export paperwork.
• Ability to manage multiple tasks, meet deadlines, and maintain accuracy in a high-pressure setting.
• Background in logistics, trade, or administrative support within a fast-moving environment.
• Preferred: familiarity with SAP or Oracle ERP tools.
• Preferred: ability to communicate in Arabic.
• Preferred: prior exposure to DHL, FedEx, or local UAE freight forwarders.

Benefits and work environment

• Competitive pay with health insurance and annual leave in line with UAE labour law.
• Opportunity to grow within operations or trade compliance in a diverse, collaborative team.
• On-site position in a modern Dubai office.
• Flexible working hours from 8:00 AM to 5:00 PM, Monday through Friday.