Administrative Assistant – Import & Export Documentation

Job Purpose

This role offers administrative assistance for import and export paperwork within the NYU Project. The position focuses on preparing, checking, tracking, and filing shipment records, customs paperwork, approvals, and delivery status updates.

The objective is to keep all documentation correct, complete, well organized, and processed within the required timelines so logistics activities run smoothly, compliance is maintained, and project-related materials, equipment, and other items reach their destination on time.

Key Responsibilities

Import and Export Documentation

• Compile, review, arrange, and retain import/export records such as invoices, packing lists, delivery notes, permits, customs papers, certificates, and related files.
• Make sure all shipment records are accurate, complete, properly stored, and easy to retrieve when needed.
• Monitor document submissions, approvals, customs-clearance progress, and delivery confirmations.
• Liaise with suppliers, freight forwarders, customs agents, procurement, finance, and project teams to obtain the required paperwork.

Shipment Coordination and Follow-up

• Track shipment progress, delivery dates, customs clearance status, and outstanding documents.
• Maintain logs for shipments, deliveries, approvals, customs updates, and pending actions.
• Escalate delays, missing paperwork, mismatches, or urgent concerns to the appropriate team.
• Help ensure the timely movement of materials, equipment, spare parts, and project-related goods.

Administrative and Records Support

• Keep structured records of correspondence, shipment files, approvals, invoices, delivery papers, and logistics reports.
• Draft letters, emails, forms, reports, meeting notes, and other administrative documents as needed.
• Ensure records remain updated, confidential, well organized, and easy to access.
• Assist with audit readiness by maintaining full and accurate documentation.

Supplier and Stakeholder Coordination

• Work with internal teams, suppliers, vendors, freight forwarders, customs brokers, and client representatives.
• Share timely updates on documentation status, shipment movement, pending approvals, and delivery timelines.
• Support communication between procurement, logistics, finance, stores, and project operations.
• Handle documentation-related queries in a professional and accurate manner.

Compliance and Reporting

• Ensure documentation tasks follow company policies, client expectations, approval workflows, and logistics procedures.
• Check documents for accuracy, formatting, required approvals, and supporting details before submission.
• Spot missing information, errors, or inconsistencies and follow up to have them corrected.
• Prepare shipment reports, pending-document trackers, delivery updates, and summaries of open actions.

Health, Safety, and Environmental Responsibilities

All employees are expected to follow Khidmah’s health, safety, and environmental policies, procedures, practices, and all relevant legal and statutory HSE requirements. Each employee must remain familiar with policy updates and newly introduced procedures, and stay compliant with them.

Information Security Responsibilities

• Follow Khidmah information security policies.
• Understand and carry out individual information security responsibilities.
• Make sure anyone handling sensitive company information has completed Security Awareness Training.
• Know how to report a security incident through IT ServiceDesk or InfoSec.
• Do not disable the operating system firewall or antivirus software.
• Use accounts, access rights, and passwords only for authorized purposes and protect them appropriately.
• Accept responsibility for personal user accounts and keep information confidential.

Education and Qualification

A Bachelor’s degree or diploma in Business Administration, Logistics, Supply Chain, Procurement, or a related field is required. Training in import/export documentation or customs procedures is preferred. Strong MS Office skills are needed, and ERP knowledge is an added advantage.

Experience and Skills

Candidates should bring 2–4 years of experience in administration, logistics, import/export documentation, procurement support, freight coordination, or supply chain operations. In addition, 1–3 years of practical experience is needed in shipment paperwork, customs documentation, supplier coordination, delivery tracking, filing, reporting, and administrative support.

The ideal candidate will have a solid grasp of import/export documentation, logistics coordination, and shipment tracking, along with strong administrative, filing, reporting, and record-keeping abilities. Attention to detail, accuracy in review and data entry, and strong coordination and follow-up skills are essential. The role also requires the ability to manage multiple documents, shipments, deadlines, and urgent requests, plus effective communication, interpersonal skills, and a professional, organized, confidential, service-focused approach. Proficiency in MS Office, especially Excel, Word, and Outlook, is required. The ability to identify errors, missing details, and inconsistencies is also important.