Admin & Logistics Coordinator
Polymer In Stock · Sharjah, Sharjah Emirate, United Arab Emirates
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The successful candidate will be responsible for coordinating export logistics, shipping documentation, and communication with shipping agents, while also supporting the day-to-day administrative needs of the office.This role is ideal for someone with experience in international shipping, export documentation, Letters of Credit (LC), and coordination with shipping agents, who can work efficiently in a fast-paced trading environment.Key ResponsibilitiesLogistics & Export CoordinationPrepare, coordinate, and maintain export and shipping documentation.Coordinate with shipping agents and freight forwarders for vessel bookings and shipment arrangements.Negotiate and obtain competitive shipping and freight rates from shipping agents and service providers.Coordinate vessel bookings based on shipment requirements and agreed delivery schedules.Work closely with the Sales Team to provide regular updates on shipment status, vessel schedules, ETDs, ETAs, and documentation.Ensure all required export and shipping documents are prepared accurately and submitted on time.Coordinate the submission and processing of ED (Export Declaration) and related customs/shipping documentation.Follow up with shipping agents, customs, freight forwarders, and other relevant parties to ensure smooth shipment execution.Review shipping documents for accuracy and ensure consistency across invoices, packing lists, bills of lading, certificates, and other export documents.Handle documentation related to Letters of Credit (LC) and ensure documents comply with LC requirements.Coordinate with banks and internal teams where required for LC documentation and document submission.Maintain organized records of shipments, export documents, and correspondence.Identify and resolve documentation or shipment-related issues promptly.AdministrationManage general day-to-day administrative activities of the office.Keep the office organized, well-maintained, and adequately supplied.Monitor and arrange office supplies and stationery as required.Assist the team with administrative requirements and day-to-day coordination.Maintain filing systems, records, and relevant company documentation.Coordinate with suppliers and service providers when required.Provide general administrative support to management and the wider team.Handle other administrative and coordination tasks as assigned.Requirements2–5 years of experience in logistics, shipping, export documentation, or a similar role.Strong experience in international export documentation and shipping procedures.Practical experience dealing with shipping agents, freight forwarders, and vessel bookings.Hands-on experience with Letter of Credit (LC) documentation is essential.Good understanding of export and customs documentation.Strong follow-up and coordination skills.Excellent attention to detail, particularly when handling commercial and shipping documents.Good communication and negotiation skills.Proficiency in Microsoft Office, particularly Excel and Outlook.Ability to coordinate effectively with the Sales Team and external logistics partners.Strong organizational and time-management skills.Ability to work independently and manage multiple shipments and administrative tasks simultaneously.Preferred CandidateThe ideal candidate is someone who is:Detail-oriented and highly organized.Proactive and good at following up.Comfortable communicating with shipping agents and logistics providers.Confident in negotiating freight rates.Experienced in handling LC-related export documentation.Able to manage both logistics responsibilities and general office administration.Reliable, responsible, and able to work under time-sensitive conditions.Key SkillsExport Documentation | Shipping Coordination | Vessel Booking | Freight Negotiation | LC Documentation | Customs Documentation | Logistics Coordination | Sales Coordination | Office Administration | Microsoft Excel | Record Keeping | Communication & Follow-upWhat We OfferCompetitive salary based on experience and qualifications.Opportunity to work in an international trading environment.Professional and supportive working environment.Opportunities to develop expertise in international logistics and export operations.