Office Administrator — Field & Documentation

About Spanzia Supply Chain SolutionsSpanzia is a warehousing and supply chain solutions provider with a UAE-wide warehouse database. Our core service offering is to match businesses to space that fits their exact operational specs — grade, clear height, temperature zone, storage method, certifications — and stay with them through go-live and optimisation. Beyond this, we also provide services like supply chain optimisation, warehouse construction consultancy, etc. We're backed by a board of advisors with three decades in contract logistics across the GCC and six other regions. We're currently pre-launch, building the verified warehouse partner network that powers the platform.Warehouse decisions. Simplified.The roleEvery facility on Spanzia is physically verified — not self-reported. That verification doesn't happen from a desk. Someone has to go to the warehouse, photograph it properly, collect the paperwork, check it's real, and get it into the system clean.That someone is you.This is a hybrid admin and field role. Part of your week is out on site at warehouse facilities across Dubai; the rest is documentation, records and keeping the day-to-day running. It suits someone organised, self-directed and comfortable being the person who actually gets things done.What you'll do1. Field & site visits- Travel to warehouse facilities across Dubai to carry out verification visits- Photograph and video facilities to a consistent standard — external, dock doors, clear height, flooring, racking, loading bays, office space, amenities- Capture on-site measurements and observations against our verification checklist- Meet warehouse operators and their site teams; represent Spanzia professionally on the ground- Flag anything that doesn't match what was declared- Documentation & records- Collect, check and file operator documentation — trade licence, Civil Defence certificate, bonded status, lease or title documents, insurance, relevant certifications (food, DG, pharma, lithium-ion)- Chase missing paperwork until the file is complete- Enter verified facility data into our database accurately and consistently- Maintain the media library — organised, named, tagged, retrievable- Keep the operator pipeline and status records up to date2. Office & coordination- Schedule site visits and coordinate calendars across the team and warehouse partners- Handle day-to-day office administration — supplies, courier, vendor coordination, visitor arrangements- Support invoicing, expense records and petty cash- Assist with government and licensing paperwork as needed- Take and circulate meeting notes; follow up on actions- Support the wider team on ad-hoc operational tasksWhat we're looking for1. Essential- 1–3 years in an administrative, operations or coordinator role — logistics, real estate or facilities experience is a strong plus- Genuinely willing to be out in the field — this is not a desk-only role, and warehouse environments mean heat, dust and industrial areas- Strong English communication, written and spoken- Confident with Excel / Google Sheets and general digital tools; comfortable learning a new platform- Meticulous with detail — our credibility rests on the accuracy of these records- Able to work independently and manage your own day without close supervision- Valid UAE residence visa with own sponsorship or NOC — we are not able to provide visa sponsorship for this role2. Preferred- Valid UAE driving licence and own vehicle (travel allowance provided)- Arabic in addition to English- A good eye for photography — you don't need to be a professional, but you should be able to shoot clean, well-lit, usable images on a phone or camera- Familiarity with Dubai's industrial and free zone areas — JAFZA, Dubai South, DIP, Dubai Industrial City, Al Quoz, Ras Al Khor- Exposure to warehousing, logistics or commercial propertyWhat you'll get- A role with visible impact — the verified network you build is the product at launch- Direct exposure to the UAE warehousing and supply chain sector, and to a senior advisory board with three decades in the industry- Early-stage company, small team, real ownership of your area