Supply Chain Administrator

Opera Trading Co. is one of the UAE’s leading luxury fashion retail companies, with over 30 years of excellence in the industry. We represent a carefully curated portfolio of prestigious international fashion and luxury brands, delivering exceptional products and elevated client experiences across our stores in Dubai.Join us and become part of a legacy built on luxury, sophistication, service, and style.LocationHead office – B2B Business Tower, Business Bay.The RoleWe are looking for a highly organised, detail-oriented, and proactive Supply Chain Administrator to join our head office team. Reporting directly to the Accounts & Operations Manager, you will be responsible for supporting and coordinating the day-to-day supply chain and purchasing administration across our portfolio of international fashion brands.The role involves managing and following up on brand orders, coordinating with suppliers, monitoring incoming shipments, supporting customs clearance, tracking payments and documentation, and maintaining accurate records across orders, inventory, shipments, and supplier information.The ideal candidate is highly organised, commercially aware, exceptionally detail-oriented, and comfortable managing multiple orders, suppliers, and deadlines simultaneously. Accuracy is critical, as the role requires careful cross-checking of purchase orders, quantities, prices, invoices, shipping documents, and deliveries to ensure there are no discrepancies or errors.Key ResponsibilitiesManage and follow up on purchase orders placed with international brands and suppliersMaintain accurate records of all brand orders, including order numbers, quantities, prices, delivery dates, and order statusFollow up proactively on delayed, incomplete, or outstanding orders and ensure issues are escalated appropriatelyCross-check purchase orders, order confirmations, invoices, packing lists, and shipping documents to ensure accuracyVerify quantities, product details, pricing, discounts, and other commercial information against approved ordersTrack shipment status and maintain accurate records of expected and received deliveriesCoordinate with freight forwarders, couriers, customs agents, and other logistics partners when requiredCoordinate internally with the accounts and operations teams regarding incoming shipments, invoices, payments, and deliveriesMaintain organised digital and physical records of purchase orders, invoices, shipping documents, supplier correspondence, and delivery recordsMaintain and regularly update Excel trackers covering orders, shipments, inventory, supplier information, payments, and outstanding itemsEnsure all data entered into internal systems and spreadsheets is accurate, complete, and up to dateReconcile received goods against purchase orders and shipping documents and identify any discrepanciesAssist in identifying shortages, over-shipments, incorrect items, damaged goods, or other delivery discrepancies and coordinate their resolutionMaintain a clear overview of outstanding orders, pending shipments, pending payments, and supplier follow-upsSupport inventory administration by ensuring incoming stock is properly recorded and documentation is completeCoordinate with stores, warehouse, accounts, and management to ensure smooth movement of goods and accurate information across departmentsEnsure all deadlines, follow-ups, and operational requirements are closely monitored and completed on timeSupport the Accounts & Operations Manager with general administrative and operational tasks related to supply chain and purchasingQualifications & ExperiencePrevious experience in supply chain administration, purchasing, logistics, wholesale, retail operations, or a similar administrative role is strongly preferredExperience within fashion, luxury retail, or a multi-brand retail environment is an advantageExcellent proficiency in Microsoft Excel is mandatoryStrong data entry skills with exceptional attention to detail and accuracyComfortable working with large amounts of data, spreadsheets, product information, and order recordsStrong organisational and administrative skills, with the ability to manage multiple orders, suppliers, and deadlines simultaneouslyExcellent follow-up skills and a proactive approach to outstanding tasksStrong ability to cross-check information and identify discrepancies or errorsExcellent written and verbal communication skills in EnglishStrong email communication skills and professional correspondence with international suppliersAbility to maintain clear, structured, and accurate recordsAble to work independently while also collaborating effectively with the wider teamStrong sense of ownership and accountabilityKnowledge of international shipping, customs clearance, and import documentation is an advantageKnowledge of the luxury fashion industry and international brand operations is an advantageWhat We Look ForAbove all, we are looking for someone who is extremely organised, accurate, proactive, and dependable.This is a role where attention to detail matters. From ensuring the correct quantities are ordered, to checking invoices and shipping documents, following up with suppliers, tracking shipments, and ensuring records are accurately maintained, the successful candidate will take ownership of every detail and ensure nothing falls through the cracks.You should be someone who naturally follows up, keeps clear records, notices inconsistencies, and does not wait to be reminded about outstanding tasks. You will be working with multiple international brands, suppliers, shipments, and internal departments, so strong organisation, communication, and time management are essential.If you are detail-oriented, highly proficient in Excel, enjoy working in a fast-paced environment, and have a strong interest in fashion, luxury retail, supply chain, and operations, we would love to hear from you.Apply now and become part of the Opera Trading Co. team.