Logistics Administrator

1004 Gourmet General Trading L.L.C., a leading importer, wholesaler, and retailer of premium Asian specialty food and beauty products, is seeking a highly organized and detail-oriented Logistics Administrator to provide operational and administrative support to our Logistics Manager and logistics team.

The Logistics Administrator will be responsible for shipment documentation, cost tracking and landed cost preparation, coordination with freight forwarders and customs agents, municipality compliance support, labour scheduling and billing, and general logistics administration. This role is essential to ensuring smooth and compliant logistics operations across all emirates.

About 1004 Gourmet

1004 Gourmet is a fast-growing Asian specialty food and beauty products distributor operating multiple retail locations across Dubai and Abu Dhabi, complemented by a dedicated B2B division. We specialize in premium imported products and maintain the highest standards of quality, compliance, and customer service.

Key Responsibilities

Documentation & Shipment Coordination

• Prepare, organize, and maintain all shipment documentation (bills of lading, commercial invoices, packing lists, certificates of origin)
• Maintain accurate records of shipment status and track customs clearance progress through all stages
• File and systematically organize all logistics documents in physical and digital systems for easy retrieval
• Communicate with warehouse and operations teams regarding incoming shipments and expected delivery dates
• Follow up on shipment delays, damage claims, and missing documentation; escalate issues as needed

Freight Forwarding & Customs Agent Liaison

• Serve as primary day-to-day contact point with freight forwarders and customs agents
• Send shipping instructions, booking confirmations, and required documentation to freight forwarders and vendors
• Follow up on clearance status and resolve routine operational issues with vendors
• Identify and escalate complex issues and negotiations to the Logistics Manager for resolution

Supplier Coordination & Cargo Readiness

• Coordinate with suppliers regarding cargo readiness and shipping schedule confirmations
• Request and verify documentation requirements and compliance from suppliers prior to shipment
• Maintain communication with suppliers to ensure smooth coordination and minimize delays

Cost Tracking & Landed Cost Support

• Track and document all costs associated with shipments (freight, duties, taxes, broker fees, clearance charges)
• Collect and file freight invoices and supporting documentation from forwarders and customs agents
• Prepare cost worksheets and assist the Logistics Manager with landed cost calculations and analysis
• Reconcile freight invoices against shipment records and resolve discrepancies

Municipality & Regulatory Support

• Assist with product registration forms and submit required information to municipality databases
• Prepare documentation packages and organize records in preparation for municipality audits and inspections
• Track municipality compliance deadlines and send reminders for required renewals and submissions
• Maintain organized archives of municipality correspondence, certifications, and compliance records
• Support the Logistics Manager with municipality liaison activities and follow-up communications

Labor Scheduling & Offloading Tracking

• Schedule labour and equipment for shipment offloading in coordination with the warehouse team
• Track offloading labour hours worked and equipment usage hours for accurate cost tracking
• Prepare labour time sheets and equipment usage logs for billing and cost allocation
• Maintain records of contractor performance, labour rates, and equipment rental costs

Vehicle & License Administration

• Maintain comprehensive database of company vehicle licenses, registrations, and municipality details
• Track renewal dates for vehicle licenses, permits, and municipal registrations across all emirates
• Send renewal reminders to PRO and operations team with sufficient advance notice
• Organize and file vehicle compliance documentation in an accessible manner

Reporting & General Administration

• Prepare routine logistics reports and shipment summaries for management review
• Maintain logistics calendar and shipment schedules
• Support cost reporting and participate in freight invoice analysis
• Assist with ad hoc logistics projects and process improvement initiatives

Required Qualifications & Experience

• High school diploma or equivalent; associate degree in supply chain, business administration, or related field preferred
• Minimum 2 years of hands-on experience in freight forwarding, customs, or logistics administration in the UAE
• Working familiarity with UAE customs documentation and import/export procedures
• Strong proficiency in MS Excel and MS Word; ability to create tracking sheets and reports
• Excellent organizational and time management skills; ability to manage multiple priorities
• Strong attention to detail and accuracy; precision is critical in this role
• Good written and verbal communication skills in English
• Ability to work collaboratively and communicate effectively with multiple internal and external stakeholders

Preferred Qualifications

• Experience with food, FMCG, or specialty food imports and compliance requirements
• Knowledge of landed cost calculation and freight cost analysis
• Familiarity with municipality requirements across multiple emirates
• Proficiency in Arabic language
• Experience with spreadsheet-based tracking systems and database management

Core Competencies

• Attention to Detail: Meticulous accuracy in documentation, record-keeping, and data entry
• Organization: Strong ability to manage multiple documents, deadlines, and priorities simultaneously
• Communication: Excellent written and verbal skills for effective coordination with diverse stakeholders
• Reliability: Consistent follow-through on tasks and commitments; dependability under pressure
• Problem-Solving: Proactive approach to identifying issues and implementing solutions
• Customer Service Orientation: Ability to work effectively with external partners and internal teams
• Professional Demeanour: Discretion, reliability, and professional conduct in all interactions

Pay: AED3,000.00 per month

Application Question(s):

• Can you work 6 days a week?
• Are you able to commute to DIP2 on a daily basis?
• How soon can you join?
• Do you have any experience with Odoo or ERP systems?

Experience:

• Administrative: 1 year (Required)

Work Location: In person