Executive Administrative Assistant

HDP Trading is engaged in the supply of aftermarket spare parts for earthmoving machinery and diesel engines, serving customers across the GCC and international markets. We are looking for an  Admin Executive  to support the day-to-day operational and administrative activities of the Dubai office.

Key Responsibilities

1. Supply Chain & Logistics Support
2. Assist in shipment coordination, supplier follow-ups, freight documentation, delivery schedules, and other routine supply chain activities.
3. Dubai Trade & Customs Documentation
4. Handle routine work on  Dubai Trade  and coordinate documentation related to imports, exports, customs clearance, gate passes, and logistics activities.
5. Internal Operations & Administration
6. Support daily office operations, maintain records, follow up on internal tasks, coordinate with different departments, and ensure operational matters are completed on time.
7. Operational Expense Management
8. Maintain proper records of operational expenses, petty cash, utility and service-related payments, logistics expenses, and supporting documents for accounts and management review.
9. Vendor & Service Provider Coordination
10. Coordinate with freight forwarders, clearing agents, transporters, service providers, suppliers, and other external parties for routine operational requirements.
11. Documentation & Reporting
12. Maintain organized records of shipments, expenses, operational documents, approvals, and other administrative information, and prepare regular reports when required.

Candidate Requirements

• Graduate degree is mandatory.
• Good command of English and basic business communication.
• Comfortable working with  Excel, email, online portals, and business software .
• Strong organizational skills and ability to handle multiple operational tasks simultaneously.
• Previous experience in  administration, logistics, supply chain, trading, or Dubai Trade  will be preferred.
• The candidate should be responsible, detail-oriented, and capable of learning new operational processes quickly.