Operations Executive

Location

Dubai, UAE

Responsibilities

• Coordination with sales team: Liaise with the sales team to obtain job schedules, service orders, and updates on upcoming projects. Ensure smooth information flow between sales and operations for proper planning.
• Daily job updates: Provide daily reports on ongoing and completed jobs to the sales and coordination teams. Track service progress and highlight any delays or issues for timely resolution.
• Technical team coordination: Communicate with the technical team before and after each job to ensure readiness, completion feedback, and documentation accuracy. Maintain clear job-related communication to avoid operational gaps.
• Documentation management: Ensure all service reports, job completion certificates, and related documents are collected and submitted properly after job completion. Support invoicing and record-keeping for completed jobs.
• Port coordination: Coordinate with ship agents to arrange port passes, entry permissions, and NOCs for technicians and vehicles. Ensure all port entry requirements are fulfilled in advance.
• Customs and billing support: Prepare invoices, delivery notes (DN), and bills of entry as required for port and customs clearance. Liaise with finance or customs agents for necessary submissions.
• Logistics and driver scheduling: Schedule drivers for technician drop-off, pick-up, and material delivery or collection from ports or suppliers. Ensure optimal vehicle usage and timely coordination.
• Port knowledge and compliance: Maintain good knowledge of UAE port regulations, entry procedures, and documentation requirements. Ensure all operations are in compliance with port authority and customs regulations.
• Geographical awareness: Have a strong understanding of UAE ports, locations, and major routes for efficient job planning and logistics management.

Qualifications and skills

• Bachelor's degree or diploma in business administration, logistics, or related field.
• 2-4 years of experience in marine or logistics operations (preferred).
• Excellent communication and coordination skills.
• Knowledge of UAE port regulations and customs formalities.
• Proficiency in MS Office (Excel, Word, Outlook).
• Valid UAE driving license is an advantage.