Logistics Administrator

The Logistics Administrator is responsible for the inbound and outbound movement of vehicles, covering shipping coordination, port and customs clearance, trade documentation, inland transport, and coordination with After Sales for pre-delivery inspection. The role ensures that vehicles arrive, clear customs and are prepared for sale on time, at the lowest achievable cost, and in full compliance with UAE import and export requirements. Accuracy in documentation and speed in resolving exceptions are critical to protecting margin and delivery commitments.

KEY DUTIES & RESPONSIBILITIES

Shipping Coordination & Trade Documentation

• Coordinate with suppliers, shipping lines and freight forwarders on bookings, sailing schedules and vessel arrival dates.
• Obtain, review and control shipping documentation including the bill of lading, commercial invoice, packing list, certificate of origin and export certificate, ensuring each matches the purchase order and VIN list.
• Track shipments in transit and provide the business with reliable arrival forecasts and early warning of delays.

Port & Customs Clearance

• Coordinate customs clearance and port release through appointed clearing agents, ensuring declarations, duties and fees are processed accurately and on time.
• Ensure all import requirements are satisfied, including customs declarations, vehicle clearance certificates and any regulatory approvals applicable to the units being imported.
• Actively manage clearance timelines to avoid demurrage, detention and port storage charges, and elevate blockers immediately.

Inland Transport & Vehicle Receipt

• Arrange transport of vehicles from port to storage yard, showroom or workshop, booking car carriers and recovery services as required.
• Verify quantities, VINs and vehicle condition on arrival, document any damage with photographic evidence, and raise claims with insurers, shipping lines or transporters.
• Hand over received vehicles to the Stock Controller with complete documentation and keys for booking into stock.

After Sales & Pre-Delivery Inspection Coordination

• Coordinate with After Sales to schedule pre-delivery inspection for arriving vehicles and ensure units are delivered to the workshop with the correct documentation.
• Track pre-delivery inspection status, rectification work and completion, and confirm vehicle readiness for display, handover or delivery.
• Coordinate outbound movements for exports and inter-emirate deliveries, including required documentation and permits.

Cost Control, Records & Reporting

• Maintain a live shipment tracker covering estimated and actual arrival, clearance status, location and cost per unit.
• Verify freight, clearance, transport and storage invoices against agreed tariffs and approve for payment, challenging discrepancies with service providers.
• Provide landed cost inputs to finance and report regularly on shipment status, exceptions, delays and logistics spend.
• Uphold company values throughout business practices and utilize sound judgment in decision making.
• Any other additional duties as may be required by management based on needs of the business.

POSITION REQUIREMENTS

Educational Qualifications

• Bachelor's degree or Diploma in Logistics, Supply Chain, International Trade, or a related field.

Work Experience

• 2 to 4 years of experience in shipping, freight forwarding, customs clearance, or logistics administration, preferably involving vehicle imports into the UAE.
• Practical experience with UAE customs and port processes and with coordinating clearing agents and transporters is highly preferred.

Skills & Personal Attributes

• Working knowledge of Incoterms, bills of lading, customs declarations and UAE import and export documentation requirements.
• Strong document accuracy and control, with the ability to spot discrepancies before they cause clearance delays.
• Proficiency in MS Excel and comfort with online trade and customs platforms.
• Strong coordination and follow-up skills across suppliers, agents, transporters and internal departments.
• Cost conscious, with the ability to identify and eliminate avoidable demurrage and storage charges.
• Able to work under time pressure and resolve exceptions quickly and calmly.

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