Operation Coordinator

Job Title: Operations Coordinator

Roles & Responsibilities:

- Enter each quotation into Excel sheet and EFS (Electronic Filing System).
- Notify transporter via email once shipment is confirmed, providing collection details for drivers.
- Coordinate with shippers to obtain necessary documents and details of clearing agents. Provide our clearing agent details for authorization if needed.
- Input new customer details into EFS and notify ITC Team to create customer codes.
- Request GL Mapping from finance team.
- Create bookings and open job files for each shipment.
- Prepare advance amount requests and submit to finance team for approval.
- Once approved, send transporter's bank account details to finance team for advance transfer.
- Enter shipment details into EFS, create TCN (Transportation Control Number), truck waybill, and Pro-Forma invoice. Send these documents to the customer.
- Prepare labels and send them to customers for pallet labeling.
- Prepare shipment manifest and pre-alert documents, and send them to the consignee.
- Send shipping documents to UAE border clearing agent upon shipment loading for UAE Bayan.
- Once UAE Bayan is received, forward documents to Saudi clearing agent for fassah and bayan.
- Contact drivers daily for shipment status updates and email clients accordingly.
- Create invoices upon shipment delivery and send them to customers.
- Generate Purchase Orders (LPOs) for clearing agent and transporter charges.
- Submit LPOs to finance team for payment processing.
- File all documents in EFS.
- Handle final settlements with individual truck drivers when hired, prepare settlement documents, and submit to finance team for approval.
- After finance confirmation, prepare vouchers and attach supporting documents.
- Collect cash from Aman (ARATRANS) and deliver it to drivers outside Jebel Ali Free Zone gate.
- Pay cash to drivers, obtain their signatures on final settlement vouchers, collect necessary paperwork, and hand over signed payment vouchers to Aman (ARATRANS).

Desired Candidate Profile:

Qualifications:
- Previous experience in operations coordination, logistics, or a related field.
- Strong organizational and multitasking skills.
- Excellent communication abilities, both verbal and written.
- Proficiency in Microsoft Office suite, particularly Excel.
- Attention to detail and problem-solving skills.

Employment Type: Full Time