An organisation based in Jebel Ali, Dubai is hiring an organised and detail-oriented Admin & Logistics Coordinator on a 12-month outsourced contract (extendable) at AED 4,000 per month. The role covers a broad and practical operational remit — including quotation preparation, reimbursement processing, financial spreadsheet maintenance, management reporting, equipment shipment coordination (local and regional), inventory tracking, and on-ground logistics support during live events and activities. Strong Microsoft Excel skills and administration experience are essential.
Role Scope — Admin & Logistics Operations
Administration: Quotation preparation, reimbursement processing, claims verification, and discrepancy resolution
Financial Tracking: Maintain and update financial transaction spreadsheets — accurate, real-time record-keeping
Logistics: Coordinate secure local and regional equipment shipments — on-time dispatch and delivery
Inventory: Track equipment usage and loaned-out items — maintain accurate, current inventory records
Reporting: Generate regular management reports — KPI summaries, shipment status, and account updates
Key Skills Required
Administration · Reporting · Microsoft Excel · Inventory Management
Reimbursement Processing · Supply Chain Coordination · Shipping & Receiving
Vendor Coordination · Quotation Preparation · Financial Spreadsheet Management
Attention to Detail · Time Management · On-Ground Logistics Event Support
Position Overview
This Admin & Logistics Coordinator role in Jebel Ali, Dubai is a broad, operationally active contract position that combines administrative coordination, financial record management, and logistics operations support within a single, varied daily remit. You will prepare and submit quotations, collect and verify proof of activity and work completion, process reimbursement claims accurately and on time, identify and resolve discrepancies in claims or accounts, maintain financial transaction spreadsheets in Microsoft Excel, generate regular reports for management, coordinate the secure shipment of equipment across local and regional routes, monitor the usage of loaned-out equipment, ensure all shipments are dispatched and delivered on schedule, maintain accurate inventory records, and provide hands-on logistics support during live events and field activities. The role is based in Jebel Ali — one of Dubai’s most active industrial and logistics zones — and offers a stable 12-month outsourced contract with the potential for extension.
Why This Role Matters: As Admin & Logistics Coordinator in Jebel Ali, Dubai — on a 12-month extendable outsourced contract at AED 4,000 per month — you will serve as the operational backbone of daily admin and logistics functions, ensuring quotations, claims, shipments, and inventory records are managed accurately and without delay, apply your Microsoft Excel skills and organisational capability to keep financial records, reports, and inventory trackers current and reliable for management decision-making, build practical hands-on experience across administration, logistics coordination, reimbursement processing, and supply chain support in one of the UAE’s most important and internationally connected industrial and free zone locations, and develop a versatile professional profile that opens doors to broader administrative and supply chain coordination roles across Dubai’s dynamic commercial and industrial sectors.
Key Responsibilities
Quotation Preparation & Administration
- Prepare and submit accurate, professionally formatted quotations in response to internal and external requests — ensuring all pricing, scope descriptions, terms, and validity periods are correct and that quotations are submitted within required timeframes without delay
- Collect and verify proof of activity and work completion documentation — checking that all supporting evidence for completed services, deliveries, and activities is present, accurate, and correctly filed before processing any associated claims or payments
- Identify and resolve discrepancies in claims, accounts, and supporting documentation — investigating discrepancies systematically, communicating clearly with relevant stakeholders, and resolving outstanding issues promptly to prevent payment delays or financial record inaccuracies
- Maintain organised, well-structured administrative filing systems — both digital and physical — ensuring all quotations, claims, approval records, and correspondence are retrievable quickly and accurately when needed for audit, management review, or operational reference purposes
Reimbursement Processing & Financial Record Management
- Process reimbursement claims accurately and on time — reviewing submitted claims against approved policies, verifying supporting receipts and documentation, obtaining necessary approvals, and ensuring all valid claims are processed and paid within the agreed timeframe
- Maintain and continuously update financial transaction spreadsheets in Microsoft Excel — recording all relevant financial activity accurately, ensuring data is current, correctly categorised, and formatted in a way that supports management reporting and financial review requirements
- Generate regular reports for management review — compiling financial tracking data, claims status summaries, shipment updates, inventory snapshots, and any other management information reports required on a daily, weekly, or monthly basis
- Ensure the integrity and accuracy of all financial records maintained in spreadsheets and administrative systems — conducting regular self-audits of data accuracy and resolving any errors or inconsistencies immediately to maintain the reliability of management information outputs
Equipment Shipment Coordination — Local & Regional
- Coordinate the secure shipment of equipment across local Dubai routes and regional destinations — arranging collection, packaging documentation, carrier booking, customs clearance coordination where applicable, and delivery confirmation for all outbound and inbound equipment movements
- Ensure all shipments are dispatched and delivered on schedule — proactively monitoring shipment progress, communicating status updates to relevant stakeholders, and escalating any delays or issues to management with clear, actionable information
- Coordinate with vendors, courier companies, freight forwarders, and logistics partners — managing external logistics relationships professionally and ensuring all third-party service providers understand shipment requirements, delivery timelines, and handling standards
- Maintain accurate shipment documentation — including despatch notes, delivery confirmations, customs documents, carrier waybills, and proof of delivery records — ensuring a complete, traceable record of every equipment movement within the company’s logistics operations
Inventory Tracking & Equipment Usage Monitoring
- Maintain accurate, up-to-date inventory records for all equipment — including items in storage, items in transit, and equipment currently loaned out to customers, partners, or field teams — ensuring the inventory system reflects the true physical status of every item at all times
- Monitor the usage and utilisation of loaned-out equipment — tracking who holds each item, the loan period, expected return date, and physical condition — and following up proactively to ensure equipment is returned on schedule and in the expected condition
- Conduct regular stock checks and inventory reconciliations — comparing physical inventory against system records, identifying and investigating discrepancies, and making accurate inventory adjustments with full documentation of the reconciliation process and findings
- Report inventory status, utilisation rates, and any loss or damage incidents to management — providing timely, accurate inventory intelligence that supports operational planning, equipment procurement decisions, and asset management governance
On-Ground Logistics Support During Events & Activities
- Provide hands-on, on-ground logistics support during live events, product demonstrations, field activations, and other operational activities — managing equipment movement, setup logistics, and on-site coordination to ensure events run smoothly from a logistics and administrative perspective
- Prepare and manage all event logistics documentation — including equipment checklists, delivery schedules, on-site inventory logs, and post-event reconciliation records — ensuring complete, accurate documentation of all assets deployed during each event or activity
- Coordinate equipment transport, storage, and handling at event locations — working with field teams, venue staff, and logistics providers to ensure all required equipment arrives on time, in good condition, and is correctly positioned for the event
- Support post-event administrative tasks — including equipment return logistics, damage assessment documentation, claim submissions for event-related costs, and updating inventory records to reflect equipment movements that occurred during the activity
Skills & Qualifications
Technical Skills
- Microsoft Excel proficiency — for financial transaction spreadsheet maintenance, inventory tracking, report generation, and data analysis — confident working with multi-sheet workbooks, formulas, pivot tables, and formatted management report templates
- Administration skills — the ability to manage multiple concurrent administrative tasks including quotation preparation, claims processing, documentation filing, and vendor correspondence with accuracy, consistency, and professional attention to detail
- Inventory management experience — practical ability to maintain accurate stock records, perform reconciliations, track loaned equipment, and report inventory status reliably and in real time
- Shipping and receiving coordination — familiarity with freight documentation, courier management, delivery tracking, and logistics provider coordination for both local and regional equipment movements
Personal Qualities
- Strong organisational skills and the ability to manage multiple priorities simultaneously — keeping all administrative, logistics, and reporting tasks current and accurate even during busy operational periods or live event support activities
- High attention to detail — essential for processing reimbursements accurately, identifying discrepancies in claims, maintaining error-free inventory records, and producing management reports that management can rely on without needing to verify the underlying data
- Clear, professional communication skills — able to coordinate effectively with vendors, colleagues, management, and logistics partners by email, phone, and in person, and to provide timely, accurate status updates on shipments, claims, and inventory
- Reliable, punctual, and delivery-focused — committed to meeting deadlines for reports, claims processing, and shipment coordination without reminders, and willing to provide on-ground support during events when operational requirements demand it
About This Admin & Logistics Coordinator Opportunity in Jebel Ali, Dubai
Jebel Ali is one of Dubai’s most strategically significant and operationally active zones — home to the Jebel Ali Free Zone (JAFZA), one of the world’s largest free zones, and a major industrial, logistics, and distribution hub that serves hundreds of multinational companies across the UAE and wider GCC region. For administrative and logistics professionals, Jebel Ali offers a genuinely dynamic working environment where operational efficiency, accuracy, and coordination across logistics and supply chain functions are genuinely valued and professionally rewarded.
This Admin & Logistics Coordinator role offers a practical, varied, and professionally useful 12-month contract position that builds real operational skills across administration, financial record-keeping, logistics coordination, inventory management, and supply chain support. For candidates who want to develop a strong UAE administrative and logistics professional profile — and potentially extend their contract with an established organisation in Jebel Ali — this is a meaningful opportunity with genuine day-to-day operational impact.
Career Excellence: Step into an Admin & Logistics Coordinator role in Jebel Ali, Dubai — where your Microsoft Excel proficiency, inventory management skills, and administrative accuracy will support efficient logistics operations and advance your professional career in one of the UAE’s most commercially vibrant and internationally connected free zone environments.
Who Should Apply?
- Admin & Logistics Coordinators: With practical UAE or GCC experience in administration, logistics coordination, inventory management, and Excel-based reporting — ready for a 12-month outsourced role in Jebel Ali, Dubai at AED 4,000 per month
- Reimbursement & Claims Processing Professionals: With experience verifying proof of activity, processing reimbursement claims, identifying discrepancies, and maintaining accurate financial transaction records in Microsoft Excel
- Inventory Control Coordinators: With hands-on experience tracking equipment inventories, monitoring loaned-out assets, conducting reconciliations, and maintaining accurate stock records in a dynamic operational environment
- Logistics Support Coordinators: With shipping and receiving experience, vendor coordination skills, and the operational flexibility to provide on-ground logistics support during live events and field activities as required
- UAE-Based Administrative Professionals: Currently in Dubai or the UAE — organised, detail-oriented, and proficient in Microsoft Excel — seeking a stable contract role in one of Dubai’s most strategically important industrial and logistics zones
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