Operations Executive - Vehicle Logistics

Job Purpose To coordinate and support day-to-day logistics operations related to the import, export, transportation, and delivery of vehicles while ensuring timely execution, accurate documentation, compliance with regulations, and smooth coordination between internal teams and external logistics partners.

Key Responsibilities

Logistics Operations Coordination

1. Coordinate end-to-end logistics activities for vehicle imports, exports, and local deliveries.
2. Monitor shipment schedules and ensure timely movement of vehicles from suppliers, ports, yards, and delivery locations.
3. Coordinate with freight forwarders, shipping lines, transporters, clearing agents, and warehouse teams to ensure smooth logistics execution.
4. Track shipments and proactively follow up on delays, delivery timelines, and operational issues.

Documentation & Compliance

1. Prepare, review, and maintain logistics documentation including invoices, packing lists, Bills of Lading (BL), Certificates of Conformity (COC), customs documents, export papers, and delivery records.
2. Ensure all import/export documentation complies with UAE regulations and destination country requirements.
3. Maintain accurate digital and physical records of logistics transactions and shipment files.
4. Coordinate with internal departments to ensure timely approvals and documentation processing.

Operational Coordination

1. Coordinate closely with Sales, Procurement, Finance, and Operations teams to align logistics schedules with business priorities.
2. Support vehicle handover and delivery coordination to ensure smooth customer fulfillment.
3. Ensure timely system updates related to shipment status, deliveries, logistics costs, and operational activities within ERP/CRM systems.
4. Follow up on pending logistics transactions, customs clearances, and delivery confirmations.

Vendor & Cost Management

1. Coordinate with logistics service providers and vendors for quotations, shipment planning, and operational support.
2. Monitor logistics expenses and support cost optimization initiatives through efficient coordination and vendor follow-up.
3. Assist in evaluating logistics vendors based on service quality, delivery timelines, and operational performance.

Reporting & Process Improvement

1. Prepare logistics reports, shipment trackers, delivery updates, and operational summaries for management review.
2. Identify operational bottlenecks and recommend process improvements to enhance efficiency and turnaround times.
3. Utilize ERP systems, tracking tools, and modern technologies to improve logistics coordination and operational visibility.
4. Ensure compliance with company SOPs, operational procedures, and documentation standards.

Skills & Competencies

Functional Skills

• Strong understanding of logistics operations, shipping, and supply chain coordination
• Knowledge of import/export documentation and customs procedures
• Proficiency in ERP systems, logistics tracking tools, and Microsoft Office Suite
• Strong coordination and operational follow-up skills
• Understanding of shipping timelines, freight operations, and transportation processes

Behavioral Competencies

• Strong attention to detail and organizational skills
• Ability to work in a fast-paced and deadline-driven environment
• Problem-solving and decision-making abilities
• Excellent communication and stakeholder coordination skills
• Strong ownership mindset and accountability
• Proactive and solution-oriented approach
• Tech-savvy with openness toward automation and process improvement

Qualifications & Experience

Education

• Bachelor’s degree in Supply Chain, Logistics, Business Administration, or related field preferred

Experience

• 2–5 years of experience in logistics, supply chain, freight coordination, or operations roles
• Experience in automotive, vehicle trading, shipping, or export logistics preferred
• Preferred Exposure
• Import/export documentation and customs coordination
• Vehicle logistics and transportation management
• ERP systems and shipment tracking tools
• Coordination with shipping lines and freight forwarders