Business Operations Administrator

Department: Distribution Operations / Supply Chain Support

Reports To: Director of Distribution Operations

Job Purpose

Support the business unit by ensuring strong control of vehicle procurement administration and logistics coordination. Maintain accurate ERPNext records, track shipments from factory to destination, manage documentation and invoice holding/payment requests in line with policy, and coordinate cross-functional follow-ups and department projects.

Key Responsibilities

• Maintain accurate vehicle procurement records and data entry in ERPNext (orders, specifications, quantities, suppliers, shipment details).
• Track vehicle logistics end-to-end from factories to destination, ensuring timely follow-up, updates, and visibility of shipment status and ETAs.
• Engage with shipping companies /Gallega to request deliveries, confirm schedules, track vessel movements, and obtain delivery updates.
• Maintain procurement and logistics trackers (orders, shipping status, delivery milestones, documentation completeness).
• Control and organize procurement files: proformas, PR/PO, invoices, shipping documents, customs/clearance paperwork (if required), and delivery confirmations.
• Request payment submissions strictly in line with the company invoice holding policy, ensuring the correct holding status, release conditions, and approvals are met before submitting to Director Operations.
• Cross functional support, trading business. Arranging and submitting the PI/CI/PL to trading business for their action.
• Act as project lead for departmental initiatives by coordinating stakeholders, tracking action items, and maintaining project files and version control.
• Provide day-to-day administrative support: meeting coordination, minutes, filing, professional correspondence, and follow-ups.
• Ensure all department documentation is structured, accurate, complete, and audit-ready.

Cross-Functional Support Responsibilities

• Support Finance with payment packs, invoice holding register, and payment follow-ups.
• Support teams with vehicle availability, delivery updates, and VIN trackers.
• Support Logistics/Finance with shipment documentation checklists and clearance readiness.
• Support Marketing and After-sales with shipment/model/spec data for campaigns and PDI planning.
• Maintain trackers, templates, and updates supporting business unit governance.

Deliverables

• Accurate ERPNext procurement entries and updated trackers
• Shipment and delivery tracking reports (OEM → destination)
• Complete procurement and payment documentation packages
• Updated project trackers and action logs
• Audit-ready document repository

Qualifications

• Bachelor’s degree in business administration, Supply Chain, Logistics, or related field.
• 2–5 years’ experience in administration / procurement / logistics support (automotive preferred).
• Strong Excel skills, high accuracy, and ERP experience (ERPNext preferred).

Key Skills

• Logistics coordination and follow-up discipline
• Procurement documentation and tracking
• Invoice holding and payment request workflow
• Project coordination and stakeholder management
• Strong attention to detail and professionalism

Application Question(s):

• Are you currently in UAE?
• How much is your expected salary in AED per month?
• Do you have an experience in Supply Chain Administration under Automotive industry?

Work Location: In person