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JOB DESCRIPTION

Operations & Inventory Coordinator

Location: UAE | Department: Operations | Employment Type: Full-Time | Reports To: Operations Lead / Operations Manager

The candidate should have valid UAE Driving License and need to have a personal vehicle

Role Overview

We are looking for a highly organized and proactive Operations & Inventory Coordinator to manage day-to-day operational movements, domestic logistics, inventory coordination, and vehicle movements across the UAE. A significant part of this role involves planning and coordinating daily van movements between multiple locations, working closely with drivers and internal teams, and ensuring operational requirements are completed on time. The ideal candidate will have a strong understanding of UAE domestic logistics, excellent follow-up and coordination skills, basic knowledge of customs and clearance, and an interest in using AI and digital tools to improve operational efficiency.

Key Responsibilities

1. Daily Van & Fleet Movement Coordination

Plan and coordinate daily movement of company vans between locations, warehouses, sites, and operational areas.

Prepare daily vehicle movement plans based on operational requirements and priorities.

Coordinate with drivers on locations, timings, routes, and assignments; track movements and ensure vans are available where required.

Follow up with drivers throughout the day, resolve delays or changes, and reallocate vehicles based on changing priorities.

Coordinate urgent/last-minute movement requirements and maintain trackers covering vehicle, driver, current location, destination, assignment, and status.

2. Domestic Logistics & Transportation

Coordinate day-to-day domestic logistics requirements across the UAE.

Arrange pickups, deliveries, transfers, and movement of goods between warehouses, sites, suppliers, and other locations.

Develop a strong understanding of UAE transportation requirements, delivery processes, routes, timings, and operational constraints.

Coordinate with drivers, transport companies, suppliers, warehouses, and internal teams; proactively follow up on delays or incomplete deliveries.

Maintain PODs, delivery notes, and other logistics documentation and resolve day-to-day logistics issues.

3. Inventory & Warehouse Coordination

Coordinate inbound and outbound inventory movements and maintain accurate records of receipts, dispatches, transfers, and returns.

Coordinate with warehouse teams for receiving, picking, dispatch, and stock transfers.

Support inventory reconciliation, investigate discrepancies, and ensure inventory movements are properly documented and traceable.

4. Customs & Clearance Support

Coordinate with customs agents and freight forwarders when required.

Maintain basic working knowledge of UAE customs and clearance procedures.

Assist with invoices, packing lists, delivery orders, and shipment documentation; track shipments through clearance and follow up on pending documents or releases.

Escalate customs issues to the relevant agent or Operations Lead.

5. AI & Digital Operations

Use AI tools and digital applications to improve daily operational efficiency and reduce manual work.

Use AI for movement schedules, operational updates, logistics data analysis, reports, summaries, and pending follow-ups.

Maintain and improve digital trackers and identify repetitive tasks that can be automated or simplified using AI.

Support the Operations Lead in developing more efficient, data-driven operating processes.

6. Internal Coordination & Follow-Up

Act as a central coordination point between Operations, drivers, warehouses, sites, suppliers, and logistics partners.

Maintain daily trackers for vehicle movements, deliveries, inventory transfers, shipments, and pending actions.

Follow up continuously with stakeholders to ensure tasks are completed on time and prioritize movements according to daily requirements.

Support urgent and ad-hoc operational requirements.

Required Skills & Experience

2–5 years of experience in operations, logistics, transportation, inventory, warehouse, or a related field.

Strong practical understanding of UAE domestic logistics and transportation requirements.

Experience coordinating multiple vehicles/drivers and daily movements is highly preferred.

Experience dealing with warehouses, suppliers, transport companies, and delivery teams.

Basic understanding of UAE customs and clearance processes.

Good knowledge of Microsoft Excel / Google Sheets and operational trackers.

Comfortable using AI tools such as ChatGPT, Microsoft Copilot, Gemini, or similar tools for productivity and operational problem-solving.

Strong communication, organization, and follow-up skills; able to manage multiple requests and changing priorities.

UAE driving license is a must; Arabic language skills are preferred.

Key Attributes

Highly organized and detail-oriented; excellent at follow-ups and closing pending tasks.

Proactive, responsive, and takes ownership from start to finish.

Quick to respond to changing operational requirements with strong problem-solving and coordination ability.

Comfortable working in a fast-paced, hands-on environment.

Technology-oriented and willing to adopt AI and digital tools to improve productivity.

Preferred Background

Candidates from UAE domestic logistics, fleet/transport coordination, distribution, warehousing, trading, field operations, construction/project logistics, or supply chain backgrounds are preferred.