Logistics Officer

Air Q Limited is looking for a detail-oriented and proactive Logistics Officer to join our team in Abu Dhabi, UAE.

To coordinate and manage daily logistics operations while ensuring effective communication and collaboration across internal departments, including Procurement, Warehouse, Production, and R&D. The role is responsible for coordinating inbound and outbound shipments, transportation, import/export documentation, customs clearance, and material movements to ensure the timely availability and delivery of materials, components, equipment, and finished goods. The position supports uninterrupted production activities, project requirements, and overall supply chain efficiency through effective planning, cost control, and coordination with internal and external stakeholders.

KEY RESPONSIBILITIES

1. Internal Department Coordination

• Coordinate closely with Procurement, Warehouse, Production, and R&D to understand material requirements, shipment priorities, and delivery schedules.
• Communicate shipment status, expected delivery dates, and potential delays to relevant departments.
• Coordinate material transfers between internal and external warehouses and production facilities.
• Work with Procurement to obtain supplier shipment details, cargo readiness dates, packing lists, and dispatch confirmations.
• Coordinate with Warehouse to ensure receiving arrangements, storage availability, and timely material collection or dispatch.
• Support Production and R&D teams by prioritizing urgent materials, components, samples, and equipment required for manufacturing, testing, and development activities.
• Escalate logistics issues that may affect production schedules, project timelines, or material availability.

2. Shipment and Transportation Management

• Coordinate domestic and international shipments by air, sea, and road.
• Arrange cargo collection, transportation, deliveries, and material transfers.
• Coordinate with freight forwarders, shipping lines, courier companies, transport providers, and suppliers.
• Track shipments from dispatch to final delivery and ensure timely updates in the shipment tracker.
• Follow up on cargo readiness, booking confirmations, shipping schedules, and estimated arrival dates.
• Arrange transportation and delivery appointments in coordination with relevant departments.
• Verify shipment quantities, package details, weights, dimensions, and delivery addresses before dispatch.
• Obtain proof of delivery and maintain accurate shipment records.

3. Import and Export Documentation

• Prepare, review, and verify commercial invoices, packing lists, certificates of origin, airway bills, bills of lading, and other shipping documents.
• Coordinate UAE import and export customs clearance with customs brokers and freight forwarders.
• Verify HS codes, product descriptions, country of origin, and other required customs information with relevant stakeholders.
• Coordinate the collection and submission of MSDS, permits, export licenses, and other regulatory documents, where applicable.
• Follow up on customs approvals and resolve documentation discrepancies or clearance delays.
• Ensure shipments comply with applicable UAE customs requirements and relevant import/export regulations.
• Maintain organized records of shipping documents, customs declarations, and clearance approvals.

4. Freight Cost Management

• Obtain and compare freight quotations from multiple logistics service providers.
• Evaluate shipping options based on cost, transit time, reliability, and delivery requirements.
• Coordinate with the Head of Supply Chain for freight selection and approval in line with company procedures.
• Monitor freight charges, customs clearance costs, handling fees, demurrage, detention, and other additional expenses.
• Identify opportunities to optimize freight costs through shipment consolidation, suitable Incoterms, and effective transportation planning.
• Verify freight invoices against approved quotations and agreed service terms before forwarding them for payment processing.

5. Warehouse and Material Movement Coordination

• Coordinate inbound and outbound material movements with Warehouse and Procurement teams.
• Ensure receiving teams are informed of incoming shipments in advance.
• Verify shipment documents against purchase orders, delivery notes, and packing lists.
• Coordinate the movement of materials between internal and external warehouses as required.
• Ensure material transfers are properly authorized and documented before transportation is arranged.
• Coordinate the collection and delivery of urgent materials, samples, spare parts, and equipment.
• Maintain shipment traceability and ensure proper documentation for material handovers.

6. Supplier and Logistics Partner Management

• Follow up with suppliers to confirm cargo readiness, packaging details, dispatch dates, and shipping documents.
• Maintain effective communication with freight forwarders, customs brokers, courier companies, and transport providers.
• Monitor service provider performance in terms of delivery timelines, costs, responsiveness, and documentation accuracy.
• Resolve shipment discrepancies, delivery delays, damaged cargo, and missing documentation in coordination with relevant stakeholders.
• Support the evaluation of logistics service providers and recommend improvements where necessary.

7. Reporting and Documentation

• Maintain and regularly update the shipment tracking sheet, including shipment status, expected arrival dates, delays, and pending actions.
• Prepare regular logistics reports covering inbound and outbound shipments, delivery performance, freight costs, and customs clearance status.
• Highlight critical shipments and potential material shortages that could affect Production or R&D activities.
• Maintain records of freight quotations, shipping documents, customs declarations, delivery notes, and proof of delivery.
• Ensure accurate data entry and timely updates in the ERP system, such as Odoo or SAP.
• Provide logistics updates and reports to the Head of Supply Chain and other relevant stakeholders.

8. Compliance and Continuous Improvement

• Ensure logistics activities comply with company policies, approved procedures, and applicable regulatory requirements.
• Maintain proper documentation for audit and traceability purposes.
• Identify recurring logistics issues and recommend corrective and preventive actions.
• Support improvements in shipment tracking, documentation accuracy, delivery performance, and freight cost control.
• Promote effective coordination between internal departments and external logistics partners.

KEY PERFORMANCE INDICATORS (KPIs)

• On-time delivery: Percentage of shipments delivered within the agreed timeline.
• Freight cost control: Actual freight costs compared with approved quotations and budgets.
• Customs clearance efficiency: Timeliness of clearance and resolution of documentation issues.
• Documentation accuracy: Percentage of shipments processed without documentation errors.
• Shipment tracking compliance: Timely and accurate updates to shipment status.
• Production and R&D support: Timely coordination of materials required for production, testing, and development.
• Additional cost reduction: Reduction in avoidable demurrage, detention, storage, and other logistics charges.
• Internal coordination: Timely communication of shipment updates, delays, and critical material requirements.
• Supplier and logistics partner performance: Effective follow-up and resolution of shipment-related issues.

REQUIRED SKILLS & COMPETENCIES

• Strong coordination and communication skills.
• Good planning, organizational, and time-management abilities.
• Ability to prioritize urgent shipments and manage multiple tasks simultaneously.
• Strong follow-up and problem-solving skills.
• Attention to detail in shipping documentation and shipment tracking.
• Cost-conscious approach to freight and transportation decisions.
• Ability to work effectively with Procurement, Warehouse, Production, R&D, suppliers, and logistics service providers.
• Proactive approach to identifying and escalating shipment risks.
• Ability to work under pressure and meet operational deadlines.

EXPERIENCE

• Practical knowledge of UAE import/export procedures and customs clearance.
• Knowledge of international shipping documentation, freight forwarding, and Incoterms.
• Familiarity with HS codes, MSDS requirements, and import/export permits, where applicable.
• Experience coordinating with suppliers, freight forwarders, customs brokers, and internal departments.
• Working knowledge of ERP systems such as Odoo or SAP is an advantage.
• Proficiency in Microsoft Excel and shipment tracking tools.

QUALIFICATIONS

• Bachelor's degree or diploma in Logistics, Supply Chain Management, Business Administration, or a related field.
• 2–5 years of relevant experience in logistics, freight forwarding, shipping, or supply chain operations, preferably in a manufacturing environment.
• A valid UAE driving license is an added advantage.

KEY STAKEHOLDERS

• Internal: Procurement, Warehouse, Production, R&D, Finance, Quality, Supply Chain Management.
• External: Suppliers, freight forwarders, customs brokers, shipping lines, courier companies, transport providers, relevant regulatory authorities.

REPORTING

• Reports directly to the Logistics Coordinator.
• Functionally escalates to the Head of Supply Chain.