Customer Service Representative & Document Controller

Adisseo France S.A.S; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Adisseo France S.A.S in Dubai is seeking a proactive Document Controller and Office Administrator. You will manage document control processes, print and dispatch documents, and support exports and LC-related tasks.

You will also handle front desk duties and coordinate with internal teams across IMEA CS, Finance and Supply Chain. The role requires hands-on LC experience, strong organization, and the ability to operate within a matrix organization while maintaining high-quality document control

Qualifications

• Very well hands on experience in Letter of Credits.
• Customer oriented; able to manage stakeholder expectations.
• Excellent interpersonal and communication skills; able to coordinate with multiple teams.
• Experience working in a matrix organization and under pressure.

Responsibilities

• Document Management & Control: maintain, organize, and update documents; ensure accuracy and compliance.
• Manage order preparation, registration and follow-up, including invoicing, contract/orders follow-up and coordination with Finance.
• Export documentary remittance: support LC process from draft to finalization; coordinate with banks and internal teams.
• Front Desk & Office Administration: act as first point of contact, manage reception, handle inquiries and office supplies.

Skills

Letter of Credits

Customer orientation

Stakeholder management

Interpersonal skills

Coordination

Problem solving

Process understanding

Matrix organization

Work under pressure

Education

Bachelor’s Degree

Tools

SAP

MS Office

Job description

Welcome diversity and apply as you are! At Adisseo, we cherish the value of diversity whatever it may be.

- Location: Dubai

- Work scope: Middle East & Africa

- Reporting to: Customer Service Team Leader

MISSION

In this role, you will be responsible for Document Control including but not limited to printing, dispatching, checking of documents, managing reception etc.

KEY RESPONSIBILITIES

• Document Management & Control
  • Maintain, organize, and update both electronic and physical documents in a systematic manner.
  • Implement document control procedures to ensure consistency, accuracy, and compliance with company standards.
  • Control document numbering, labeling, and versioning to ensure proper tracking.
  • Ensure safe archiving, confidentiality, and security of all company documents.
  • Manage document distribution, ensuring the latest versions are circulated to relevant teams.
• Manage order preparation, registration and follow-up
  • Daily Order processing within SLA but not limited to invoicing.
  • Management and contract/orders follow-up.
  • New customer creation in coordination with Finance.
  • Coordination of customer deliveries together with plant supply chain.
  • Documentation including verification and coordination with IMEA CS Team.
  • Check and follow-up of product allocation.
  • Follow-up orders with transporters/3PL/freight forwarders.
  • Checking, Validation and transmission of invoices along with other required documents including LC.
  • Payment coordination for agent commission and volume rebate.
  • Transport cost optimization.
  • Proactive approach, anticipating various issues on orders.
• Export documentary remittance
  • Support entire LC process (from draft to finalization) and follow-up with the bank.
  • Receive, log, and distribute incoming correspondence, reports, and packages.
  • Coordinate and track outgoing dispatches (courier, mail, electronic submissions).
  • Print and package required documents as requested by the team.
  • Liaise with internal departments, clients, and external partners for document submission and approvals.
  • Maintain registers for all incoming and outgoing documents and parcels.
  • Issue export document remittance according to international trade rules
  • Follow-up of legalization process with administrative institution (Chamber of commerce, consulate and embassy).
  • Coordinate with certification body to receive appropriate certifications for clearances.
  • Well-versed in Import/Export documentation/process handling.
  • Maintain structured storage of complete documentation for all inbound/outbound logistics activities.
• Front Desk & Office Administration
  • Act as the first point of contact for visitors, clients, and suppliers.
  • Manage the reception area to ensure it is welcoming and professional.
  • Handle incoming calls, emails, and inquiries, redirecting them to the appropriate departments.
  • Stationery & Pantry supplies (Monthly basis)
  • Manage the office maintenance topics (When needed).
• Anticipate back-up activities within Customer Service team to ensure business continuity.

INTERNAL AND EXTERNAL RELATIONS

• Agents, Distributors and direct customers
• Sales Manager
• Customer Service
• Finance & Credit Management
• Plant Supply Chain
• Market Access department
• Banks
• Administrative institutions
• Freight forwarder

REQUIREMENTS

• Very well hands on experience in Letter of Credits.
• Customer oriented
• Good Stakeholder management skill
• Excellent interpersonal and communication skills
• Energetic, well-organized, Self-Initiated and coordination skill
• Good analytical and problem solving-ability to identify creative solution
• Good process understanding
• Ability to work in a matrix organization
• Ability to work under pressure keeping quality in focus

EDUCATION

• Bachelor’s Degree
• Language: fluency in English; French and Arabic will be an added advantage
• Computer: Microsoft office; SAP will be an added advantage
• Experience: min 5 years

What we offer

• Inclusive & diverse Culture: Be part of a multicultural and global team of 62 nationalities, operating in 100+ countries, that values diversity, promotes inclusion, and supports work-life balance in a respectful and safe work environment.
• Benefits: care program, vacation & paid time off, profit-sharing and performance incentives.
• Learning & Career Development: benefit from continuous training, mentoring, and learning programs, with equal access to career advancement and leadership opportunities.
• Sustainable and innovative company: work on meaningful projects using cutting-edge technology, with the freedom to innovate and make a real difference. Because we contribute to feeding 8 billion people, sustainability is not an option - it is our ambition.