Documentation Specialist & Logistics & Shipping

LOGISTICS EXECUTIVE GROUP; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A global logistics and shipping firm is seeking a Documentation Specialist in Dubai. This role is critical for ensuring accuracy and compliance in shipping instructions and related documentation. Key responsibilities include preparing and submitting shipping documentation, managing records systematically, and liaising with customers. Ideal candidates will have 3–5 years of experience in the logistics field and strong organizational skills. Proficiency in Salesforce and Microsoft Office is essential.

Qualifications

• Minimum 3–5 years' experience in documentation within logistics, shipping, or supply chain.
• Solid knowledge of international shipping procedures and VGM compliance.
• Strong organizational skills with a methodical and accurate approach to record keeping.

Responsibilities

• Prepare, verify, and submit shipping instructions and VGM declarations.
• Maintain document control logs and version tracking.
• Distribute relevant documents across internal teams and external stakeholders.

Skills

Documentation control

Regulatory compliance

Customer liaison

Organizational skills

Attention to detail

Tools

Microsoft Office

Salesforce CRM

Job description

Documentation Specialist - Logistics & Shipping

Our client is a global logistics and shipping company with a strong international footprint across multiple continents, known for its precision-driven operations and commitment to customer satisfaction. With its regional hub based in Dubai, the company continues to expand its service offerings across shipping, transportation, and supply chain management.

This role supports the critical function of documentation control within the logistics workflow. As Documentation Specialist, you will ensure that shipping instructions, Verified Gross Mass (VGM) declarations, and associated records are prepared, submitted, and maintained to the highest standards of accuracy and compliance. The position offers the opportunity to contribute to an international team in a fast‑paced, globally connected environment.

Shipping Documentation & Compliance

• Prepare, verify, and submit shipping instructions and VGM declarations on schedule
• Liaise with customers to issue draft and final shipping instructions
• Ensure documentation meets regulatory and client requirements

Document Control & Record Management

• Maintain document control logs and version tracking with full audit readiness
• Store and archive documents systematically in both physical and electronic formats
• Monitor document accessibility, ensuring secure and confidential handling

Administrative Support & Coordination

• Distribute relevant documents across internal teams and external stakeholders
• Support audits and compliance checks through timely retrieval of documentation
• Assist in general administrative tasks related to documentation and logistics operations

System & Process Management

• Utilise CRM platforms (Salesforce) and MS Office Suite for documentation workflows
• Apply a methodical, detail‑oriented approach to daily administrative tasks

Qualifications & Experience

• Minimum 3–5 years’ experience in documentation within logistics, shipping, or supply chain
• Solid knowledge of international shipping procedures and VGM compliance
• Experience working in a fast‑paced, multinational logistics environment
• Proficient in Microsoft Office and Salesforce CRM systems
• Strong organisational skills with a methodical and accurate approach to record keeping
• Ability to manage sensitive information with discretion and security awareness
• Based in Dubai; must be able to commute to office daily