Operations & Back Office Manager

Alert International; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading logistics and operations company in Dubai seeks an experienced Operations Coordinator to oversee day-to-day operations, logistics, and financial tracking. This role demands strong leadership, exceptional organizational skills, and the ability to work independently with minimal supervision. Candidates should have a Bachelor's degree and over five years of managerial experience in logistics or operations. Proficiency in handling financial documentation and VAT compliance is essential. This position offers a dynamic work environment focused on active coordination and strategic oversight.

Qualifications

• Proven managerial experience in operations and logistics management.
• Strong background in back-office and finance coordination.
• Good English communication skills.

Responsibilities

• Act as the primary operational support to the Founder.
• Coordinate with Finance for VAT-compliant invoicing.
• Track pickups, deliveries, and logistics processes.
• Maintain clean folder structures and documentation accuracy.

Skills

Strong operations and executive support capabilities

Solid understanding of end-to-end logistics processes

High attention to detail and strong follow-through

Ability to structure tasks, priorities, and workflows independently

Confident communication and stakeholder coordination

Strong organizational and documentation control skills

Ability to identify risks early and elevate proactively

Education

Bachelor's degree in Business Administration, Logistics, Operations, or a related field

Minimum of 5+ years of managerial experience

Job description

description

In this role, you will take full ownership of day-to-day operations, logistics coordination, and in-house back-office and financial tracking across multiple entities, including an art gallery, a logistics arm, and various project-based activities. The position requires a high level of autonomy, precision, and strong follow-through, along with the ability to operate confidently in a fast-paced environment with minimal supervision. While accounting functions such as VAT filings and statutory compliance are outsourced, this role is responsible for all internal financial tracking and coordination.

Role & Responsibilities:

Executive & Operations Support

• Act as the primary operational support to the Founder
• Track priorities, tasks, and deadlines across multiple entities
• Prepare structured daily and weekly operational updates
• Ensure all follow-ups are completed without reminders

Back-Office & Finance (In-House Operations)

• Coordinate with Finance to prepare and issue VAT-compliant invoices
• Track receivables and follow up on overdue payments
• Maintain expense records and manage bank uploads

  Logistics & Operations Coordination

  • Coordinate pickups, deliveries, storage, installations, and returns
  • Prepare and verify documentation for shipments, rentals, consignments, and returns
  • Track logistics activities through to confirmed receipt
  • Liaise with drivers, handlers, warehouses, galleries, vendors, and clients
  • Verify artwork lists, instructions, and documentation prior to dispatch

  Staff & Task Coordination

  • Dispatch staff tasks clearly, in advance, and with confirmation
  • Track execution and completion of assigned tasks
  • Proactively elevate delays, risks, or blockers

  Organization & Control

  • Maintain clean folder structures and version control across entities
  • Ensure documentation accuracy before any client-facing action
  • Identify and flag operational or financial risks early

  Skills

  Skills & Competencies:

  • Strong operations and executive support capabilities
  • Solid understanding of end-to-end logistics processes
  • High attention to detail and strong follow-through
  • Ability to structure tasks, priorities, and workflows independently
  • Confident communication and stakeholder coordination
  • Strong organizational and documentation control skills
  • Ability to identify risks early and elevate proactively

  Education & Qualifications:

  • Bachelor's degree in Business Administration, Logistics, Operations, or a related field is preferred
  • Minimum of 5+ years of managerial experience in a relevant field
  • Strong background in back-office, logistics and finance coordination, including invoicing follow-ups, payments, and VAT/TRN compliance, is required
  • Good English communication skills is a must