Operations Coordinator

Confidential; Ras Al Khaimah; On-site; AED 80,000 - 120,000; Full time

Job summary

A leading trading company is seeking an Operations Coordinator to facilitate smooth commercial processes and ensure effective coordination between departments. Candidates should have a Bachelor's degree and 4-7 years of experience in operations or a similar administrative role. Strong proficiency in MS Office and excellent communication skills are crucial. An attractive salary package and health insurance are offered.

Benefits

Attractive salary package

Health insurance

Qualifications

• 4-7 years of experience in operations or a customer service role.
• Strong prior experience in administration and back-office operations.

Responsibilities

• Prepare commercial and proforma invoices on CRM system.
• Coordinate with customers and internal teams for purchase orders.
• Respond to general sales inquiries and manage shipping schedules.
• Maintain databases for sales and customer purchase orders.
• Generate Just-In-Time (JIT) reports as needed.

Skills

MS Office proficiency

Organizational skills

Reporting skills

Communication skills

Attention to detail

Education

Bachelor's degree in Business Administration

Job description

We are looking for a highly organized and detail-oriented Operations Coordinator with experience in operations, proficiency in relevant tools, and a problem-solving mindset to join our team. This role is essential for ensuring the smooth execution of commercial processes and facilitating cross-functional coordination between internal departments and external stakeholders.

Responsibilities:

• Prepare commercial and proforma invoices on CRM system.
• Coordinate with customers and internal teams for purchase orders, revisions, letters of credit amendments, and payment follow-ups.
• Respond to general sales inquiries, dispatch shipping schedules, and manage sample evaluation.
• Prepare Quotations & subsequently follow up for finalizing the orders.
• Maintain databases for sales, customer purchase orders, enquiries, contact lists, and related documents in liaison with all stakeholders.
• Generate Just-In-Time (JIT) reports from the respective databases when required.
• Prepare monthly reports on customer inquiries, and delivered quantities against open orders.
• Check for any irregularities on CRM system on month-end and report to the line Manager.
• Maintain accurate records of client trade & commercial licenses, TRNs, and product-related documents.
• Organize and manage physical files for critical communications & sales contracts.
• Draft and distribute minutes of meetings.
• Track and report daily operational matters to the line Manager.
• Maintain and update operational documentation, records, and databases.
• Track and ensure timely execution of recurring tasks (e.g., invoicing, reporting, scheduling).
• Serve as a liaison between departments, vendors, and clients to ensure alignment and timely information flow.
• Escalate urgent or unresolved issues to line Manaer or relevant departments without delay.
• Communicate task expectations and follow-ups clearly to relevant stakeholders.
• Monitor progress of tasks, flag delays or risks, and follow up proactively.
• Prepare and distribute routine and ad hoc reports (e.g. monthly sales or Purchase Order reports etc).
• Assist in identifying inefficiencies and recommending improvements.
• Ensure all documentation (e.g., contracts, invoices, approvals) is complete, accurate, and submitted on time.
• Verify compliance with internal policies and external regulations.
• Maintain confidentiality and proper document handling practices.
• Ensure client requirements (e.g., invoice timelines, deliverables) are met and proactively managed.
• Follow up on pending approvals, payments, or external dependencies.
• Prioritize and manage urgent tasks, particularly those tied to financial deadlines, operational dependencies, or compliance requirements.
• Ensure after-hours task preparedness, including system accessibility.
• Maintain a structured and up-to-date filing system (physical and digital) for all operational documents..
• Control the creation, review, approval, distribution, and archiving documents.
• Ensure all documents are correctly labeled, version-controlled, and easy to retrieve.
• Monitor expiration/renewal dates on contracts, licenses, and other time-bound documents.

Key Skills:

- Proficiency in MS Office; especially in MS Excel & Word.

- Expected to have a blend of administrative, organizational, reporting and communication skills.

- Basic understanding of business operations, finance, statistics and customer service.

- Strong business communication skills for professional correspondence; responding to calls, drafting emails, and minutes of meetings.

- Ability to work efficiently and effectively under pressure; attention to details at all times.

- Discretion in handling confidential information.

Bonus Skills:

• Good knowledge of Import/export processes; VAT factoring, document management and logistics coordination.
• Experience in preparing reports and data analysis.

Qualifications:

Preferably a Bachelor's degree in Business Administration in Supply Chain, Finance from a reputable institute.

Experience:

4-7 Years.

Alternatively, someone with strong prior experience in administration, operations or a customer service role, ideally in a trading or manufacturing company with exposure to both customer services and back-office operations.

Salary:

Attractive package + Health Insurance.