Terminal Operations Administrative Specialist

Emarat; United Arab Emirates; On-site; AED 96,000 - 180,000; Full time

Job summary

Emarat is seeking an experienced Administrative & Reporting Officer to support the Terminal Superintendent in preparing reports, procedures, and ensuring safe, efficient operations in line with HSE standards.

The role emphasizes record-keeping, regulatory liaison, and coordination of emergency drills, attendance, rosters, and supplier invoices. A strong background in business administration and 6+ years in a similar role are required.

Qualifications

• Bachelor’s degree in business administration or related field.
• Minimum 6 years in a similar role; oil & gas distribution preferred.
• Strong safety and basic terminal operations knowledge.

Responsibilities

• Prepare routine reports for the line manager, including daily tanker statements, bunker reports, and road delivery reports.
• Manage telephone communications, attending to incoming calls and directing them to appropriate personnel.
• Organize and maintain filing systems for physical and electronic documents, ensuring easy retrieval and compliance with record-keeping policies.
• Maintain computer-based records, ensuring all data is accurate and up-to-date.
• Liaise with local authorities and oil terminals/companies to obtain necessary port passes and permits, ensuring compliance with local regulations.
• Act as the communication coordinator for emergency response activities, coordinating weekly fire alarm tests and ensuring compliance with emergency procedures.
• Monitor employee attendance records, noting absences or tardiness, and prepare shift duty rosters, attendance reports, and leave programs for the line manager.
• Monitor Outscouted staff timesheet and prepare monthly manhour reports & check against their service providers monthly invoices.
• Oversee the inventory of pantry supplies and stationery, ensuring necessary items are stocked and available for staff use.
• Arrange for emergency purchases from the local market when necessary, ensuring operational needs are met promptly.
• CreateInternal Requisitions (IR) and Purchase Requisitions (PR) for terminal operations requirements.
• Check and review invoices from vendors and service providers, following up on payments, and creating system receipts.
• Communicate with HR, Finance, and Procurement for external communications.

Skills

Administrative skills

Report preparation

Telephone handling

Document filing

Data accuracy

Regulatory liaison

Emergency coordination

Attendance & rosters

Procurement support

Vendor invoice review

Education

Bachelor’s degree in business administration

Job description

Emarat is seeking an experienced Administrative & Reporting Officer to support the Terminal Superintendent in preparing reports, procedures, and ensuring safe, efficient operations in line with HSE standards.

The role emphasizes record-keeping, regulatory liaison, and coordination of emergency drills, attendance, rosters, and supplier invoices. A strong background in business administration and 6+ years in a similar role are required.