Job Description

Job Title: Logistics & Administration Coordinator
Purpose: To manage and coordinate logistics, procurement, administrative operations, and cross-functional project support across all company functions. This role is critical for ensuring operational efficiency, proper documentation, compliance with procurement protocols, and smooth coordination with internal teams, clients, vendors, and partners in UAE and KSA.
This role covers logistics, procurement, vendor coordination, and document control for all Skywave projects, with cross-support to Cleanzco, Ivylane, and Musco. Responsibilities span UAE and KSA operations, with regular interface with internal teams, suppliers, clients, and regulatory entities.

• Accurate and timely procurement processes, PO creation, and ERP entry
• Coordination of logistics and shipment documentation for outgoing and incoming items
• Administrative compliance, including document filing and registration processes
• Vendor onboarding, certification handling, and inventory tracking oversight
• Timely submission and accuracy of POs and procurement documentation
• Compliance with certification and registration deadlines (SIRA, SABER, Fasah)
• Effectiveness of warehouse coordination and inventory accuracy
• Quality and accessibility of document filing systems
• Number of vendor registrations and successful client coordination touchpoints
• Maintain and update the TGS Tracking Sheet for confirmed/pipeline projects
• Perform daily data entry of proposals and PO/OC/OGs into JDE and the new ERP
• Issue item codes for procurement/admin support and confirm budget alignment with supplier quotes
• Support warehouse coordinators with inventory schedules and tracking
• Handle incoming and outgoing shipment logistics in coordination with vendors and Musco (KSA)
• Track and file delivery notes for completed shipments
• File, organize, and manage company documentation and client contracts
• Schedule and take notes for internal Skywave meetings
• Register company for exhibitions, tenders, conferences, RFPs, and RFQs
• Maintain presentation templates and Skywave process charts
• Coordinate with internal teams for mandatory training and client meeting logistics
• Facilitate SABER, SIRA certification processes and Fasah broker registrationManage all new supplier registrations in compliance with procurement protocols.

Qualification:
3-5 years of experience in logistics, procurement, or admin support roles.
Familiarity with UAE and KSA operational regulations * Experience with JDE, ERP systems, and certification portals preferred

Skills Required