Our client is a worldwide animal transportation company that provides everything you need for moving horses, relocating pets, and shipping valuable cargo, all the way from your doorstep to your destination. They offer customized services to make international animal and cargo transport hassle-free.

We are seeking an Operations Coordinator, who will be responsible for leading daily operations for importing and exporting horses by air and road. The coordinator needs to be well organized, handle paperwork, and communicate effectively for smooth teamwork.

Reporting to: General Manager

Responsibilities:

Air Transport:

• Handle phone calls and assist the team.
• Update and verify flight schedules.
• Coordinate day-to-day activities for horse shipments, issue work orders, and create journey plans.
• Respond to client queries via email or phone, with costings managed by the commercial manager.
• Coordinate import/export shipments with agents, airlines, grooms, quarantines, and ministries.
• Prepare horses and live animals within time-sensitive deadlines, understanding processes and workflows.
• Manage customer expectations and provide high-level customer service.
• Confirm and update supplier rates, ensuring competitiveness.
• Ensure funds are collected prior to shipments, unless credit terms are approved.
• Complete health certificates and permits within 7 working days.
• Coordinate airport handling and customs clearances with Operations Assistants.
• Ensure all clearances are completed within 48 hours of shipment.
• Arrange airport passes and grooms accreditations with airlines.
• Create and complete job cost sheets monthly.
• Attend flights at various airports when needed.
• Coordinate extensively with airlines, agents, ministries, suppliers, grooms, hotels, and ticketing.
• Work closely with relevant organizations for health certificates, import permits, and veterinary requirements.

Quarantine Centers:

• Work closely with quarantine centers in Dubai, Sharjah, and Abu Dhabi for import/export quarantines.
• Ensure Ministry fees are up-to-date and follow MAF fee accounting system.
• Ensure all supplier invoices have respective job numbers and are filed according to the system.
• Improve existing systems and processes for greater efficiency.
• Handle other ad hoc tasks and activities as necessary.

Road Transport:

• Supervise road transport in conjunction with other coordinators.
• Manage GCC shipments by road, including preparation of horses for import/export.
• Prepare horses for import/export with health certificates, import permits, transit permits, and border customs.
• Ensure job cards accompany all road shipments.
• Manage drivers, ensuring logs for each trip are maintained.
• Be available on mobile after office hours for emergencies involving live animals.
• Occasionally work overtime or from home (after hours and on weekends) for urgent requests.

Qualifications:

• Proven experience in operations coordination or related field.
• Strong organizational and communication skills.
• Familiarity with import-export processes, especially in horse transportation, is an advantage but not mandatory
• Ability to provide exceptional customer care and manage financial aspects.
• Flexibility to attend flights and work weekends or non-business hours.
• Basic understanding of equine logistics or horse transport is an advantage.
• Proficient in using laptops and mobile devices.

Location: Arjan, Al Barsha South

Timings: Monday to Friday, 09.00 AM to 06.00 PM

Nathan & Nathan