Administrative Executive

The administrative Executive will hire, train, and evaluate administrative team members; develop, review, and improve policies, systems, and procedures; and generally ensure the office operates smoothly and efficiently.

Key Responsibilities

Operations Management

• Manage and supervise the day-to-day office operations.
• Ensure smooth coordination among all departments.
• Monitor daily tasks and follow up on pending activities.
• Report operational updates, issues, and progress to senior management.
• Maintain an organized, efficient, and productive work environment.

Documentation & Compliance

• Verify all incoming and outgoing documents using standardized checklists.
• Ensure accuracy, completeness, and proper filing of company records.
• Maintain confidential company documents securely.

Communication & Coordination

• Act as the communication bridge between staff and management.
• Coordinate meetings and follow up on action items.
• Ensure effective communication with Bank, suppliers, freight forwarders, and government authorities.

Office Administration

• Supervise office administration and staff coordination.
• Develop and improve operational procedures.
• Support management in achieving operational efficiency and service excellence.
• Assist in implementing company policies and performance standards.

• Bachelor's degree in business administration, Logistics, Supply Chain Management, International Business, or a related field.
• Minimum 4–5 years of experience in logistics, freight forwarding, trading, or operations management.
• Strong understanding of import/export procedures and customs documentation.
• Knowledge of banking procedures, including TT, LC, and international trade finance.
• Excellent organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Ability to coordinate multiple tasks under pressure.
• High attention to detail and accuracy.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and ERP or logistics software.
• Leadership and team management skills.
• Strong analytical and problem-solving abilities.
• Professional ethics and integrity.

Key Competencies

• Leadership
• Team Coordination
• Planning & Organization
• Logistics Operations
• Customs & Trade Compliance
• Banking & Trade Finance
• Documentation Management
• Customer Service
• Decision Making
• Negotiation
• Follow-up & Execution
• Multitasking
• Accountability
• Time Management
• Process Improvement

Performance Indicators (KPIs)

• Shipment tracking accuracy and on-time updates.
• Customs documentation accuracy.
• Timely completion of banking transactions.
• Operational efficiency and task completion.
• Customer satisfaction.
• Compliance with company procedures.
• Office productivity and staff coordination.
• Reduction in documentation errors and operational delays.