Operations Coordinator - Jobs in Dubai, United Arab Emirates

Job Description

Our client is seeking and experienced Operations Coordinator who can think on their feet, multitask, and spin lots of plates at the same time. You are required to prioritize and manage your work and time effectively based on the work on hand. Being organised and having a methodical approach is needed as well as anticipating what could change and be prepared to make changes quickly. We are looking for candidates with equine experience (owned your own horse or worked in a yard/stable). Airfreight experience would be an advantage. On top of the salary my client rewards his employees with 2 generousÿbonuses a year which are based on personal/company performance.Description:

• Responsible for import-export of horses, equipment, and other day to day operations in liaison with the various suppliers, agents, grooms, ministries, quarantine, vet departments and other suppliers and clients
• Ensure that there is clear communication internally with staff, clients, agents, and other suppliers
• Responsible for providing personalized customer service being the first point of contact between clients and suppliers
• Ensure a smooth stable to stable movement which is the objective of the job
• Communication is most important in this job. Keep all parties related to the job always informed
• Ensure Custom clearance is done within 48 hours of the shipment (with ops assistance) The Operations Coordinator is required to be available on their mobile out of office hours and on weekends due to the nature of this industry and the different time zones they work with
• Responsible for their own jobs/tasks working independently and closely within a small team of operations and finance
• Reporting directly to the MD and day to day with the Operations Manager
• Updating Air and Road schedules, queries list and Job registers when a query or job is confirmed through the Operations Manager
• Changes to systems and procedures ? clarify with Ops Manager or MD prior to making any changes on the existing systems
• Update Job folders in Outlook with communication and Job Folders in the operations drive with all documents relating to the job including supplier?s quotes, invoices and our clients quotes and invoices
• Suggest ways to Improve new systems and procedures answering queries
• Flights: you may be required to attend flights in Dubai, Sharjah and Abu Dhabi airports occasionally. Most flights are handled by Ops clerical staff. This involves coordinating between the various parties involved to ensure a smooth arrival or departure
• Late night flights and early morning flights ? If and when a flight attended by the Ops Coordinator you are entitled to late start or an early finish
• After office hours and weekends ? Due to the dynamic nature of the job involving movement of livestock, operation?s personnel are required to be available on their mobiles after office hours in case of emergencies involving changes. They have a point of escalation for these possibilities, but your involvement may be required from time to time
• Responsible for costing?s and preparing a quote for services required (approved by the Accountant or an Ops colleague)
• Following up on all enquiries diligently to convert this to a Job file
• Responsible to ensure a signed quotation and funds for your shipments are received prior to the shipment date for all clients unless a credit facility is approved by the Accounts department
• Confirming supplier rates from airlines and agents are within historic rates stored on the system and competitive when compared to other suppliers/agents/airlines. Always have a comparative rate from another supplier
• Invoicing ? final quote given to accounts for invoicing
• Liaise with the accounts department at the end of the month to ensure invoicing is completed for each job, suppliers? invoices received, and job cost sheets completed together with finance
• While quoting ensure there is no outstanding debt from previous jobs for that client

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