Logistics Admin Executive

Job Description - Logistics Admin Executive

The Logistics Admin Executive supports the Integrated Logistics (IL) team in daily operations, focusing mainly on administrative and coordination tasks. This role ensures smooth handling of logistics activities while maintaining accurate documentation and communication with various stakeholders..

• Key Responsibilities

  • Assist in basic logistics operations, including receiving and delivering ship spares.

  • Coordinate with airport agents, boat and transport operators, warehouse staff, clients, and vendors.

  • Maintain stock and inventory records of landed spares.

  • Prepare essential documents such as Bills of Lading, job Profit & Loss sheets, and billing summaries.

  • Apply for customs clearance permits and ensure compliance with required procedures.

  • Handle domestic and international freight forwarding arrangements.

  • Support project-related logistics for both local and international cargo requests.

  • Plan transport solutions and ensure assignments are carried out as scheduled.

  • Report unsafe work conditions and share safety-related updates when required.

  • Communicate effectively with colleagues, customers, and vendors to gather information or resolve issues.

  • Maintain accurate job trackers and ensure timely job closures.

  • Manage electronic documents and keep SharePoint folders complete and up to date.

  • Validate supplier invoices and assist with invoice processing.

  • Generate simple Excel-based reports on job and billing statuses.

  • Perform any other duties assigned by the Logistics Manager.

  Requirements (Simplified)

  • Minimum Diploma in Logistics, Maritime, Supply Chain, or related fields.

  • 1-2 years of experience in logistics or shipping, preferably in an administrative role.

  • Highly organized with strong attention to detail, especially in electronic filing and documentation.

  • Strong communication, coordination, and interpersonal skills.

  • Proficient in Microsoft Office, especially Excel (pivot tables, VLOOKUP, formulas, and data analysis).

  • Tech-savvy and able to adapt quickly to new systems and tools.

  • Able to multitask, prioritize tasks, and work efficiently in a fast-paced environment.

  • Responsible, proactive, positive attitude, and able to work independently with minimal supervision.

  • A reliable team player who contributes to a positive work environment.

  • Comfortable working under pressure.

  • Preferably possess own transportation due to the work location's limited accessibility.