Operations Coordinator

About Us

At Identiscents, a well-established French-founded business, we focus on sourcing, distributing, and customizing packaging solutions and fine fragrances for the perfumery, beauty, personal care, and home care industries. With almost three decades of experience, we have delivered more than 1,000 global brands. Our team of experts, dedication to fostering strong partnerships with suppliers allows us to stay flexible, sustainable, and responsive to the changing market landscape.

Serving major brands in the GCC, the company has an extensive network of clients across GCC countries, Asia, and Europe, and continues to grow its presence globally.

Role Overview

We are looking for a highly organized and detail-oriented Operations Coordinator to support our sales and logistics functions. This role plays a pivotal part in ensuring the smooth operation of internal processes and external deliveries, acting as the liaison between multiple departments.

The successful candidate will bring strong coordination skills, administrative capabilities, and a proactive mindset to help drive operational excellence.

Key Responsibilities

Sales Process Coordination:

o Support the sales team in managing end-to-end sales operations, from quotation to final delivery.

o Maintain an up-to-date and accurate sales pipeline and ensure timely follow-ups on all leads and orders.

o Coordinate sales-related documentation including quotations, proforma invoices, order confirmations, and dispatch schedules.

o Act as a liaison between sales, warehouse, purchasing, and logistics to ensure aligned execution of customer orders.

Logistics & Shipment Management:

o Prepare all logistics-related documentation, including invoices, packing lists, delivery notes, certificates of origin, and customs paperwork.

o Coordinate all import/export operations and ensure compliance with international trade regulations.

o Manage relationships with freight forwarders, transporters, and courier services to negotiate best rates and ensure timely delivery.

o Track and monitor all shipments and proactively resolve delivery issues or delays.

o Support customs clearance processes and ensure adherence to local and freezone regulations.

Inventory & Warehouse Coordination:

o Liaise with the warehouse team to ensure inventory accuracy and availability for customer deliveries.

o Coordinate with purchasing to manage stock levels and anticipate supply needs.

o Implement inventory control processes and monitor inbound/outbound flow to reduce discrepancies.

Documentation & Compliance:

o Ensure accurate maintenance and filing of all operational documents.

o Maintain compliance with internal SOPs, client requirements, and industry-specific regulations.

o Assist in audits and documentation reviews as needed.

Cross-Functional Communication:

o Act as a central point of contact between internal teams (sales, purchasing, warehouse, accounts) for seamless operations.

o Communicate proactively with team members and stakeholders to align priorities and timelines.

o Support cross-functional initiatives to improve operational workflows and customer satisfaction.

Administrative Support:

o Provide daily administrative support for operations and sales teams.

o Maintain internal tracking tools and update operational dashboards and logs.

o Prepare weekly and monthly reports on sales and delivery performance, inventory, and logistics KPIs.

Compliance & Standards:

o Ensure daily activities are conducted in compliance with company certifications and standards (ISO 9001, Ecovadis), actively supporting their ongoing implementation and maintenance.

Qualifications & Experience

Mandatory Expertise:

o Proven knowledge and hands-on experience with logistics coordination, including shipping, customs clearance, and documentation.

o Strong administrative background supporting sales and supply chain teams.

Experience Required:

o Minimum of 5 years of experience in operations, logistics, or sales coordination in a product-based or trading company.

Educational Background:

o Bachelors degree in Business Administration, Logistics, Finance, Supply Chain Management, or a related field (Masters degree is a plus).

Fluent in Arabic and English

Skills & Knowledge:

o In-depth understanding of import/export processes and freezone regulations in the UAE.

o Proficiency in Microsoft Office (especially Excel); experience with accounting or ERP software (SAP Business One preferred).

o Familiarity with warehousing, inventory control, and cross-functional operations management.

Bonus Skills:

o Experience in the fragrance or cosmetics industry is an advantage.

o Familiarity with sustainable logistics practices or lean operational models.