Operations Assistant Full Time

About the job
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 your international animal and cargo transport hassle-free. They are looking for an Operations Assistant to join their dynamic team in Dubai.

The Operations Assistant is responsible for handling day-to-day administrative tasks related to the import and export of horses and cargo by air and road transport. They work closely with the operations team to ensure smooth coordination and execution of international and domestic animal transportation.

Job Description:

As an Operations Assistant, your key responsibilities include:

Reporting to Team Leaders and collaborating with the operations team.
Managing administrative tasks related to import-export operations, including communication with suppliers, agents, grooms, ministries, quarantine, vet departments, and other stakeholders.
Ensuring clear and accurate communication within the company and with clients and partners.
Accurate data capture and documentation to provide a professional service.
Coordinating with third-party partners, booking shipments, and handling various administrative tasks as directed by the Operations Team.
Being available on mobile during out-of-office hours and weekends due to the nature of the industry and international time zones.

Job Responsibilities:

The Operations Assistant’s responsibilities encompass the following tasks and more:

Working independently on assigned tasks and collaborating with the operations and finance team.
Reporting directly to Team Leaders.
Answering phone calls and responding to client and agent queries via email or phone.
Coordinating extensively with airlines, agents, ministries, suppliers, grooms, and hotels.
Managing quarantine processes in Dubai, Sharjah, and Abu Dhabi for import and export of animals.
Updating air and road transport schedules.
Handling data entry and capturing information for import and export shipments.
Maintaining clear communication with all parties involved in each job.
Organizing airport access and passes for vehicles.
Ensuring customs clearance within 48 hours of shipment.
Obtaining client approval and funds collection before shipment.
Managing supplier, agent, and groom invoices.
Creating job costing sheets.
Attending weekly Monday meetings for briefing and debriefing.
Updating the client database with new and existing client information.
Prioritizing and effectively managing work and time.
Being available after office hours and on weekends due to the dynamic nature of the job, especially during peak seasons.

Road Transport Training:

The Operations Assistant will receive training in coordinating road transport, including supervising road transport, ensuring job cards accompany road shipments, and tracking driver logs for each trip.
This position requires a high level of organization, communication skills, attention to detail, and adaptability to the demands of the animal transportation industry.