Logistics Administration Coordinator (Saudi Arabia)

A leading Talent Acquisition Company in Saudi Arabia is looking for a detail-oriented and organized Logistics Administration Coordinator to join our team in Saudi Arabia. The Logistics Administration Coordinator is responsible for overseeing the administrative aspects of logistics and travel coordination. This includes handling permits, booking taxis and hotel accommodations, and providing logistical support for transportation, accommodations, and other coordination activities within the company. The role requires effective communication, attention to detail, and the ability to handle various tasks related to logistics support efficiently.

• Permit Management:

1. Coordinate and manage all permits required for travel, transportation, and site access, ensuring compliance with local and international regulations.
2. Submit applications and follow up on approvals for necessary permits (e.g., transport, worksite, or environmental permits).
3. Track and maintain a record of all permits, expiration dates, and renewal schedules.
4. Liaise with government bodies and regulatory agencies to ensure the smooth processing of permits.

1. Organize taxi, shuttle, and private transportation bookings for employees, contractors, or visitors, ensuring timely and cost-effective travel arrangements.
2. Coordinate transport schedules for arrivals, departures, and internal transfers.
3. Manage transport-related documentation, such as invoices, receipts, and confirmation of bookings.
4. Ensure that all transportation arrangements meet the company’s safety standards and policies.

• Hotel and Accommodation Bookings:

1. Arrange hotel and accommodation bookings for staff, contractors, and clients based on travel needs and company preferences.
2. Negotiate rates with hotels to ensure cost-effective and high-quality accommodations.
3. Maintain a record of accommodation bookings, including dates, reservation numbers, and special requests (e.g., accessibility needs, early check-in, etc.).
4. Handle any issues related to accommodations, including changes or cancellations of bookings.

• Coordination of Logistics Activities:

1. Act as a point of contact for internal teams, contractors, and third-party service providers related to logistics and administrative tasks.
2. Coordinate and communicate schedules for travel, site visits, meetings, and other logistics-related activities.
3. Organize and manage travel itineraries, including flights, transportation, accommodations, and other logistical details.
4. Maintain and update databases and documentation related to logistics operations.

• Administrative Support:
• Provide general administrative support to the logistics department, including preparing reports, maintaining files, and organizing documentation related to logistics activities.
• Assist in budgeting and financial tracking of logistics-related expenses, such as transportation, accommodation, and permit costs.
• Assist in the preparation of travel or logistics-related documents, such as booking confirmations, itineraries, and reports.
• Support the team in other administrative tasks as needed, including correspondence, emails, and coordination with other departments.

• Vendor and Supplier Coordination:

1. Liaise with external vendors, service providers, and suppliers (e.g., taxi services, hotels, and permit authorities) to arrange logistics services.
2. Maintain positive working relationships with vendors to ensure the timely and efficient delivery of services.
3. Monitor the performance of service providers and ensure they meet service level agreements and company standards

• Compliance and Safety:

1. Ensure that all logistics activities, including permits, transportation, and accommodations, comply with company policies, legal requirements, and health & safety regulations.
2. Keep up to date with relevant legislation and regulatory changes affecting logistics operations and permits.
3. Address any safety concerns related to transport, accommodation, or site access as they arise.