Emailing & Coordination Executive

Job Title: Emailing & Coordination Executive Industry: Ship Chandling / Marine Supplies Department: Operations / Sales Coordination Location: Dubai, UAE

We are looking for a proactive, organized, and detail-oriented Emailing & Coordination Executive to manage daily email communications, coordinate vessel supply requirements, and ensure smooth communication between clients, shipping agents, suppliers, and internal operations teams.

The candidate will be responsible for handling customer inquiries, preparing quotations, following up on orders, coordinating deliveries, and ensuring timely execution of ship supply operations.

Key Responsibilities

1. Email & Communication Management

• Handle daily incoming and outgoing emails from ship owners, ship managers, vessel operators, shipping agents, and suppliers.
• Respond promptly to customer inquiries and quotation requests.
• Prepare and send professional quotations, offers, and proforma invoices.
• Follow up on pending quotations, purchase orders, and customer confirmations.
• Maintain proper email records and communication history.
• Ensure all customer correspondence is handled professionally and promptly.

1. Operations & Vessel Coordination

• Coordinate vessel supply requirements with the operations and procurement teams.
• Follow up on vessel arrival and departure schedules, ETA and ETD updates.
• Coordinate delivery arrangements with port agents, suppliers, and transport teams.
• Ensure requested supplies are arranged and delivered within the agreed timeframe.
• Monitor order progress and communicate any delays or changes to the concerned parties.
• Coordinate delivery documents, including delivery notes, signed receipts, and other relevant paperwork.

1. Procurement & Supplier Coordination

• Coordinate with suppliers to obtain prices and product availability.
• Follow up on purchase orders and supplier deliveries.
• Compare supplier quotations and assist in obtaining competitive prices.
• Ensure ordered items meet the customer's specifications and requirements.

Requirements & Qualifications

• Minimum 1–3 years of experience in ship chandling, marine supplies, shipping, or logistics coordination.
• Good written and spoken English communication skills.
• Excellent email drafting and business correspondence skills.
• Knowledge of MS Office, particularly Excel, Word, and Outlook.
• Ability to multitask and handle multiple vessel requirements simultaneously.
• Strong follow-up, coordination, and organizational skills.
• Ability to work under pressure and meet tight deadlines.
• Knowledge of UAE ports and marine supply operations will be an advantage.

Key Skills

• Professional email communication
• Customer service and coordination
• Quotation preparation and follow-up
• Vessel supply coordination
• Supplier and procurement follow-up
• Documentation and record keeping
• Time management and problem-solving
• Attention to detail

Pay: From AED3,000.00 per month

Work Location: In person