Logistics & Trade Documentation Coordinator

Logistics & Trade Documentation Coordinator

Company: AGC Location: Dubai, UAE Employment: Full-time, On-site Reporting to: Managing Director / Operations Management

Job Description

AGC is seeking a highly experienced, proactive and detail-oriented Logistics & Trade Documentation Coordinator to independently coordinate international shipments, manage complex trade documentation and ensure smooth execution of cross-border trading transactions.

Strong practical experience in triangular trade (cross-trade), where goods are purchased from one country and shipped directly to another country under a UAE trading company, is particularly important.

We are looking for someone with excellent knowledge of international freight, shipping documents, freight-forwarder coordination, customs requirements and multimodal transport.

The successful candidate must be a strong problem-solver who can negotiate with logistics providers, push suppliers and agents to meet deadlines, prevent unnecessary costs and manage multiple international shipments simultaneously.

Key Responsibilities1. International Logistics & Triangular Trade

• Independently coordinate international import, export, re-export and triangular/cross-trade shipments.
• Manage shipments where goods move directly between third countries without physically entering the UAE.
• Coordinate with overseas suppliers, shipping lines, freight forwarders, customs brokers and destination agents.
• Arrange ocean freight, trucking, rail and multimodal transportation where required.
• Understand shipment structures involving multiple parties, different invoicing arrangements and international delivery terms.
• Ensure shipping arrangements and documentation comply with applicable origin, transit and destination requirements.
• Coordinate cargo consolidation, transshipment, container transfers and cross-stuffing where applicable.

1. Shipping Documentation & Verification

• Prepare, collect, review and verify international trade documentation.
• Check commercial invoices, packing lists, bills of lading, certificates of origin, shipping instructions and other required certificates.
• Handle documentation for triangular trade involving different suppliers, sellers, buyers, shippers and consignees.
• Coordinate switch bills of lading where legally permitted and commercially required.
• Verify document consistency, including consignee details, cargo descriptions, quantities, weights, values, shipping terms and destinations.
• Coordinate document amendments and corrections before submission deadlines.
• Ensure appropriate document handling for customer, banking and customs requirements.
• Maintain accurate, complete and organised digital shipment records.

1. Freight Negotiation & Cost Control

• Request and negotiate competitive freight quotations from shipping lines, freight forwarders, trucking companies and logistics agents.
• Compare freight rates, transit times, routes, free-time allowances, local charges and service reliability.
• Negotiate improved freight terms and reduce unnecessary logistics expenses.
• Identify reliable alternative routes and logistics providers.
• Monitor detention, demurrage, port storage and other potential charges.
• Investigate incorrect or excessive invoices and coordinate justified claims or refunds.

1. Supplier & Logistics Agent Coordination

• Follow up closely with suppliers regarding production progress, packing, cargo readiness and collection dates.
• Push suppliers and logistics agents to fulfil agreed commitments.
• Coordinate container bookings, loading schedules, document cutoffs and shipping instructions.
• Follow up with shipping lines and agents to avoid unnecessary delays.
• Identify problems early and take proactive corrective action.
• Maintain effective communication with all parties until cargo is delivered.

1. Shipment Tracking & Deadline Management

• Monitor vessel schedules, transshipments, border crossings, customs clearance and final deliveries.
• Maintain a complete shipment tracker with current status, responsible parties, next actions and deadlines.
• Track cargo readiness, booking cutoffs, bill-of-lading issuance, arrival dates, free-time expiry and container returns.
• Handle urgent changes, shipment disruptions and documentation problems.
• Escalate critical risks immediately with practical solutions.
• Manage multiple shipments under pressure and consistently meet strict internal deadlines.

1. Complete Logistics Reporting & Overview

• Maintain an accurate and continuously updated overview of all shipments.
• Provide management with clear visibility of shipment status, documents, freight costs, deadlines and unresolved issues.
• Prepare concise daily updates on urgent matters and pending actions.
• Submit weekly shipment summaries, freight comparisons and cost reports.
• Track outstanding documentation, unexpected charges, claims and agent performance.
• Ensure management receives timely information without repeated follow-ups.

1. Process Improvement & Efficiency

• Improve logistics coordination and documentation procedures.
• Develop shipment checklists, standard document templates and organised filing systems.
• Use Excel, digital tracking systems and approved automation tools to improve efficiency.
• Reduce repetitive work, documentation errors and avoidable delays.
• Support increasing shipment volumes without unnecessary additional operating costs.

Candidate Requirements

• Minimum 5 years of hands-on international logistics and trade documentation experience.
• Proven practical experience with triangular trade / cross-trade shipments is strongly preferred.
• Strong experience handling international container shipments, particularly FCL ocean freight.
• Excellent knowledge of bills of lading, commercial invoices, packing lists, certificates of origin and related trade documents.
• Practical understanding of switch bills of lading, different shipper/consignee arrangements and multi-party trading transactions.
• Good knowledge of Incoterms, international shipping procedures and customs documentation.
• Experience negotiating with shipping lines, freight forwarders and logistics agents.
• Ability to coordinate shipments across multiple countries and transport modes.
• Strong Microsoft Excel, Outlook, email and document-management skills.
• Excellent written and spoken English.
• Strong attention to detail, organisation, negotiation and problem-solving skills.
• Ability to work independently, under pressure and consistently meet strict deadlines.
• Highly proactive, persistent, cost-conscious and accountable.
• Experience in UAE-based international trading companies is strongly preferred.
• Experience with shipments between Asia, the Middle East, Africa and CIS markets is an advantage.

Performance Expectations (KPIs)

Performance will be evaluated based on:

• Shipment Control: All active shipments accurately tracked with clear status and deadlines.
• Documentation Accuracy: All critical documents verified before release, with no preventable material errors.
• Deadline Management: At least 95% of agreed internal operational deadlines met.
• Freight Negotiation: Competitive freight rates and documented cost improvements.
• Cost Control: Reduction of avoidable detention, demurrage, storage and other logistics expenses.
• Problem-Solving: Quick response to shipment disruptions, with clear solutions and early escalation.
• Reporting: Accurate and timely shipment updates and management reports.
• Efficiency: Improved shipment coordination and capacity to handle increasing volumes.

Detailed KPI targets will be agreed during onboarding. Commercial commitments and expenses must remain within approved authority limits.

What We Expect

We need an experienced international logistics professional who understands complex cross-border trading transactions and takes full ownership of shipment coordination and documentation.

The successful candidate must not simply forward emails or track containers. They should independently coordinate with suppliers and logistics providers, negotiate competitive rates, identify documentation problems, push all parties to meet commitments and resolve issues proactively.

Our objective is accurate, cost-efficient and reliable international trade execution, supported by complete documentation and strict deadline control.

How to Apply

Please submit your CV and briefly describe:

• Your experience handling triangular trade or cross-trade shipments.
• The countries, shipping routes and transport modes you have managed.
• Your experience with bills of lading, switch BLs and international trade documentation.
• Your experience negotiating freight rates and dealing with shipping lines or forwarders.
• An example of a complex international shipment or documentation problem you personally resolved.

Shortlisted candidates may be required to complete a practical international logistics and trade-documentation assessment.

Pay: AED3,000.00 - AED4,500.00 per month

Work Location: In person