Back Office Senior Executive - Logistics, Shipment & Invoicing

The Back Office Executive will support logistics, shipment, and invoicing operations. This role involves end-to-end shipment tracking, documentation management, invoice preparation, and coordination with internal and external stakeholders.

The Executive ensures accuracy, compliance, and timely execution of all operational activities, contributing to the efficient functioning of the supply chain.

Target joining date: January 2026.

Reports to: Country Head. Coordinates with: Procurement, Warehouse, Finance, Sales, Shipping Agents, and External Vendors.

1. Logistics and Shipment Coordination

• Manage and track all shipments from dispatch to final delivery.
• Maintain accurate and updated shipment trackers for real-time visibility.
• Coordinate with suppliers, shipping agents, and freight forwarders for schedules and tracking updates.
• Obtain and verify logistics documents such as Airway Bills, Bills of Lading, and delivery notifications.
• Address delays, discrepancies, and operational issues, escalating them when necessary.
• Ensure compliance with customs regulations, import/export requirements, and internal company policies.

2. Documentation and Compliance

• Prepare, verify, and organize all logistics-related documents, including commercial invoices, packing lists, certificates of origin, delivery orders, and customs documentation.
• Maintain an organized and secure electronic and physical filing system for all shipment documents.
• Ensure all documentation meets internal and external audit standards.

3. Invoicing and Financial Coordination

• Prepare and review invoices related to logistics, shipment, and service charges.
• Verify supplier bills, cross-checking with purchase orders, delivery confirmations, and shipment records.
• Coordinate with the Finance Department to ensure timely processing of invoices and payments.
• Maintain accurate records of logistics-related expenses.

4. Data Entry and Reporting

• Enter logistics, shipment, and invoicing data into ERP and tracking systems.
• Generate routine and ad-hoc reports, including shipment status, cost summaries, and operational dashboards.
• Ensure the accuracy, consistency, and completeness of all recorded data.

5. Internal Coordination and Administrative Support

• Liaise with Procurement, Warehouse, Sales, and Finance teams for operational alignment.
• Provide updated shipment documents, timelines, and status reports to relevant departments.
• Support general administrative tasks related to logistics, documentation, and internal coordination.

• Bachelor degree in Logistics, Supply Chain, Business Administration, or a related field.
• Proven experience in logistics coordination and back-office operations.
• Strong MS Office skills (Excel, Word, Outlook) and familiarity with ERP and logistics software.
• Knowledge of import and export procedures and documentation requirements.

Education and Professional Requirements

• Bachelor degree in Logistics, Supply Chain, Business Administration, or a related field.
• Proven experience in logistics coordination and back-office operations.

Technical Skills

• Strong proficiency in MS Office (Excel, Word, Outlook).
• Familiarity with ERP systems and logistics software.
• Knowledge of import/export procedures and documentation requirements.

Core Competencies

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Effective communication and coordination abilities.
• Ability to manage multiple tasks under tight deadlines.
• Proactive problem-solving skills and follow-up capability.
• High level of integrity, confidentiality, and professionalism.

BHD 700 monthly total package: BHD 400 basic + BHD 150 HRA + BHD 150 other allowance.

• Car allowance per the 2026 budget.
• Annual air tickets for the employee and family.
• Medical insurance for the employee and family.
• Visa sponsorship for the expat candidate.