Administrative Assistant – Import & Export Documentation

Job Purpose

• To provide administrative support for import and export documentation under the NYU Project by preparing, reviewing, tracking, and maintaining shipment records, customs documents, approvals, and delivery updates.
• The role ensures all documentation is accurate, complete, properly filed, and processed on time to support smooth logistics coordination, compliance, and timely delivery of project materials, equipment, and related items.

• Prepare, review, organize, and maintain import and export documents, including invoices, packing lists, delivery notes, permits, customs documents, certificates, and related records.
• Ensure all shipment documents are accurate, complete, properly filed, and available when required.
• Track document submissions, approvals, customs clearance updates, and delivery confirmations.
• Coordinate with suppliers, freight forwarders, customs agents, procurement, finance, and project teams for required documentation.

• Follow up on shipment status, delivery schedules, customs clearance, and pending documents.
• Maintain trackers for shipments, deliveries, approvals, customs status, and pending actions.
• Escalate shipment delays, missing documents, discrepancies, or urgent issues to the concerned team.
• Support timely delivery of materials, equipment, spare parts, and project‑related items.

• Maintain organized records for correspondence, shipment files, approvals, invoices, delivery documents, and logistics reports.
• Prepare letters, emails, forms, reports, meeting notes, and other administrative documents as required.
• Ensure all records are properly filed, updated, confidential, and easily retrievable.
• Support audit preparation by maintaining complete and accurate documentation.

• Coordinate with internal departments, suppliers, vendors, freight forwarders, customs brokers, and client representatives.
• Provide timely updates on documentation status, shipment progress, pending approvals, and delivery timelines.
• Support communication between procurement, logistics, finance, stores, and project operations.
• Respond to documentation‑related queries professionally and accurately.

• Ensure documentation activities comply with company policies, client requirements, approval processes, and logistics procedures.
• Review documents for accuracy, correct formatting, required approvals, and supporting information before submission.
• Identify documentation gaps, errors, or discrepancies and follow up for correction.
• Prepare shipment reports, pending document trackers, delivery updates, and outstanding action summaries.

• In addition to all job‑specific responsibilities, all employees are required to adhere to all Khidmah health, safety and environmental (HSE) policies, procedures, practices, and relevant legal and statutory health, safety and environmental requirements and obligations.
• All employees are personally responsible to familiarize themselves with these policies, procedures, practices, updates, etc.
• Khidmah HSE department regularly updates existing and introduces new policies, procedures and practices and each employee is personally responsible to ensure they stay updated and compliant with all such updates and new additions.

• Comply with Khidmah Information Security Policies.
• Be aware of and fulfil their information security responsibilities.
• Ensure whoever handles sensitive company information has taken the Security Awareness Training.
• Know how to report a security incident (to IT Service Desk or Info Sec).
• Not disable OS firewall and/or Antivirus.
• Restrict use to authorized purposes, protect access accounts, privileges and associated passwords.
• Accept accountability of individual user accounts, and maintain confidentiality.

• Bachelor’s Degree or Diploma in Business Administration, Logistics, Supply Chain, Procurement, or related field.
• Import/export documentation or customs procedure training is preferred.
• Proficiency in MS Office; ERP…