Administrative Assistant – Import & Export Documentation (Arabic Speaker)

About the role

The Administrative Assistant will support the NYU Project by handling all import and export documentation. You will ensure that shipment records, customs paperwork and delivery updates are accurate, complete and processed on time, enabling smooth logistics coordination and compliance.

Key responsibilities

• Prepare, review and maintain import/export documents such as invoices, packing lists, permits and customs certificates.
• Track document submissions, approvals, customs clearance status and delivery confirmations.
• Coordinate with suppliers, freight forwarders, customs agents, procurement, finance and project teams to gather required paperwork.
• Monitor shipment status, update trackers, and escalate delays or missing documents.
• Maintain organized records of correspondence, invoices, delivery notes and logistics reports.
• Prepare administrative documents including letters, emails, forms and meeting notes.
• Support audit preparation by ensuring complete and accurate documentation.
• Communicate documentation status and shipment progress to internal and external stakeholders.

Required profile

• Minimum 24 months (2 years) experience in import/export documentation or logistics administration.
• Fluent in Arabic and English.
• Strong attention to detail and ability to manage multiple documents simultaneously.
• Proactive communication skills and ability to work under tight deadlines.

Required skills

• ERP knowledge
• Import export documentation
• Shipment tracking
• Customs paperwork
• Delivery tracking
• Logistics coordination
• Supplier coordination
• Filing
• Reporting