Logistics Administrative Assistant
Location: Doha, Qatar
Department: Logistics
Employment Type: Full-time
Reports to: Logistics Management
About the Role
We are seeking a detail-oriented Logistics Administrative Assistant to support day-to-day logistics operations and office administration. The role involves handling communications, coordinating drivers and material movements, maintaining records, and assisting with HSE compliance across the Logistics function.
Key Responsibilities
- Handle incoming calls and reception duties; route messages and share updates promptly.
- Operate office equipment (photocopiers, scanners, fax).
- Monitor and replenish office stationery and other supplies; maintain minimum stock levels.
- Create, sort, and maintain accurate and confidential filing systems (including tender submissions).
- Arrange logistics activities: inform drivers for tender collections and materials dispatch/collection.
- Receive overtime booking sheets, perform data entry, and arrange transportation accordingly.
- Assist with the preparation and issuance of gate passes as required.
- Track vehicle maintenance with the responsible team and follow up on schedules.
- Oversee cleanliness and tidiness of offices, client areas, washrooms, canteens; assign cleaners to tasks.
- Monitor food distribution for Logistics employees.
- Support general administrative tasks and daily operational needs as assigned.
- Prepare refreshments and meeting setups for internal meetings and guests.
- Follow established systems, processes, and procedures to ensure compliance with legal, regulatory, and other standards.
- Work safely at all times and contribute to a safe workplace.
- Perform other job-related duties as assigned by Management.
Communication
Internal: All Logistics staff — communicate and exchange information necessary for Logistics operations.
External: Clients, suppliers, and customers/visitors — ensure clear, effective communication regarding Logistics activities.
Occupational Health, Safety & Environment (HSE)
- Accountability: Staff are accountable for their acts and omissions.
- Responsibility: Follow agreed safe systems of work, adhere to training and instructions, and report all accidents, incidents, and near-misses.
- Authority: You have the authority to stop work if you believe it is unsafe.
Qualifications
- Education: Completed Grade 12 or 13 (high school or equivalent).
- Experience: 1–2 years in a similar administrative/logistics support role.
- Computer Skills: Basic proficiency in MS Office (Word, Excel, Outlook).
- Languages: Working knowledge of English
- Industry Knowledge: Prior exposure to logistics or administrative functions is an advantage.
Personal Attributes
- Strong organizational skills with high attention to detail and confidentiality.
- Clear, professional communication and customer-service mindset.
- Reliable, proactive, and able to multitask under time pressure.
- Team player with a safety-first mindset and willingness to step in where needed.
Working Conditions
- Office-based with routine coordination across warehouses, drivers, and service areas.
- Occasional flexibility may be required to meet operational needs.