Transportation Assistant / Specialist

We're Hiring: Transportation Assistant / Specialist
Location: United Arab Emirates (Remote)
Employment Type: Full-Time
Experience Level: Mid-Level to Senior
Work Arrangement: Fully Remote
About Us
We are a globally focused organization committed to delivering reliable, efficient, and customer-focused transportation and logistics services across diverse markets.
Our teams collaborate across Transportation, Fleet, Logistics, Operations, Warehousing, Procurement, Customer Service, Finance, Technology, and external transportation partners to coordinate safe and efficient movement of people, products, materials, and equipment.
The Role
We are seeking an organized and detail-oriented Transportation Assistant / Specialist to support daily transportation operations, scheduling, dispatch coordination, carrier management, documentation, tracking, and service performance.
The ideal candidate will coordinate transportation activities from planning through completion, maintain accurate operational records, communicate with drivers and service providers, resolve delivery and transportation exceptions, and support continuous improvement of transportation processes.
Key Responsibilities
Support daily transportation planning, scheduling, dispatching, and coordination activities.
Coordinate transportation requirements with Operations, Warehousing, Logistics, Procurement, Customer Service, and other internal teams.
Arrange transportation services for deliveries, collections, transfers, employee transportation, equipment movements, or other operational requirements.
Coordinate with drivers, carriers, transport companies, freight providers, and third-party logistics partners.
Prepare and maintain transportation schedules, dispatch plans, route information, and delivery instructions.
Assign transportation requests based on vehicle availability, capacity, location, timing, service requirements, and operational priorities.
Monitor scheduled transportation activities and confirm timely pickup, departure, transit, and delivery.
Track vehicles, shipments, drivers, and transportation orders using approved tracking systems.
Monitor GPS, telematics, transport-management systems, and other visibility tools where applicable.
Communicate with drivers and transportation providers regarding schedules, routes, delays, access requirements, and operational changes.
Coordinate changes to transportation schedules caused by customer requests, operational priorities, traffic, weather, vehicle issues, or other disruptions.
Monitor delivery and pickup performance and follow up on delayed or incomplete transportation activities.
Escalate transportation delays, missed collections, vehicle breakdowns, accidents, service failures, and other operational exceptions.
Maintain accurate records of transportation requests, dispatches, deliveries, vehicle movements, driver assignments, and service completion.
Prepare transport documentation, delivery instructions, manifests, trip sheets, proof-of-delivery records, and related operational documents.
Verify transportation documentation for accuracy, completeness, and compliance with company requirements.
Collect and maintain proof-of-delivery documents, delivery confirmations, signatures, timestamps, and supporting records.
Coordinate with warehouses and distribution teams to ensure vehicles arrive according to loading and unloading schedules.
Monitor loading and unloading activities and communicate any operational constraints affecting transportation.
Coordinate vehicle availability and utilization with Fleet or transportation management teams.
Support vehicle allocation, replacement arrangements, and contingency transportation requirements.
Assist with driver scheduling, shift coordination, attendance tracking, and operational coverage where applicable.
Maintain driver and carrier records, licenses, permits, insurance documentation, and other required information.
Verify that transportation providers meet required service, safety, documentation, and compliance standards.
Support onboarding and coordination of new transportation suppliers and service providers.
Monitor carrier performance, response times, delivery accuracy, reliability, and adherence to agreed service levels.
Assist with transportation supplier evaluations, performance reviews, and corrective actions.
Review transportation invoices against trip records, rates, delivery records, and agreed contractual terms.
Identify discrepancies between transportation services performed and supplier invoices.
Support transportation cost tracking, reporting, budgeting, and expense analysis.
Maintain records of fuel usage, tolls, parking, transportation charges, access fees, and other applicable operating expenses.
Monitor route efficiency, vehicle utilization, delivery schedules, and transportation capacity.
Support route planning and optimization to improve service reliability and reduce unnecessary mileage and transportation costs.
Coordinate urgent, priority, same-day, and time-sensitive transportation requirements.
Support transportation requirements for peak periods, special projects, events, launches, relocations, and business continuity situations.
Coordinate with customer-service teams regarding delivery appointments, customer requirements, delays, and service exceptions.
Communicate professionally with customers, suppliers, drivers, warehouse teams, and internal stakeholders.
Respond to transportation inquiries and provide accurate status updates.
Maintain transportation trackers, dashboards, reports, schedules, and operational databases.
Prepare daily, weekly, and monthly transportation performance reports.
Track key transportation metrics including on-time performance, utilization, cost, delays, cancellations, and service exceptions.
Identify recurring transportation problems and recommend practical corrective actions.
Support investigations into delivery failures, damaged shipments, missed appointments, transportation incidents, and customer complaints.
Maintain records of transportation incidents and corrective actions through resolution.
Support transportation safety programs and ensure drivers and service providers follow applicable safety procedures.
Monitor compliance with company transportation policies, contractual requirements, and applicable regulatory requirements.
Support vehicle inspection, maintenance scheduling, and service coordination where applicable.
Coordinate replacement vehicles or alternative transportation arrangements when vehicles are unavailable.
Maintain appropriate confidentiality when handling customer, driver, supplier, route, pricing, and operational information.
Use transportation-management, fleet-management, ERP, warehouse, GPS, CRM, and communication systems effectively.
Identify opportunities to improve transportation workflows through automation, digital tracking, data analytics, and process standardization.
Maintain clear operational handovers and ensure outstanding transportation issues are communicated to relevant teams.
Perform other transportation and logistics coordination responsibilities as required.
Key Performance Indicators
On-time pickup rate
On-time delivery rate
Transportation request completion rate
Dispatch accuracy
Delivery appointment compliance
Transportation schedule adherence
Vehicle utilization
Fleet availability
Route efficiency
Transportation cost per trip
Transportation cost per delivery
Cost per kilometer or mile
Empty-mile percentage
Fuel efficiency
Driver utilization
Carrier performance
Supplier SLA compliance
Transportation exception rate
Delivery delay rate
Missed pickup rate
Failed delivery rate
Proof-of-delivery completion
Documentation accuracy
Invoice discrepancy rate
Transportation response time
Issue resolution time
Customer transportation satisfaction
Transportation complaint rate
Incident reporting accuracy
Safety compliance
Driver documentation compliance
Vehicle inspection compliance
Preventive maintenance coordination
Transportation reporting accuracy
Schedule change response time
Urgent transportation fulfillment rate
Data and system accuracy
Process improvement completion
Transportation cost savings
Operational productivity
Ideal Candidate
The successful candidate should have strong experience in transportation coordination, logistics, fleet operations, dispatch, delivery operations, supply chain, distribution, or third-party transportation management, preferably within a large-scale or geographically distributed operation.
The candidate should demonstrate:
Strong understanding of transportation and logistics coordination processes.
Experience coordinating drivers, carriers, vehicles, deliveries, pickups, or transportation schedules.
Excellent organizational and time-management skills.
Strong attention to detail and accuracy.
Ability to manage multiple transportation requests, priorities, and deadlines simultaneously.
Strong communication and coordination skills.
Experience working with transportation providers, logist

Work arrangement
No