Operations Coordinator

We are Identiscents

A UAE-based design-to-delivery ecosystem for the beauty and perfumery industry, working across fragrance and primary packaging. Founded in 1997, we design in the UAE, develop in Europe, and deliver globally.

Our ecosystem operates through four adjacent engines: Distribution & Supply Chain, Projects & Fast Fashion, IP & Production, and People, Systems & Intelligence enabling us to sense markets, transform ideas into products, and deliver consistently at scale.

Our structural resonance is a circular hierarchy in which leadership is exercised through role and contribution rather than title. We remove distortion in structure, timing, roles, and interfaces so natural dynamics can emerge and energy can flow.

We build long-term alliances with clients and suppliers, with the ambition to develop a modern Maison, grounded in craft, designed for scale, and built to last.

At the heart of this ecosystem sits Operations the connective tissue that transforms commercial intent into flawless execution.

To reinforce this core, we are seeking an Operations Coordinator: a stabiliser of flow, a conductor of detail, and a trusted link between teams, partners, and markets.

ROLE ESSENCE

We are looking for a highly organised, agile, and service-oriented Operations Coordinator a Flow Orchestrator and Process Anchor.

This role ensures that sales commitments materialise into on-time, compliant, and seamless deliveries. Acting as the operational bridge between Sales, Logistics, Purchasing, Warehouse, and Finance, the Operations Coordinator keeps information aligned, documentation accurate, and execution friction-free.

Fluent in both Arabic, English and French, this person plays a critical role in regional coordination, customs processes, and stakeholder communication across the GCC.

They operate through clarity, discipline, and collaboration reinforcing the Maison's operational rhythm and customer promise.

ENERGETIC PROFILE

Personality Resonance Compatibility With the Tribe

• Lively
• Grounded
• Low-ego
• Empathetic
• Purpose Oriented

Role Resonance

• Naturally organised with strong follow-through
• Comfortable coordinating across multiple departments and cultures
• Proactive communicator with strong written and verbal skills
• Execution-focused with a solutions-oriented mindset
• Balances speed with accuracy and compliance

ROLE PURPOSE (ORCHESTRATOR AND ANCHOR)

ORCHESTRATOR DYNAMIC

Ensuring the smooth circulation of information, goods, and documentation across sales and logistics flows.

You will:

Coordinate end-to-end sales operations from quotation through to final delivery.

Maintain accurate and up-to-date sales pipelines, order trackers, and follow-up schedules.

Prepare and manage sales documentation including quotations, proforma invoices, order confirmations, and dispatch schedules.

Act as the liaison between Sales, Warehouse, Purchasing, Logistics, and Finance to ensure aligned execution of customer orders.

Track shipments end-to-end, proactively resolving delays or discrepancies.

Communicate clearly with freight forwarders, transporters, and courier partners to ensure service quality and cost efficiency.

Support import/export operations, ensuring documentation accuracy and regulatory compliance across GCC and international shipments.

Assist with customs clearance processes, including freezone and local authority requirements.

ANCHOR DYNAMIC

Maintaining operational stability, documentation integrity, and compliance across daily activities.

You will:

Prepare logistics documentation including invoices, packing lists, delivery notes, certificates of origin, and customs paperwork.

Coordinate closely with the warehouse team to ensure inventory availability and accurate outbound execution.

Liaise with purchasing to anticipate stock requirements and manage inbound flow.

Support inventory control processes to minimise discrepancies and improve visibility.

Maintain organised, auditable filing systems for all operational documentation.

Support ISO, Ecovadis, and internal SOP compliance through accurate execution and record-keeping.

Prepare weekly and monthly operational reports covering deliveries, inventory status, and logistics KPIs.

Update internal dashboards, trackers, and ERP systems to ensure data accuracy and alignment.

FOUNDATION EXPERIENCE

Minimum 5 years of experience in operations, logistics, or sales coordination within a product-based or trading environment

Hands-on experience managing shipping, customs clearance, and logistics documentation

Strong administrative background supporting sales and supply chain teams

Solid understanding of UAE import/export processes and freezone regulations

Experience coordinating with freight forwarders, transporters, and customs brokers

Proficiency in Microsoft Office, especially Excel

Experience working with ERP systems (SAP Business One strongly preferred)

Bachelor's degree in Business Administration, Logistics, Supply Chain, or a related field

At Identiscents, Operations is not a back-office function it is a strategic enabler of trust, reliability, and growth.

If you see yourself as the orchestrator who keeps everything moving and the anchor that keeps everything aligned, we would be delighted to explore this journey with you.