Logistics and Office Security Officer

Role Overview

Logistics and Office Security Officer at wasl. Reports to the Head of Administration within the Administration department.

Role Purpose

The Logistics and Office Security Officer supports day-to-day logistics coordination, office access control, visitor management, security monitoring, and administrative activities across the organization's offices and facilities. The role ensures the smooth movement of documents, materials, deliveries, and office-related items while maintaining a safe, secure, and well-controlled office environment.

Key Responsibilities

Logistics Coordination

• Coordinate day-to-day logistics support, including movement of documents, office materials, supplies, equipment, and other items between offices, departments, business units, and external locations.
• Support courier, dispatch, and delivery activities by arranging pickups, deliveries, documentation handover, and follow-up to ensure timely completion.
• Support movement and tracking of office assets, furniture, equipment, files, and supplies as required by the Administration department.
• Coordinate with vendors, courier companies, drivers, maintenance teams, and service providers for logistics and office support requirements.

Visitor and Access Management

• Manage visitor access procedures by coordinating entry approvals, maintaining visitor logs, issuing visitor passes, and ensuring compliance with office security requirements.
• Monitor office access control processes and ensure that employees, visitors, contractors, and service providers follow approved entry and exit procedures.
• Support the implementation of office security procedures, including visitor management, key control, access cards, contractor access, delivery control, and after-hours access coordination.

Security and Monitoring

• Conduct routine checks of office premises, access points, parking areas, storage areas, and common areas to identify security, safety, or operational concerns.
• Report security incidents, suspicious activity, access violations, delays, damages, or operational issues to the Head of Administration in a timely manner.
• Ensure confidentiality and safe handling of sensitive documents, business correspondence, keys, access cards, and company property.

Operational Support

• Coordinate with security guards, reception teams, facilities teams, and administration staff to support smooth daily office operations.
• Support parking coordination, vehicle access, loading and unloading activities, and contractor movement within office premises where required.
• Assist in maintaining records related to logistics activities, dispatch logs, delivery notes, visitor logs, access requests, incident reports, and security-related documentation.

Emergency and Safety

• Assist in emergency coordination activities, including fire drills, evacuation support, incident escalation, and communication with relevant internal teams.
• Follow organizational policies, security procedures, health and safety guidelines, and administrative standards in all assigned activities.

Process Improvement

• Identify basic improvements in logistics coordination, visitor control, documentation, and office security processes to enhance efficiency and control.

General Duties

• Perform any other related duties or assignments as directed by the Head of Administration.

Qualifications & Experience

• Professional diploma in Business Administration, Security Management, Logistics, Facilities Management, or a related field.
• 1–3 years of experience in logistics coordination, office administration, security coordination, facilities support, or similar operational support roles.
• Basic knowledge of office security procedures, visitor management, access control, and logistics coordination.

Skills & Competencies

• Logistics Coordination: coordinate movement of documents, materials, supplies, and office items across locations (Intermediate).
• Office Security Procedures: apply basic office security, access control, visitor management, and incident reporting procedures (Intermediate).
• Visitor Management: maintain visitor records, issue passes, coordinate approvals, and monitor access requirements (Intermediate).
• Dispatch & Courier Coordination: arrange pickups, deliveries, handovers, and follow-up with courier and dispatch service providers (Intermediate).
• Documentation & Record Keeping: maintain logs, reports, delivery records, access records, and incident documentation (Intermediate).
• Communication & Coordination: communicate clearly with employees, visitors, vendors, and internal teams (Intermediate).
• Vendor & Service Provider Coordination: coordinate with couriers, drivers, contractors, security guards, and facilities service providers (Beginner).
• Incident Reporting: identify and escalate security, logistics, safety, or operational issues in a timely manner (Beginner).
• Health, Safety & Emergency Awareness: follow basic safety procedures and support evacuation, emergency, and drill activities (Beginner).
• MS Office Proficiency: use basic Excel, Word, and email tools for logs, reports, and communication (Beginner).
• Ability to maintain accurate records, logs, and documentation.
• Good communication and coordination skills.
• Ability to interact professionally with employees, visitors, vendors, contractors, and service providers.
• Ability to follow instructions, comply with procedures, and escalate issues appropriately.
• Basic proficiency in Microsoft Office, especially Outlook, Word, and Excel.

Additional Information

Desirable Qualifications

• Experience in a real estate, asset management, hospitality, corporate office, or facilities management environment.
• Familiarity with CCTV monitoring, access control systems, visitor management systems, or building security procedures.
• Basic understanding of health, safety, fire evacuation, and emergency response procedures.
• UAE driving license is an advantage, where role requirements include coordination across multiple locations.

Working Relationships

Internal: Head of Administration, Administration Team, Facilities Management Team, Reception Team, Security Team, Employees and internal departments, Health, Safety and Environment representatives.

External: Security service providers, Courier and logistics service providers, Drivers and transport providers, Contractors and maintenance vendors, Visitors, guests, and business partners, Building management or community management teams.

Work Environment

• Operates under the supervision of the Head of Administration.
• Works in a corporate office and operational support environment requiring regular coordination, physical movement across office areas, and interaction with employees, visitors, vendors, and service providers.
• Responsible for executing approved logistics, security, and office coordination activities within established policies and procedures.
• Has limited decision-making authority focused on routine coordination, visitor access support, delivery follow-up, and immediate escalation of issues.
• Expected to maintain professionalism, confidentiality, discipline, and alertness while handling company property, office access, and sensitive documents.

Financial Responsibilities

• No direct financial responsibility.
• Supports cost-effective logistics and office operations by coordinating timely deliveries, reducing delays, maintaining proper records, and supporting efficient use of external service providers.
• May assist in collecting delivery notes, service records, invoices, or supporting documents for verification by the Administration team.