Shipping Coordinator

Role Overview

Shipping Coordinator at Caterpillar Inc., based in the Middle East region. This full-time, office-based position coordinates and manages end-to-end execution of inbound and outbound shipments across the Middle East business.

Role Purpose

Coordinate and manage the complete lifecycle of inbound and outbound shipments across air, sea, road, and courier networks while ensuring compliance with customs and trade regulations, accurate shipping documentation, and timely delivery of customer orders.

Key Responsibilities

Shipment Coordination

• Coordinate end-to-end inbound and outbound shipments across air, sea, road, and courier networks.
• Manage shipment bookings with freight forwarders and logistics providers.
• Monitor shipment progress from origin to final destination.
• Proactively identify and resolve shipment delays, documentation issues, and transportation exceptions.
• Ensure customer and business delivery commitments are achieved.
• Coordinate urgent and critical shipments to support operational requirements.

Export & Import Documentation

• Prepare and validate Commercial Invoices, Packing Lists (CIPL), certificates, declarations, and shipping documents.
• Ensure documentation complies with customer, customs, and country-specific requirements.
• Verify commodity descriptions, HS codes, values, origin information, and Incoterms.
• Support customs clearance processes through accurate and timely documentation submission.
• Maintain audit-ready shipping and compliance records.

Customs & Trade Compliance

• Ensure compliance with UAE Customs regulations, Free Zone requirements, and company policies.
• Coordinate customs mapping and product classification activities.
• Support import and export compliance requirements across multiple regions.
• Work closely with compliance teams to maintain shipment integrity and regulatory adherence.
• Assist with customs audits, investigations, and corrective actions where required.

Logistics Operations Support

• Coordinate daily logistics activities between warehouse, operations, quality, customer service, and finance teams.
• Support inventory movements, intercompany transfers, and shipment readiness activities.
• Verify shipment documentation prior to dispatch.
• Assist with GRN verification, shipment reconciliation, and inventory movement records.
• Ensure logistics transactions are accurately processed within ERP systems.

Tracking, Reporting & Visibility

• Maintain shipment trackers and order visibility tools.
• Provide regular shipment status updates to stakeholders.
• Produce logistics KPI reports including On-Time Delivery (OTD), shipment backlog, transit performance, documentation accuracy, and customs compliance metrics.
• Escalate risks that may impact customer deliveries or business commitments.
• Support development and maintenance of logistics dashboards and reporting tools.

Freight Forwarder & Vendor Management

• Act as the primary day-to-day contact for freight forwarders and transportation providers.
• Monitor carrier performance against agreed service levels.
• Support freight cost tracking and transportation efficiency initiatives.
• Resolve operational issues with logistics service providers.
• Assist in evaluating and improving logistics supplier performance.

Product Certification & Regulatory Support

• Coordinate documentation required for product certifications and approvals.
• Maintain records relating to export certifications and customer-specific requirements.
• Liaise with internal departments and external authorities as required.
• Support renewal and maintenance of regulatory documentation.

Continuous Improvement

• Identify opportunities to improve logistics processes and shipment visibility.
• Support development and implementation of standard operating procedures.
• Participate in projects focused on reducing lead times, improving delivery performance, and enhancing logistics efficiency.
• Drive data accuracy improvements across logistics systems and trackers.
• Support automation and digitalization initiatives within logistics operations.

Qualifications & Experience

• Diploma or Bachelor's Degree in Logistics, Supply Chain Management, Business Administration, International Trade, or related discipline.
• 5–7 years of experience in logistics, shipping, import/export coordination, freight forwarding, or supply chain operations.
• Experience managing international shipments and customs documentation.
• Experience working with freight forwarders, customs brokers, transportation providers, and third-party logistics (3PL) service providers.
• Experience with inventory reconciliation, inventory controls, and maintaining inventory accuracy across logistics and warehouse operations.
• Oil & Gas industry experience is highly desirable; experience supporting manufacturing, industrial equipment, or other industrial sectors is considered an asset.

Skills & Competencies

• Import and export procedures.
• International shipping documentation.
• UAE Customs and Free Zone requirements.
• Incoterms.
• Freight forwarding operations.
• Customs classification and HS Codes.
• Supply chain and inventory management principles.
• ERP systems (Syteline preferred).
• Microsoft Excel and reporting tools.
• Strong attention to detail and high level of accuracy.
• Documentation control capability.
• Ability to manage multiple priorities simultaneously.
• Effective planning and organization skills.
• Strong communication and coordination abilities.
• Ability to manage internal and external stakeholders.
• Service-oriented approach to supporting operational requirements.
• Ability to identify shipment risks and implement corrective actions.
• Analytical approach to investigating delays and compliance issues.
• Strong decision-making within defined operational guidelines.
• Proactive approach to process improvement.
• Ability to develop and implement more efficient logistics practices.
• Focus on data quality and operational performance.

Additional Information

• This is a full-time, office-based position requiring regular onsite presence.