Distribution Coordinator

Role Overview

Distribution Coordinator at ENOC, HETL Distribution business, based in the UAE.

Role Purpose

Coordinate daily operations between HETL Distribution, internal and external customers, legal authorities, and government bodies to ensure fuel loading and delivery tasks are executed safely and to ENOC quality standards. Manage vehicle tracking and in-cab monitoring devices, and support vehicle registration and permit renewal to improve operational efficiency.

Key Responsibilities

Financial Accountability

• Manage all invoices related to RTA vehicle registration, road permits, traffic fines, GPS and seeing machine devices, submitting timely to the finance department.
• Coordinate with the finance team to follow up on auction payment processes.
• Coordinate with the admin assistant and finance team for renewal of UAE road permits across all emirates.
• Work closely with the finance team and admin assistant to initiate cash payments to civil defence for hazardous product transfer permits and RTA advertisement permits.
• Work closely with the inventory controller, senior HSE officer, and finance team in procurement of hoses, fire extinguishers, spill kits, and first aid kits.
• Work closely with the inventory controller for procurement of tanker couplers and accessories necessary for fuel deliveries.

Operations & Delivery Coordination

• Coordinate with the operations and HSE team for handling fuel orders and deliveries for commercial customers and government entities.
• Coordinate with the operations team to arrange suitable tank trucks for deliveries to sites with specific constraints.
• Coordinate with the operations team to arrange safe and efficient deliveries for commercial customers.
• Ensure prompt and timely registration of all vehicles to support operational efficiency.
• Arrange NOC and all mandatory legal documents required for obtaining Dubai civil defence permits, hazardous product transfer permits, RTA advertisement permits, and SIRA permits for GPS installation.
• Lead a team of bunkering experts, drivers, supervisors, technicians, and helpers for delivering critical bunkering operations.
• Maintain, track, investigate traffic fines and arrange payments and fine recovery from violators.
• Assure sufficient equipment, hoses, fire extinguishers, and spill kits are available for uninterrupted operations.
• Coordinate with the inventory team in managing and maintaining equipment, hoses, adapters, and special couplers for commercial customers.
• Coordinate with the operations team to arrange vehicles for vendors to install and remove GPS systems, RFID tags, communication devices, and fatigue detection devices for vehicle introduction and disposal.
• Coordinate with the cargo clearance agent to release tank trucks from Dubai port and customs.

Health, Safety & Environment

• Work closely with the senior HSE officer in safe handling of critical bunkering deliveries.
• Coordinate with the senior HSE officer in placing control measures and mitigating risks related to bunkering deliveries.
• Work closely with the senior HSE officer and technical team in arranging and testing equipment required for deliveries.
• Assure adherence to regulations governing occupational health and safety.
• Actively participate in, support, and contribute to the department's continual improvement process.
• Adhere to all applicable departmental policies, protocols, standard operating procedures, and HSEQ directives.
• Assure all critical equipment is in good working condition and available for deliveries.

Communication & Stakeholder Liaison

• Liaise with UAE Armed Forces representatives to arrange security passes for drivers and vehicles and provide fuel delivery information on locations and equipment.
• Communicate and coordinate with government entities, including UAE armed forces, for safe and efficient fuel delivery.
• Coordinate with commercial customer representatives for bunkering, sampling, and documentation.
• Liaise with RTA for testing and registration renewal of the HETL Distribution fleet.
• Liaise with RTA and other government authorities across the UAE to obtain road permits.
• Liaise with vendors for fixing seeing machine devices, GPS device installation, and RFID tag installation in the HETL Distribution fleet.
• Update HETL Distribution management on events captured by devices related to micro sleep, fatigue, over speeding, and other unsafe behaviour.
• Communicate to HETL Distribution management the condition of hoses and other fuel decanting equipment and arrange for replacement.
• Communicate to the distribution senior HSE officer all safety concerns reported by customer and contractor staff.
• Communicate all issues noticed at customer sites related to HSE and quality to distribution management.

Inspections & Investigations

• Support the senior HSE officer and workshop technical team in carrying out contractor tank truck fitness tests.
• Assist operations and HSE in carrying out new and existing site inspections for retail and commercial sites for vehicle maneuverability and fuel decanting equipment.
• Assist the senior HSE officer and operations team in all safety investigations, including traffic accidents, fuel spillage, and fires.
• Investigate events detected by GPS devices, including fatigue, harsh braking, micro sleep, mobile phone use, harsh cornering, and distracted driving.
• Inspect royal yachts and navy vessels on operational and technical aspects prior to fuel delivery.
• Carry out regular inspections of hoses, fire extinguishers, spill kits, and other devices installed on tank trucks.
• Carry out inspections of sites, vehicles, and equipment upon request from the operations team or when an issue is reported.
• Support operations and HSE in carrying out journey management for all routes across the UAE to ensure safe and smooth delivery.

Data Analysis & Records Management

• Maintain up-to-date hose, fire extinguishers, and spill kit records; review data, tracking, and monitoring; and report trends to the administration supervisor.
• Maintain data on events captured by devices, including GPS and seeing machine data.
• Coordinate with the workshop team in recording vehicle mileage, fuel consumption, and reporting trends to the administration supervisor.
• Maintain, record, and track all vehicle registration and insurance validity and availability; share records with the operations team.
• Maintain, record, and track road permits and renewals for tank trucks across all emirates.
• Maintain, record, and track traffic accident records; share records with HSE for KPI tracking.

Cyber Information Security

• Comply with all applicable information security policies, standards, and procedures.
• Classify and protect information assets in accordance with the Data Classification Standard.
• Participate in mandatory information security awareness and training programs.
• Support information security initiatives and activities within the organization.
• Consider information security requirements when managing changes involving information assets.
• Report security incidents, vulnerabilities, weaknesses, or non-compliance in accordance with established procedures.
• Fulfil role-specific information security responsibilities and contribute to maintaining the effectiveness of the Information Security Management System (ISMS).

Qualifications & Experience

• High school diploma or equivalent.
• 5–6 years of distribution or logistics experience in the oil and gas sector.
• UAE heavy duty driving license (preferable).
• Arabic and English writing and speaking proficiency.

Skills & Competencies

• Leadership.
• Problem-solving.
• Managing diversity.
• Supervisory skills.
• Communication skills.
• Ability to work independently.