Supply Chain Administrator

Opera Trading Co. is one of the UAE’s leading luxury fashion retail companies, with over 30 years of excellence in the industry. We represent a carefully curated portfolio of prestigious international fashion and luxury brands, delivering exceptional products and elevated client experiences across our stores in Dubai. Join us and become part of a legacy built on luxury, sophistication, service, and style. Location Head office – B2B Business Tower, Business Bay. The Role We are looking for a highly organised, detail-oriented, and proactive Supply Chain Administrator to join our head office team. Reporting directly to the Accounts & Operations Manager, you will be responsible for supporting and coordinating the day-to-day supply chain and purchasing administration across our portfolio of international fashion brands. The role involves managing and following up on brand orders, coordinating with suppliers, monitoring incoming shipments, supporting customs clearance, tracking payments and documentation, and maintaining accurate records across orders, inventory, shipments, and supplier information. The ideal candidate is highly organised, commercially aware, exceptionally detail-oriented, and comfortable managing multiple orders, suppliers, and deadlines simultaneously. Accuracy is critical, as the role requires careful cross-checking of purchase orders, quantities, prices, invoices, shipping documents, and deliveries to ensure there are no discrepancies or errors. Key Responsibilities • Manage and follow up on purchase orders placed with international brands and suppliers • Maintain accurate records of all brand orders, including order numbers, quantities, prices, delivery dates, and order status • Follow up proactively on delayed, incomplete, or outstanding orders and ensure issues are escalated appropriately • Cross-check purchase orders, order confirmations, invoices, packing lists, and shipping documents to ensure accuracy • Verify quantities, product details, pricing, discounts, and other commercial information against approved orders • Track shipment status and maintain accurate records of expected and received deliveries • Coordinate with freight forwarders, couriers, customs agents, and other logistics partners when required • Coordinate internally with the accounts and operations teams regarding incoming shipments, invoices, payments, and deliveries • Maintain organised digital and physical records of purchase orders, invoices, shipping documents, supplier correspondence, and delivery records • Maintain and regularly update Excel trackers covering orders, shipments, inventory, supplier information, payments, and outstanding items • Ensure all data entered into internal systems and spreadsheets is accurate, complete, and up to date • Reconcile received goods against purchase orders and shipping documents and identify any discrepancies • Assist in identifying shortages, over-shipments, incorrect items, damaged goods, or other delivery discrepancies and coordinate their resolution • Maintain a clear overview of outstanding orders, pending shipments, pending payments, and supplier follow-ups • Support inventory administration by ensuring incoming stock is properly recorded and documentation is complete • Coordinate with stores, warehouse, accounts, and management to ensure smooth movement of goods and accurate information across departments • Ensure all deadlines, follow-ups, and operational requirements are closely monitored and completed on time • Support the Accounts & Operations Manager with general administrative and operational tasks related to supply chain and purchasing Qualifications & Experience • Previous experience in supply chain administration, purchasing, logistics, wholesale, retail operations, or a similar administrative role is strongly preferred • Experience within fashion, luxury retail, or a multi-brand retail environment is an advantage • Excellent proficiency in Microsoft Excel is mandatory • Strong data entry skills with exceptional attention to detail and accuracy • Comfortable working with large amounts of data, spreadsheets, product information, and order records • Strong organisational and administrative skills, with the ability to manage multiple orders, suppliers, and deadlines simultaneously • Excellent follow-up skills and a proactive approach to outstanding tasks • Strong ability to cross-check information and identify discrepancies or errors • Excellent written and verbal communication skills in English • Strong email communication skills and professional correspondence with international suppliers • Ability to maintain clear, structured, and accurate records • Able to work independently while also collaborating effectively with the wider team • Strong sense of ownership and accountability • Knowledge of international shipping, customs clearance, and import documentation is an advantage • Knowledge of the luxury fashion industry and international brand operations is an advantage What We Look For Above all, we are looking for someone who is extremely organised, accurate, proactive, and dependable. This is a role where attention to detail matters. From ensuring the correct quantities are ordered, to checking invoices and shipping documents, following up with suppliers, tracking shipments, and ensuring records are accurately maintained, the successful candidate will take ownership of every detail and ensure nothing falls through the cracks. You should be someone who naturally follows up, keeps clear records, notices inconsistencies, and does not wait to be reminded about outstanding tasks. You will be working with multiple international brands, suppliers, shipments, and internal departments, so strong organisation, communication, and time management are essential. If you are detail-oriented, highly proficient in Excel, enjoy working in a fast-paced environment, and have a strong interest in fashion, luxury retail, supply chain, and operations, we would love to hear from you. • Apply now and become part of the Opera Trading Co. team. Show more Show less

Previous experience in supply chain administration, purchasing, logistics, wholesale, retail operations, or a similar administrative role is strongly preferred. Experience within fashion, luxury retail, or a multi-brand retail environment is an advantage. Excellent proficiency in Microsoft Excel is mandatory. Strong data entry skills with exceptional attention to detail and accuracy. Comfortable working with large amounts of data, spreadsheets, product information, and order records. Strong organisational and administrative skills, with the ability to manage multiple orders, suppliers, and deadlines simultaneously. Excellent follow-up skills and a proactive approach to outstanding tasks. Strong ability to cross-check information and identify discrepancies or errors. Excellent written and verbal communication skills in English. Strong email communication skills and professional correspondence with international suppliers. Ability to maintain clear, structured, and accurate records. Able to work independently while also collaborating effectively with the wider team. Strong sense of ownership and accountability. Knowledge of international shipping, customs clearance, and import documentation is an advantage. Knowledge of the luxury fashion industry and international brand operations is an advantage.

Manage and follow up on purchase orders placed with international brands and suppliers. Maintain accurate records of all brand orders, including order numbers, quantities, prices, delivery dates, and order status. Follow up proactively on delayed, incomplete, or outstanding orders and ensure issues are escalated appropriately. Cross-check purchase orders, order confirmations, invoices, packing lists, and shipping documents to ensure accuracy. Verify quantities, product details, pricing, discounts, and other commercial information against approved orders. Track shipment status and maintain accurate records of expected and received deliveries. Coordinate with freight forwarders, couriers, customs agents, and other logistics partners when required. Coordinate internally with the accounts and operations teams regarding incoming shipments, invoices, payments, and deliveries. Maintain organised digital and physical records of purchase orders, invoices, shipping documents, supplier correspondence, and delivery records. Maintain and regularly update Excel trackers covering orders, shipments, inventory, supplier information, payments, and outstanding items. Ensure all data entered into internal systems and spreadsheets is accurate, complete, and up to date. Reconcile received goods against purchase orders and shipping documents and identify any discrepancies. Assist in identifying shortages, over-shipments, incorrect items, damaged goods, or other delivery discrepancies and coordinate their resolution. Maintain a clear overview of outstanding orders, pending shipments, pending payments, and supplier follow-ups. Support inventory administration by ensuring incoming stock is properly recorded and documentation is complete. Coordinate with stores, warehouse, accounts, and management to ensure smooth movement of goods and accurate information across departments. Ensure all deadlines, follow-ups, and operational requirements are closely monitored and completed on time. Support the Accounts & Operations Manager with general administrative and operational tasks related to supply chain and purchasing.