Business Ops Specialist

About the Role

We are seeking a highly organized, analytical, and process-driven Business Operations Specialist to join our team, primarily supporting our rapid growth and operational efficiency in the MENA region. You will be the key to keeping our internal processes, data flow, and cross-functional initiatives running smoothly. This role has a strong logistics and fulfillment component — you will coordinate warehouse fulfillment operations, shipment quotations, and entity/licensing matters with UAE authorities such as Dubai Chamber, Dubai Customs, and Dubai Municipality. It requires a hands-on approach to problem-solving, a strong ability to manage complex data sets, and a passion for making everything more efficient.

What You Will Do

Operational Efficiency & Process Improvement

• Analyze existing business processes (e.g., onboarding, reporting, internal workflows) and identify critical bottlenecks or inefficiencies.

• Design, document, and implement streamlined, scalable operational procedures across different departments.

• Manage and maintain essential operational documentation, including internal policies, procedure manuals, and flowcharts, ensuring they are accessible and up-to-date.

• Coordinate the scheduling and execution of critical recurring team meetings, off-sites, and training sessions, including agenda preparation and follow-up on action items.

• Own and manage internal tools and systems to ensure data integrity and user adoption.

Warehouse, Fulfillment & Logistics Coordination

• Coordinate the onboarding of new warehouse fulfillment clients, including cases handed over from other teams, and manage the registration of new products into the system.

• Monitor warehouse fulfillment performance and proactively flag, escalate, and help resolve issues with underperforming clients or accounts.

• Prepare and manage shipment quotations for clients and internal stakeholders, ensuring accuracy and timely turnaround.

• Support entity setup and licensing matters, liaising directly with Dubai Chamber, Dubai Customs, and Dubai Municipality on registrations, renewals, and compliance requirements.

Data Management & Reporting

• Manage and maintain the accuracy and cleanliness of operational data within our core business systems.

• Develop clear, insightful reports and dashboards to provide leadership with actionable insights.

• Support financial reconciliation and reporting processes by ensuring data consistency between operational systems and finance tools.

• Maintain administrative and data management systems, ensuring accurate recordkeeping across operational and logistics platforms.

Cross-Functional Support & Projects

• Act as the primary point of contact for internal teams requiring operational support or troubleshooting of system issues.

• Handle administrative coordination tasks for the MENA leadership team, including travel arrangements, expense reporting, and communication filtering.

• Assist in managing office administrative needs, such as supply procurement, liaising with building management, and managing office vendor contracts.

• Assist in vendor management, contract tracking, and procurement processes specific to the UAE region.

What We’re Looking For

• Bachelor's degree in Business Administration, Operations Management, Logistics/Supply Chain, or a related quantitative field.

• Minimum 3 years of experience in Business Operations, preferably within a tech, SaaS, fintech, or logistics environment.

• Mandatory UAE Experience: Strong familiarity with the local business environment, regulatory requirements, and common operational challenges of scaling a business in Dubai/UAE, including direct experience dealing with Dubai Chamber, Dubai Customs, and Dubai Municipality.

• Logistics Background: Prior experience in logistics, freight forwarding, warehousing, or supply chain/fulfillment operations is strongly preferred, including exposure to shipment quotations and warehouse fulfillment processes.

• Entity & Licensing Knowledge: Working knowledge of UAE entity setup and licensing processes, and experience coordinating registrations and renewals with relevant government authorities.

• Process Excellence: Proven ability to analyze complex workflows, design improvements, and manage successful change implementation.

• Technical Proficiency: Strong proficiency in data analysis tools (e.g., Excel/Sheets) and general admin/data management systems.

• Communication: Exceptional written and verbal communication skills in English; proficiency in Arabic is highly advantageous.

• Problem-Solver: Highly proactive, self-motivated, and enjoys taking ownership of ambiguous problems through to resolution.

• Own Transportation: Must hold a valid UAE driver's license and have access to a car, as the role requires regular travel to government offices (e.g., Dubai Chamber, Dubai Customs, Dubai Municipality), warehouses, and client sites.

Nice to Have

• Prior experience in a remote or distributed work environment.

• Knowledge of local UAE licensing, VAT, and business registration processes.

• Experience working with warehouse management or fulfillment platforms.

What You’ll Get

• Competitive salary.

• Choice of work equipment.

• Access to Employee Stock Options (ESOP).

• Flexible, fully remote work environment.

• A role with high visibility, autonomy, and professional growth opportunities