Logistics and Office Security Officer

1. JOB DETAILS:

Position Title: Logistics and Office Security Officer
Reports to: Head of Administration
Department: Administration

2. POSITION SUMMARY:

The Logistics and Office Security Officer is responsible for supporting day-to-day logistics coordination, office access control, visitor management, security monitoring, and administrative support 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. The position plays an important role in coordinating with internal departments, external service providers, security personnel, drivers, couriers, and facilities teams to ensure timely logistics support, compliance with office security procedures, and effective response to operational requirements.

3. JOB DIMENSIONS:

Number of Staff Supervised

Direct Reports: -
Total Reports: -

4. KEY RESPONSIBILITIES AND PERFORMANCE STANDARDS:

• 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.

• 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.

• Coordinate with security guards, reception teams, facilities teams, and administration staff to support smooth daily office operations.

• 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.

• Support the implementation of office security procedures, including visitor management, key control, access cards, contractor access, delivery control, and after-hours access coordination.

• Assist in maintaining records related to logistics activities, dispatch logs, delivery notes, visitor logs, access requests, incident reports, and security-related documentation.

• Coordinate with vendors, courier companies, drivers, maintenance teams, and service providers for logistics and office support requirements.

• Support movement and tracking of office assets, furniture, equipment, files, and supplies as required by the Administration department.

• Assist in emergency coordination activities, including fire drills, evacuation support, incident escalation, and communication with relevant internal teams.

• Ensure confidentiality and safe handling of sensitive documents, business correspondence, keys, access cards, and company property.

• Support parking coordination, vehicle access, loading and unloading activities, and contractor movement within office premises where required.

• Follow organizational policies, security procedures, health and safety guidelines, and administrative standards in all assigned activities.

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

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

5. KEY TECHNICAL SKILLS AND KNOWLEDGE

6. COMMUNICATIONS & WORKING RELATIONSHIPS:

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

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, where applicable

7. CONTEXT, WORK ENVIRONMENT & DECISION-MAKING AUTHORITY:

• 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.

• Escalates security incidents, access concerns, safety risks, delivery delays, vendor issues, or unusual activities to the Head of Administration or relevant internal stakeholders.

• Expected to maintain professionalism, confidentiality, discipline, and alertness while handling company property, office access, and sensitive documents.

8. 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.

9. SELECTION CRITERIA:

Essential:
• 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.

• 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.

• Basic proficiency in Microsoft Office, especially Outlook, Word, and Excel.

• Ability to follow instructions, comply with procedures, and escalate issues appropriately.

Desirable:
• 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.

Note: This job description is intended to describe the general nature and level of work required for the role. It is not an exhaustive list of all responsibilities, duties, or skills required. The role holder may be required to perform additional duties in line with business requirements and as directed by the line manager.