Overview
Sample Management Coordinator Jobs in Dubai, United Arab Emirates at Palomba General Trading
Title: Sample Management Coordinator
Company: Palomba General Trading
Location: Dubai, United Arab Emirates
Sample Management Coordinator
Palomba General Trading LLC
Dubai, United Arab Emirates
Full-time | On-site
About Palomba General Trading LLC
Palomba General Trading LLC is an international trading and business-development company headquartered in Dubai and operating across the GCC, Europe and selected international markets.
Our portfolio includes natural ingredients, botanical extracts, flavour systems, essential oils and specialised raw materials serving customers in the food, beverage, nutraceutical, pharmaceutical, cosmetic and fragrance industries.
We are seeking a Sample Management Coordinator to coordinate product samples between international suppliers, internal commercial teams and B2B customers.
The Role
Product sampling is an important part of our commercial-development process. The Sample Management Coordinator will manage sample requests from initial requirement through sourcing, documentation, shipment and delivery follow-up.
The role combines supplier coordination, customer support, logistics and accurate product documentation.
Key Responsibilities
- Receive and register customer and internal sample requests.
- Coordinate sample availability with international suppliers.
- Maintain accurate records of requested, dispatched and delivered samples.
- Coordinate sample quantities and product references.
- Collect relevant technical documentation for sample shipments.
- Coordinate sample dispatches with Logistics and courier providers.
- Monitor shipment status and delivery.
- Follow up outstanding sample requests.
- Maintain sample inventories where applicable.
- Coordinate replacement samples when required.
- Ensure correct identification and labelling of samples.
- Maintain links between samples, customers and commercial opportunities.
- Coordinate with Commercial teams regarding priorities and deadlines.
- Support documentation required for international sample shipments.
- Maintain records within CRM or ERP systems.
- Prepare periodic reports on sample activity.
- Monitor turnaround times from request to dispatch.
- Identify recurring delays or operational issues.
- Support improvement of the company’s sample-management process.
Requirements
- Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, Food Science or a related discipline.
- 2–5 years of relevant experience in sample coordination, customer operations, logistics coordination, commercial support or product administration.
- Excellent organisational skills.
- Strong attention to detail.
- Ability to coordinate multiple requests simultaneously.
- Professional written and verbal communication skills.
- Excellent written and spoken English.
- Good Microsoft Office skills.
- Experience with CRM or ERP systems is advantageous.
- Ability to work across Commercial, Logistics and Product teams.
Preferred Experience
Experience in any of the following sectors is advantageous:
- Food ingredients
- Flavours
- Botanical extracts
- Pharmaceuticals
- Nutraceuticals
- Cosmetics
- Fragrances
- Specialty chemicals
- International B2B distribution
Experience handling product samples, courier shipments or technical product documentation is particularly relevant.
Arabic is useful but not mandatory.
Compensation & Benefits
AED 13,000 – 17,000 per month, depending on relevant experience and qualifications.
The package may also include annual performance bonus, private medical insurance, paid annual leave, annual flight allowance, professional development opportunities and employment/visa support where legally applicable.
Application
Candidates should submit an updated CV in English outlining relevant experience in sample management, product coordination, logistics, customer operations or commercial support.
Applicants should indicate current location, notice period, earliest availability and expected salary.
Only candidates whose professional experience is reasonably aligned with the position will be contacted.
Palomba General Trading LLC evaluates candidates according to professional experience, skills and qualifications.