Sample & Technical Project Coordinator

About Palomba General Trading LLC

Palomba General Trading LLC is a global trading and business development firm headquartered in Dubai, with operations throughout the GCC, Europe, and select international markets. The company specializes in natural ingredients, botanical extracts, flavor systems, essential oils, and specialized raw materials for industries including food, beverage, nutraceuticals, pharmaceuticals, cosmetics, and fragrances.

Role Overview

The Sample & Technical Project Coordinator position is designed to manage customer requests for samples and oversee technical projects from initial inquiry through evaluation, feedback, and commercial follow-up. Acting as the central link among customers, suppliers, technical experts, and commercial teams, this role emphasizes project coordination, sample handling, technical communication, and thorough follow-up on customer development efforts. This position is not based in a laboratory nor does it involve direct sales activities.

Key Responsibilities

• Record and process incoming customer sample and technical support requests.
• Gather comprehensive details about product applications including dosage form, formulation, and processing conditions.
• Coordinate sample selection and procurement with suppliers and internal specialists.
• Obtain necessary samples, technical data sheets, and related documents, ensuring alignment with customer requirements.
• Manage logistics for sample dispatch, shipment tracking, and delivery confirmation.
• Maintain detailed records of sample requests and technical projects.
• Monitor customer testing timelines and follow up on pending evaluations, avoiding duplication of commercial contact.
• Document trial outcomes, customer feedback, and requested changes.
• Coordinate replacement samples or alternative product options as necessary.
• Facilitate communication between customers and supplier application teams, including organizing technical calls and project review meetings.
• Keep project stages up to date in CRM or project management systems.
• Track sample conversion rates and development schedules, identifying delays or inactivity and recommending follow-up actions.
• Oversee preparation of technical documentation required prior to customer approval.
• Compile regular reports on open projects, sample deliveries, and client feedback.
• Support product launches and customer qualification workflows.
• Ensure commercial teams are informed with accurate, current project details while maintaining confidentiality of customer formulations and development data.

Candidate Profile

• Possess a bachelor's degree in Food Science, Chemistry, Pharmacy, Nutrition, Business Administration, or a related field.
• Have two to five years of relevant professional experience in sample coordination, technical customer support, product development assistance, laboratory administration, or commercial project coordination.
• Demonstrate aptitude in understanding and organizing basic technical information.
• Exhibit strong project management skills and attention to detail.
• Experience with CRM, ERP, or project-tracking tools.
• Proficient in advanced Microsoft Excel and standard office software.
• Excellent command of English in both written and spoken forms.
• Capable of coordinating simultaneously among customers, suppliers, and internal teams.
• Uphold professional confidentiality regarding product and formulation information.

Preferred Experience

• Exposure to sectors such as food and beverage ingredients, flavors and taste-masking systems, nutraceuticals, pharmaceuticals, botanical extracts, essential oils, cosmetics, specialty chemicals, testing laboratories, and international B2B distribution.
• Experience managing samples across international borders is highly valued.
• Familiarity with technical documents including specifications, safety data sheets, certificates of analysis, and allergen statements.
• Arabic language skills are a plus but not mandatory.

Compensation and Benefits

• Monthly salary range between SAR 16,000 and SAR 22,000, depending on experience, technical background, and qualifications.
• Annual performance bonus.
• Company-funded Saudi employment visa.
• Private medical insurance coverage.
• Annual allowance for return flights.
• 30 calendar days of paid leave annually.
• Opportunities for professional development.
• Exposure to international suppliers and industrial customers across various sectors.
• Involvement in projects spanning food, nutraceutical, pharmaceutical, and cosmetic industries.
• Career development prospects toward roles such as Technical Project Manager or Application Support Manager.