Admin & Operation Coordinator

Job Summary

Responsible for ensuring smooth workflow across the full process from tendering, production, logistics, and site installation, acting as the link between suppliers, technical team, factory team, and project managers covering the continuous follow-up to speed-up the processes (work-flow) of tendering, sales order/ contract signature, advance payment receipt, material allocation & logistics, production, delivery, installation, invoicing and collection of due amounts activities, in addition to oversee daily administrative works.

• Arrange the transport of workers to and from sites (coordination with site team)
• Arrange driver routs/trips & daily tasks (coordinate with Acc., sales & Tech teams)
• Arrange the transportation of material to and from the factory and suppliers (coordinate with procurement, Inventory, site & factory teams)
• Coordinate the maintenance & registration of vehicles with legal & drivers

• Follow-up with document controller the circulation and expedite the flow of docs.
• Communicate & expedite with Legal team the revision and clearance of contracts.
• Manage import/export documentation for international procurement.

• Follow-up and expedites the release of guarantees and collection of advance payments in communication with clients and sales.
• Follow-up the release of supplier and sub-contractor payments.
• Follow-up and expedites the collections in coordination with sales and project teams.

• Expedites the commercial, technical and scheduling out-put in submission of quotations in tender stage and ensure alignment with target dates.
• Ensure that all technical works are being scheduled (or with definite period in tender stage)
• Ensure that the specific timeline is properly communicated with sales team and clients as well as reflected in the agreement.
• Ensure that the updates on job priorities are timely communicated with technical team in coordination with sales and accounting teams.
• Ensure that all technical documentations are cleared with technical & QAQC teams prior to commencement on site.
• Expedite with site, sales, production teams the changes orders and raise flags to concerned parties for the appropriate actions.

• Expedites the commercial and scheduling output in submission of quotations in tender stage and ensure alignment with target dates.
• Ensure that all production processes are being scheduled (or with definite period in tender stage)
• Ensure that the updates on production priorities are timely communicated with factory and production team in coordination with technical and sales teams as well as reflected in the agreement.
• Ensure production workflow / schedules aligns with project timelines and deadlines.

• Coordinate with suppliers, fabricators, and warehouse teams for timely material availability.
• Coordinate procurement, delivery, and storage of marble slabs.
• Coordinate shipping of purchased material locally and/or overseas documentation and tracking of shipments with logistics and freight forwarders.
• Handle the documentation with banks and clearing agencies until delivery to the factory and/or site in coordination with internal logistics dept.

• Liaise with clients, site team and contractors to expedite the resolving of any issues with concerned parties.

• Follow-up and expedite the technical team for speeding-up the works.
• Act as the liaison between suppliers, technical, factory, and site teams.
• Lead divisional staff to ensure timely and efficient delivery.
• Maintain clear communication channels with project managers and stakeholders to resolve issues quickly.

• Monitor document submission deadlines for tenders, contracts, and project milestones.
• Prepare logs and reports showing document status, approvals, and pending actions.
• Liaise with all departments, clients, sub-contractors and suppliers to ensure timely submission and approval of documents,
• Liaise with cost control department to ensure that works are being executed…