Admin & Operation Coordinator

Overview

This role is responsible for managing and streamlining the entire workflow involving tendering, production, logistics, and site installation. The coordinator serves as a critical link connecting suppliers, technical teams, factory personnel, and project managers, ensuring efficient progress in tender submissions, contract finalizations, advance payment collections, material allocation, delivery, installation, invoicing, and payments.

Key Responsibilities

Administrative Duties:

• Organize transport for workers between sites in collaboration with site teams.
• Plan daily driver schedules and routes coordinating with accounting, sales, and technical departments.
• Manage transportation of materials to/from the factory and suppliers, coordinating with procurement, inventory, site, and factory teams.
• Ensure vehicle maintenance, registration, and legal compliance in partnership with drivers and legal professionals.
• Oversee document flow with document controllers, expedite contract reviews with legal teams, and manage import/export paperwork for international purchases.

Operational Tasks:

• Coordinate and expedite release of guarantees and advance payments by liaising with clients and sales.
• Monitor payments to suppliers and subcontractors and ensure collections in alignment with sales and project teams.
• Drive commercial, technical, and scheduling outputs during tender stages ensuring deadlines are met.
• Communicate timelines clearly to sales teams, clients, and technical staff, ensuring all necessary documentation is completed before site work begins.
• Manage change orders in collaboration with site, sales, and production teams, highlighting issues to relevant parties.
• Facilitate scheduling and alignment of production processes with project deadlines, ensuring updates are shared among factory, technical, and sales teams.
• Coordinate timely material availability by working closely with suppliers, fabricators, and warehouse operations.
• Handle procurement, delivery, storage, and shipping logistics, including documentation and shipment tracking with freight forwarders and banks.
• Liaise with site teams, clients, and contractors to promptly resolve operational issues.
• Lead and motivate divisional staff to achieve timely, efficient project delivery while maintaining clear communication with stakeholders.
• Maintain monitoring systems for document submissions related to tenders, contracts, and milestones and prepare status reports.
• Coordinate with cost control to ensure project expenditures remain within budgets, reporting any discrepancies.

Qualifications & Skills

• Bachelor’s degree in Business Administration, Accounting, Engineering, or a related discipline.
• 5 to 10 years experience in operations and coordination within the marble or stone industry.
• In-depth understanding of marble finishing and installation techniques.
• Proficiency in Microsoft Office, ERP platforms, and project management software.
• Fluency in Arabic and English, both written and spoken.

Competencies

• Comprehensive knowledge of stone industry contracting and trading workflows.
• Strong organizational, multitasking, coordination, and communication proficiencies.
• Effective negotiation capabilities and leadership experience.
• Solution-oriented with attention to detail and an energetic approach.
• Experience in accounting, logistics, and vendor management.

Work Environment

• Work primarily based at the factory and various project sites.
• Regular coordination with suppliers, contractors, and site teams required.
• Position may involve traveling between office, warehouse, factory, supplier, and client locations.