Senior Admin Coordinator
TK Elevator Saudi Arabia Ltd
Total years of experience :25 years, 1 Months
Responsibilities as Senior Admin Coordinator (Masjed An Nabawi Project):
• Ensure the smooth and efficient administrative operations of the project including purchase requisition creation, payroll preparation, monitoring of permits and visas, budget monitoring, invoice booking, expense claim processing, and employee accommodation management.
• Create and process purchase requisitions for project-related materials, equipment, and services, ensuring accuracy and adherence to budgetary guidelines.
• Compile and verify time sheets submitted by project staff, accurately calculate hours worked, and prepare payroll for timely processing.
• Track the expiration dates of permits, iqamas, and temporary visas for project employees, and coordinate with relevant authorities for renewals as needed.
• Monitor and track the allocation of man-hours budget for the project, comparing actual hours worked against planned hours to ensure alignment with project objectives.
• Review invoices from subcontractors, verify the accuracy of billing details and ensure timely payment processing.
• Administer claims processing, verify supporting documentation and facilitate reimbursement.
Responsibilities as Warehouse Supervisor:
• Oversee the efficient operation of the company’s warehouse facility, ensuring the smooth flow of materials, timely distribution of products, and adherence to safety and quality standards.
• Lead a team of warehouse staff, fostering a positive work environment that promotes teamwork, productivity, and safety awareness.
• Oversee receiving, storage, and dispatching activities to ensure efficient handling of materials and products; manage inventory levels by monitoring stock levels, conducting regular audits and implementing inventory control measures.
• Coordinate with procurement and logistics teams to ensure timely replenishment of stock and minimize stockouts.
• Implement FIFO (First In, First Out) and other inventory management best practices to optimize warehouse space and reduce waste.
• Develop and implement standard operating procedures (SOPs) for warehouse operations, including safety protocols, equipment usage guidelines, and workflow processes.
• Implement quality control measures to ensure the accuracy & integrity of inventory records and outgoing shipments.
• Conduct regular inspections of incoming and outgoing goods to meet quality standards & address any discrepancies.
• Maintain accurate records of inventory levels, transactions, and warehouse activities using inventory management systems or software.
• Promote a culture of safety among warehouse staff by enforcing safety regulations, conducting regular safety training, and addressing safety concerns promptly.
Responsibilities:
• Oversaw and managed the financial aspects of various projects undertaken by the company.
• Developed, implemented and maintained project cost control procedures and systems; monitored project budgets, expenditures, and forecasts to ensure projects were on track financially.
• Analyzed variances between budgeted and actual costs and provided explanations for discrepancies; identified cost trends and potential cost overruns, and took proactive measures to address them.
• Ensured timely issuance of PIS with necessary supporting documentation, reviewed PIS for internal billing, and relayed them to other departments for further processing.
• Prepared cost estimates and forecasts for upcoming projects, considering labor, materials and overhead costs.
• Collaborated with project teams to optimize resource allocation & reduce costs while maintaining quality standards.
• Provided accurate financial information to project managers and senior management for decision-making purposes.
• Reviewed all documentation before submission for approval of the project control manager and assisted in the timely resolution of issues related to departmental operations, ensuring smooth operations.
Responsibilities:
• Responsible for ensuring the smooth functioning of various operational activities within the branch.
• Coordinated project-related activities, managed invoicing processes and facilitated subcontractor requirements.
• Coordinated all activities related to invoice processing, ensuring accuracy and timeliness; managed subcontractor requirements and materials to meet approved revenue plans.
• Administered the pay-when-paid (PWP) process and made payments to subcontractors based on collection from associated accounts receivable invoices.
• Assisted the project owner in planning and mobilizing project materials, procurement processes and vendor setup documentation as well as supported in developing project cost estimates.
• Prepared billing schedules and managed billing in compliance with project terms and conditions.
• Conducted periodic backlog reviews of all installation contracts of the branch and recommended corrective actions.
• Acted as the first point of contact for dispute resolution in the Get Paid process and collaborated with the collections team in the shared services center for timely resolution of issues/disputes.
• Researched, analyzed and reconciled contract mischarges, ensuring accuracy in reporting and billing.
• Handled various project support administrative activities including creation and maintenance of project files, preparing minutes of meetings, and managing project-related documentation.
Responsibilities:
• Responsible for ensuring accurate and efficient billing processes for the company. Managed various aspects of billing operations, including purchase order processing, invoice generation, payment follow-up & ERP system management.
• Confirmed and processed purchase orders from clients, including PO confirmation, PASO request, acknowledgment, and advance/receivable payment request.
• Coordinated with suppliers for local purchase orders and monitored delivery status to ensure timely orders.
• Generated & proposed invoices to clients in accordance with purchase orders and contractual agreements; followed up with customers for payment and provided timely updates on outstanding invoices.
• Managed transactions in the iScala ERP system, including the conversion of quotations to projects and the booking of time sheets and business expenses.
• Ensured data accuracy and integrity within the ERP system to facilitate smooth billing processes.
• Assisted the tendering team in matters related to costing and the preparation of quotations.
• Christian Formation • Personal & Professional Development • Customer Relations • Business Report Writing • Administrative Office Procedures & Management • Internet Research for Business • Entrepreneurial Behavior & Competencies • Cooperative Management • Christian Ethics • Obligation & Contracts • Income Taxation • Office Administrative Internship • International Studies • Strategic Management • Introduction to Project Management