Projects Coordinator
Astrea Group Trading & Contracting WLL
Total years of experience :6 years, 10 Months
Absorbs & performs procurement officer responsibility (i.e. preparing PO, negotiates with suppliers, evaluates price quotes, coordinates deliveries, and maintains database and filing of accurate forms).
Evaluate inquiries, projects & activities to accommodate and assign task to the respective candidate or department.
Obtain and evaluate relevant information, and respond promptly and efficiently to all customer enquiries and concerns by telephone, fax, email, and preparing brochures as required.
Effectively and accurately communicate relevant project information to the client and project team
Track the progress and quality of work being performed by design disciplines/trades
Attend client meetings and assist with determination of project requirement
Schedules & dispatch drivers & workers for the daily activities.
Oversee time delivery of goods, maintain schedules & track deliveries to ensure deliveries are met.
Responsible for administrative & human resource function for the company (i.e. tracking of employees attendance, visas, vehicle registration & insurance, accident reports & traffic violation, drivers routes & schedules).
Coordinate efforts with outside Mandoob for visas, company documents, licensing & etc.
Arrange bookings for hotel, rent a car, flights for both business trips, visitors & employees vacation leave.
Prepares daily report of activities.
Obtain and evaluate relevant information, and respond promptly and efficiently to all customer enquiries and concerns by telephone, fax, email, and preparing brochures as required.
Follow -up all enquiries, preparing proposals where necessary and facilitating show rounds with potential clients to show them our facilities as required.
Responsible for accurate and timely issue of quotations and proforma invoices to our customer as required.
Make accurate request of materials for purchase of 3rd party outsourcing order and take customer payment as required.
Support business plan as and when required including working extra hours if required to ensure company business objectives are met.
Prepare daily report & consolidate monthly report.
Document communications, correspondence and actions taken.
Communicate and coordinate with appropriate internal personnel.
Maintain efficient working environment.
Follow-up, resolve concerns and maintain good relation with the customer.
Files all incoming and outgoing communications, enquiries, quotations, proforma invoice & etc.
Maintain customer contact database and files.
Organize meetings, business trips and other engagement of the OIC.
Arrange visa & tickets for both personal & business trip of the OIC & VIP visitors.
Maintain both personal & corporate files of the OIC as required.
Take down minutes of the meeting and maintain files for future reference.
Perform other duties as required.
Review purchasing request, ensuring the adequacy of details and specifications and obtain additional information / documentation as required.
Propose product substitutions consistent with requirements to achieve cost saving.
Record, prioritize and determine the appropriate procurement method to satisfy each requirement.
Identify and recommend potential sources of procurement.
Prepare solicitation document (i.e. request for quotation) for pre-selected potential supplier.
Review quotations / proposals received in response and, as required. Seek clarification from the invitees for the preparation of the comprehensive abstract of bids.
Prepare and compiles data contained in quotation to determine which supplier can deliver the required goods / services at the bet terms and lowest cost possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs etc.
Enter into negotiations concerning terms and conditions of orders under the guidance of the procurement manager.
Obtain credit and other information on proposed suppliers.
Resolve issues and problems related to delivered goods, including discrepancy between purchase orders and items / quantities supplied or received.
Maintain relevant internal databases and files.
Monitor performance of vendors / contractors and take a follow-up action as necessary, to ensure timely delivery of goods and services ordered and in compliance with the terms & conditions of relevant purchase orders & contracts.
Generates and finalize purchase orders and contract for approval of procurement manager and senior staff.
Routes the purchase orders & contract once approved and obligated to successful supplier.
Perform other duties as required.