Project Admin Coordinator cum FF&E Coordinator
Royal Group
مجموع سنوات الخبرة :13 years, 2 أشهر
Procurement and Order Management
• Create purchase requisitions and obtain approvals from PM/HOD
• Support project coordinator and order fulfillment process including procurement and order management; track orders and assist in delivery coordination
• Point of contact for product, order, deliveries from team members
• Coordinates technical evaluation of quotes and bids with the PM/HOD
• Coordinates with suppliers to ensure on-time delivery of goods in compliance with the project milestone
• Take corrective action in case of damaged good to ensure prompt and correct delivery items
• Ensure any amendment’s/cancellation in the order are issued/processed
Project Management Assistance
• Prepare FF&E schedule, Finishes schedule and deliveries status report
• Assist in sourcing furniture, fixtures, equipment, lighting, fabrics, wall coverings, flooring, sanitary & accessories etc for the project
• Conducts meeting with vendors, providing samples, quotations, timeframe and cost estimates
• Monitor and track projects progress and handle any issues that arise
• Following up all the PO’s, payments and deliveries (Updating the Purchased Request Report)
• Responsible to raise concerns, issues, delays, complaints to Line Manager
• Prepare reports for FF&E Budget estimates, Shopping List & Handover Report and over all actual expenses for each projects as per PO.
• Coordination with the vendors, and preparing the Project handover to Operations Dept.
• Preparing work completion report and evaluation for all the FF&E that was delivered.
Warehousing/Deliver/Pickup
• Coordinate with warehouse team/drivers on warehouse activities loading-off loading, deliveries to site or to supplier
• Managing all the inventory and handing over the materials to the Property
Invoices/Handover Documents
• Serves as a point of contact for all the Contractors for receiving invoices, service reports and submittals from Supplier
• Cross checking invoices and documents provided by Supplier and collect all the documentation required like warranties, credit note, technical specs, maintenance manual, as built drawings, delivery notes, retention and certificates, etc for closing the project
• Preparing invoices report and project closing report
•Working as part of team, supporting the responsible for the day-to-day admin task.& administrative duties of the office
• Handle correspondence, telephone contacts and leasing enquiry mail, administer email’s, send to appropriate people
•Type and compose letters, meeting agendas, meeting minutes, purchase orders, contracts, memos, lease agreements.
• Keep track of the department work process maintains the calendar and schedule, including scheduling of
appointments and meetings.
• Maintains pending files, confidential records and follows up on item due from the members of the Department.
• Maintain document control records support the team to produce high standard quality documents deliverables in
MS Word, MS Excel, MS Power Point and MS Project.
• Provide administrative and organizational support in a judicious manner, prepare and maintain office files
• Performing clerical function such as preparing correspondence & reports
• Answer phone calls with the upmost in professional etiquette.
• Provide admin support to the HR Department (sorting CV’s, coordinating with candidates, arranged date/time of interview, travel & staff accommodation.
• Provides information to personnel by answering questions and requests
• Preparing Leasing Status Reports, Consolidated Reports and Comparison Reports.
• Maintains supplies inventory by checking stock to determine inventory level
- Anticipating needed supplies
- Placing and expediting orders for supplies
- Verifying receipts of supplies
• Preparing LPO/Work Order/Quote Comparison
• Responsible for incoming and outgoing documents (tracking it/follow-up) Archiving of all document
• Contributes to team effort by accomplishing related results as needed.
•Assisted in keeping the hotel reception area clean and tidy at all times
•Dealt with all enquiries in a professional and courteous manner, in person, on the telephone or via e-mail
•Administered all reservations, cancellations and no-shows, in line with company policy
•Kept up to date with current promotions and hotel pricing, to provide information to guests, on request, while maximizing bedroom sales opportunities
•Fulfilled all reasonable requests from guests to ensure their comfort, satisfaction and safety
•Conducted regular security checks throughout the day and report any security issues to line manager
•Reported any maintenance issues immediately to line manager, including all furniture, fittings and equipment
•Provided reports, as required, for housekeepers and management
•Trained in the event of evacuation, in cases of emergency, acting as first point of contact for guests and the emergency services
Bachelors Degree(BSC)- Marketing Management Studied and Trained in: • Business discipline which is focused on the practical application of marketing techniques and management of a firm's marketing resources and activities • Globalization and international marketing • Responsibilities on influencing, timing, and composition of customer demand • Business size, corporate culture, and industry context • Effect of cost-efficient marketing • Overlaps on the related discipline of strategic planning