Admin Coordinator

Years of experience ;- 03-05 Years

Qualification :-Bachelors / Masters Degree.

Work Location ;- Doha

Working Hours :- 08 am to 6 pm ( 6 days a week Saturday to Thursday)

Job Responsibilities :-

Travel ,Visa, Accommodation:-

To provide administrative support and carry out tasks in co-ordination with concerned department / for processing of requests pertaining to employee services, travel bookings, visa coordination , transportation arrangements ,Coordination with Public Relations Officer.

Organizing travel and accommodation arrangements for staff and management.

Documentation processing for the buyers and sellers.

Logistics and Procurement:-

Handling accounts of buyers and sellers.

Handling incoming and outgoing correspondences including mail, email, and faxes.

Negotiate price, payments terms and contract /PO clauses.

Prepares Purchase Orders / Sub-contract Agreement as per approved submission and service requests sent.

Order placement and monitoring delivery of material and services and follow-up until received.

Preparing quotation, invoices on E-Promise Software.

Manages the efficient flow of purchase requests to the buyers for action.

Preparing Work orders, Project main contract agreements, Subcontract agreements, Quotation for getting supplies, Enquiries for new works etc shall be prepared by making well study and by referring different documents by the instruction of the management.

Serve as liaison with department managers to ensure a manageable flow of work and communications.

Maintains all correspondence in respective client files.

Establishing, organizing, and supervising the maintenance of department records, ensuring complete accuracy and confidentiality.

Providing administrative support as needed.

Manage, monitor inventory and re-stock general office supplies and stationery to ensure that we do not run out of supplies.

The Company reference number is assigned for all Quotations, letters, enquiries, agreements prepared.

Dealing with Subcontractors and coordinate them to prepare agreements for different works as per the requirements of ongoing projects in association with the management.

Perform other related clerical duties as required or deemed necessary to maintain administration.

Accountable for the prequalification of suppliers and subcontractors. Manages the periodic reevaluation of suppliers and sub contractors.

Update suppliers and sub-contractors database. Maintain quality and price records for purchased items.

Human Resources and ADMINISTRATION :-

Organizing, managing, and directing the administrative operations and functions of personnel.

Preparing Employment offer letters, contracts by instructions from the management. Maintain personal files for all staff categories as name, address, passport number, expiry date, ID number, expiry date, Health card details, Medical details which helps the Human Resources department to do their duties in a very easy manner and preparing monthly reports. The monthly salary of all workers as well as employees is calculated in the basis of the timesheets.

Keeping all company legal documents such as Company Registration, Commercial License, Municipality License, Chamber of Commerce Certificate, office building documents and all project original documents in a highly secure manner. Maintaining following documents such as LPO document file, Material enquiry file, Quotation file, Purchase rate file, Subcontractor details, Supplier details Passport file, ID File, Daily timesheet file, Memo file, Company vehicle maintenance file, material transfer file, company machineries details file, Interior division files, and all workers personal file, Offer letter file, medical report files etc.

Relevant Candidates

Please share your current , expected salary and notice period along with the visa status on  amit.chandwani@sgs.com