Project Coordinator

Job Summary:

The Planner Coordinator is responsible for managing and coordinating the procurement process, including the creation and administration of Purchase Orders (POs). This role also involves liaising with traffic police for vehicle-related compliance, managing insurance policies, and working closely with the Public Relations Officer (PRO) to review and obtain necessary permits. The Planner Coordinator ensures that all planning activities align with company policies, legal requirements, and industry best practices.

Key Responsibilities:

Procurement & Purchase Order (PO) Coordination

• Develop, manage, and track Purchase Orders (POs) for goods and services required for operational and project needs.
• Ensure POs are accurately created in the procurement system and that all details align with company policies.
• Coordinate with vendors and suppliers to confirm order details, pricing, and delivery schedules.
• Monitor procurement budgets and provide regular updates to the finance team.
• Address any discrepancies between POs, invoices, and deliveries, coordinating with finance and procurement teams.
• Maintain a database of all POs and procurement records for audit and compliance purposes.

Traffic Police Coordination

• Serve as the primary point of contact with traffic police authorities for vehicle-related compliance and regulatory requirements.
• Coordinate vehicle registrations, renewals, and any related legal documentation.
• Monitor and manage vehicle fines, ensuring timely resolution and payments.
• Assist in scheduling vehicle inspections and certifications as required by local authorities.
• Maintain a database of all company vehicles and their regulatory status.

Insurance Coordination

• Oversee the company’s insurance policies related to vehicles, property, and employees.
• Work with insurance providers to ensure coverage meets company requirements and compliance standards.
• Handle claims processing, renewals, and policy modifications as needed.
• Conduct regular reviews of insurance policies to optimize costs and coverage benefits.
• Ensure all necessary insurance documents are up-to-date and readily available.

Permit Review & Coordination with Public Relations Officer (PRO)

• Collaborate with the PRO to review, apply for, and renew necessary permits and licenses.
• Ensure compliance with local and industry-specific regulations.
• Maintain up-to-date records of all permits and ensure timely renewals.
• Act as a liaison between the company and governmental agencies regarding permit-related matters.

Operational & Administrative Support

• Assist in preparing reports, analyses, and recommendations for procurement and operational improvements.
• Maintain strong relationships with internal and external stakeholders to streamline procurement processes.
• Ensure all procurement activities align with company policies, legal requirements, and industry best practices.
• Help develop and implement standard operating procedures (SOPs) to enhance efficiency and compliance.

Compliance & Risk Management

• Ensure all procurement, vehicle, insurance, and permit processes comply with local laws and regulations.
• Identify potential risks related to procurement, insurance, and regulatory compliance and recommend mitigation strategies.
• Stay up-to-date with changes in industry regulations and ensure the company remains compliant.

Qualifications & Requirements:

Education & Experience:

• Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, or a related field.
• 3+ years of experience in procurement, planning, or a related operational role.
• Experience working with government agencies, PROs, and insurance companies is highly desirable.
• Knowledge of procurement systems, compliance requirements, and permit acquisition processes.

Skills & Competencies:

• Strong organizational and multitasking skills.
• Excellent communication and negotiation abilities.
• Proficiency in procurement and planning software.
• Ability to analyze data and generate insightful reports.
• Detail-oriented with a high level of accuracy in document processing.
• Strong problem-solving skills and the ability to work under pressure.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and ERP systems.

Work Environment & Conditions:

• Office-based with occasional fieldwork and meetings with external agencies.
• May require travel to governmental offices, suppliers, and business partners.
• Standard working hours, with potential overtime during peak periods.