Admin & Operation Coordinator

Al Emadi Stones; Doha; On-site; QAR 60,000 - 90,000; Full time

Job summary

Al Emadi Stones is seeking an experienced Operations Coordinator to ensure smooth workflow across tendering, production, logistics, and site installation. You will act as the link between suppliers, technical teams, factory teams, and project managers to maintain continuous follow-up and speed up processes from tendering to invoicing.

The role requires 5–10 years in operations within the marble/stone sector, strong coordination, and leadership abilities, with duties spanning accounting,

Qualifications

• Bachelor’s degree in Business Administration, Accounting, Engineering, or related field.
• 5 to 10 years of experience in operations and coordination in marble/stone industry.
• Strong knowledge of marble finishing and installation methods.
• Proficiency in MS Office, ERP systems and project management tools.
• Arabic and English speaking and writing.
• Strong coordination, communication and leadership skills.
• Based in factory and project sites; travel may be required.

Responsibilities

• Coordinate end-to-end workflow across tendering, production, logistics, and site installation.
• Act as the liaison between suppliers, technical team, factory team, and project managers.
• Oversee documents management, tracking, and reporting of project milestones.
• Liaise with clients, site team and contractors to expedite issue resolution.
• Lead divisional staff to ensure timely and efficient delivery.

Skills

Leadership

Project management

MS Office

ERP systems

Arabic & English

Contracting & trading processes

Education

Bachelor’s degree in Business Administration, Accounting, Engineering, or related field

Tools

MS Office

ERP systems

Project management tools

Job description

Responsible for ensuring smooth workflow across the full process from tendering, production, logistics, and site installation, acting as the link between suppliers, technical team, factory team, and project managers covering the continuous follow-up to speed-up the processes (work-flow) of tendering, sales order/ contract signature, advance payment receipt, material allocation & logistics, production, delivery, installation, invoicing and collection of due amounts activities, in addition to oversee daily administrative works.

Key Responsibilities:

Administrative Task:

1. Vehicles Management

• Arrange the transport of workers to and from sites (coordination with site team)
• Arrange driver routs/trips & daily tasks (coordinate with Acc., sales & Tech teams)
• Arrange the transportation of material to and from the factory and suppliers (coordinate with procurement, Inventory, site & factory teams)
• Coordinate the maintenance & registration of vehicles with legal & drivers

2. Documents Management

• Follow-up with document controller the circulation and expedite the flow of docs.
• Communicate & expedite with Legal team the revision and clearance of contracts.
• Manage import/export documentation for international procurement.

Operational Task:

1. Accounting

• Follow-up and expedites the release of guarantees and collection of advance
• payments in communication with clients and sales.
• Follow-up the release of supplier and sub-contractor payments.
• Follow-up and expedites the collections in coordination with sales and project teams.

2. Technical

• Expedites the commercial, technical and scheduling out-put in submission of quotations in tender stage and ensure alignment with target dates.
• Ensure that all technical works are being scheduled (or with definite period in tender stage)
• Ensure that the specific timeline is properly communicated with sales team and clients as well as reflected in the agreement.
• Ensure that the updates on job priorities are timely communicated with technical team in coordination with sales and accounting teams.
• Ensure that all technical documentations are cleared with technical & QAQC teams prior to commencement on site.
• Expedite with site, sales, production teams the changes orders and raise flags to concerned parties for the appropriate actions.

3. Production & Factory Coordination

• Expedites the commercial and scheduling output in submission of quotations in tender stage and ensure alignment with target dates.
• Ensure that all production processes are being scheduled (or with definite period in tender stage)
• Ensure that the updates on production priorities are timely communicated with factory and production team in coordination with technical and sales teams as well as reflected in the agreement.
• Ensure production workflow / schedules aligns with project timelines and deadlines.

4. Material & Logistics Management

• Coordinate with suppliers, fabricators, and warehouse teams for timely material availability.
• Coordinate procurement, delivery, and storage of marble slabs.
• Coordinate shipping of purchased material locally and/or overseas documentation and tracking of shipments with logistics and freight forwarders.
• Handle the documentation with banks and clearing agencies until delivery to the factory and/or site in coordination with internal logistics dept.

5. Site Operations & Installation

• Liaise with clients, site team and contractors to expedite the resolving of any issues with concerned parties.

6. Team & Communication Management

• Follow-up and expedite the technical team for speeding-up the works.
• Act as the liaison between suppliers, technical, factory, and site teams.
• Lead divisional staff to ensure timely and efficient delivery.
• Maintain clear communication channels with project managers and stakeholders to resolve issues quickly.

7. Tracking & Reporting

• Monitor document submission deadlines for tenders, contracts, and projectmilestones.
• Prepare logs and reports showing document status, approvals, and pending actions.
• Liaise with all departments, clients, sub-contractors and suppliers to ensure timely submission and approval of documents,
• Liaise with cost control department to ensure that works are being executed within target budgets and report any deviations.
• Communication at all stages across departments
• Manage import/export documentation for international procurement.

Qualifications & Skills:

• Bachelor’s degree in Business Administration, Accounting, Engineering, or related field.
• 5 to 10 years of experience in operations and coordination in marble/stone industry.
• Strong knowledge of marble finishing and installation methods.
• Proficiency in MS Office, ERP systems and project management tools.
• Arabic and English speaking and writing
• Strong knowledge of the stone business contracting & trading processes & work-flow.
• Excellent coordination and communication skills with organizational and multitasking abilities.
• Strong communication and negotiation skills.
• Leadership and team management experience.
• Problem-solving mindset with energetic character and attention to details.
• Experience in accounting, logistics and supplier management.
• Based in factory and project sites.
• Requires coordination with suppliers, contractors, and site team.
• May involve travel between office, warehouse, factory, supplier`s and client sites.