Admin Coordinator

The Admin Coordinator is responsible for coordinating and executing administrative and sales-order-related activities, including ERP sales order creation, job card preparation, documentation, internal coordination, and maintaning of departmental records and trackers.
The role serves as a key coordination point between Sales, Design, PPC, Production, Finance, Purchase, and other relevant departments, ensuring that required information and documentation are accurate, complete, timely, and properly maintained.

Key Responsibilities

A. Sales Order & ERP Coordination 

• Review job card requests and supporting documents received from the Sales Department.
• Verify the completeness and accuracy of documents before processing. 
• Create item codes and sales orders in the Oracle ERP system. 
• Provide the Oracle Sales Order number required for opening the job card.
• Update job details accurately in the designated Excel/database trackers. 
• Notify the Sales Department on the same day in case of missing, incomplete, or incorrect documentation. 
• Ensure accurate and timely data entry into ERP systems and related databases.

B. Job Card Management

• Prepare job cards within 24 working hours of receiving complete documentation from the Sales Department. 
• Issue job card copies to the Design Department as required. 
• Submit and monitor job cards through the required approval process up to the Dy. CEO's approval. 
• Process job card revisions on the same working day of receiving the request, wherever practicable. 
• Maintain proper records of job card status, revisions, approvals, and related documentation.
   

C. Customer & Commercial Documentation 

• Prepare and send Pro-Forma Invoices to clients as requested and in accordance with applicable payment terms. 
• Provide delivery confirmations to customers within 24 working hours of receiving notification from the PPC Department for local, trading, and export shipments. 
• Prepare export invoices and packing lists for drop shipments. 
• Coordinate with relevant departments to ensure customer-related documentation is complete and issued on time.
   

D. Purchase & Production Coordination 

• Initiate the Purchase Requisition process for applicable requirements, including OCAD, 600K Series, and 100K Series. 
• Maintain daily administrative trackers and production plans. 
• Coordinate with relevant departments to obtain and update required information. 
• Follow up on pending actions to ensure timely completion.
   

E. Documentation & ISO Compliance

• Maintain departmental documents and records in accordance with established ISO procedures. 
• Ensure shared/online files are updated regularly and maintained in the required formats 
• Maintain proper hard-copy and soft-copy documentation for operational reference and audit requirements. 
• Ensure records are accurate, organized, traceable, and readily accessible when required.

F. General Administration & Coordination 

• Maintain effective communication with Sales, Design, PPC, Production, Finance, Purchase, and other relevant stakeholders. 
• Keep concerned stakeholders informed regarding job status, documentation, approvals, and pending actions. 
• Respond promptly to internal and external administrative requirements. 
• Perform other administrative and coordination tasks assigned by the reporting manager.
• Adapt to changing priorities and support business requirements in a fast-paced manufacturing environment. 

4. Key Performance Areas (KPIs) 

• ERP Data Accuracy: Accurate creation of item codes, sales orders, and related ERP transactions. 
• Job Card TAT: Job cards prepared within 24 working hours after receipt of complete documentation. 
• Job Card Revision TAT: Revisions processed on the same working day of request. 
• Delivery Confirmation TAT: Customer delivery confirmations issued within 24 working hours of PPC notification. 
• Documentation Accuracy: Minimal errors, omissions, or discrepancies in commercial and operational documents. 
• Tracker Maintenance: Daily and accurate updating of departmental trackers, production plans, and databases. 
• ISO Compliance: Timely and accurate maintenance of required records and shared files. 
• Stakeholder Coordination: Prompt follow-up and communication with concerned departments. 
• Typing Speed & Accuracy: Demonstrates efficient keyboard/data-entry skills with a minimum target of 40 words per minute (WPM) and 95% or higher typing accuracy.
   

5. Qualifications 

• Bachelor's degree or equivalent graduate qualification. 
• Previous experience in administration, sales coordination, order processing, manufacturing administration, or a similar role is preferred. 
• Experience working with ERP systems, particularly Oracle or similar platforms, will be an advantage.
   

6. Required Skills & Competencies
Technical Skills
 

• Good knowledge of Microsoft Office, particularly Excel and Word. 
• Familiarity with ERP systems and sales-order processing.
• Ability to maintain databases, trackers, and structured documentation. 
• Good understanding of commercial and operational documentation. 
• Strong data-entry and document-management skills. 
• Typing speed of at least 40 WPM with a minimum 95% accuracy.
   

Communication Skills 

• Good verbal and written communication skills. 
• Ability to communicate effectively with cross-functional teams. 
• Ability to follow up professionally with internal stakeholders and customers when required.
   

Analytical & Problem-Solving Skills 

• Strong attention to detail. 
• Ability to identify missing or incorrect information and take appropriate action. 
• Ability to troubleshoot documentation and process-related issues. 
• Ability to prioritize multiple tasks while meeting deadlines.
   

Organizational Skills 

• Strong coordination and follow-up abilities.
• Ability to manage multiple job cards, requests, revisions, and documentation simultaneously. 
• Good time-management and prioritization skills. 
• Ability to work accurately under pressure and within defined turnaround times.
   

Behavioral Competencies 

• Proactive and responsive approach. 
• High level of accuracy and attention to detail. 
• Accountability and ownership of assigned tasks. 
• Flexibility and adaptability. 
• Team-oriented approach. 
• Ability to work effectively in a fast-paced manufacturing environment.
   

7. Work Environment
The position operates in a fast-paced manufacturing environment where priorities can change quickly and timely coordination is critical. The role requires the ability to remain organized, accurate, agile, and responsive while handling multiple requests and deadlines simultaneously.

8. Minimum Performance Expectations
The incumbent is expected to:

• Maintain high accuracy in ERP transactions and documentation.
• Meet defined turnaround times for job cards, revisions, and customer confirmations. 
• Maintain complete and up-to-date records and trackers. 
• Demonstrate minimum typing speed of 30 WPM with 95% accuracy. 
• Respond promptly to internal requests and follow-ups. 
• Maintain confidentiality and proper control of organizational documents. 
• Comply with applicable company policies, procedures, and ISO requirements.

Responsibilities

• Review documents to open hard copy job card and update details in excel data base. 
• Preparation of job cards within 24 hours of time after getting the documents and issue production copy to design department. 
• Update the job card details at production planning excel sheet, before end of the day all new job cards data need to get updated. 
• Send the PO copy of all the jobs to Stores team by e-mail. 
• Initiate the advance payment job details to production, sales and accounts and coordinate with sales team to ensure the payment is collected on time. 
• As per payment terms, need to send Pro-Forma invoice to Client for payment. 
• Providing the delivery confirmation to customers within 24 hours after getting delivery confirmation mail from production department. 
• Coordinating with Clients/shipping agents/shipping line to arrange the vehicles and containers booking and loading. 
• For LCC shipment charges, need to send request to Procurement. 
• Sending instructions to Stores team for export shipment loading with reference to booking. 
• Arranging the original shipping documents on time to customers and ensure that the documents reached to customer before the vessel arrival in destination port. Get the document receipt confirmation from all the export clients. 
• Maintain a close track record for receipt & issue of shipping documents from all agencies. 
• Filing & Maintaining of all office documents on time as ISO procedure requirement.    

Founded in 1971, the Al Shirawi Group has been serving people & industry for the last five decades. The Al Shirawi Group of Companies, grew from an unrelenting passion to provide the Middle East with high-quality solutions in the trading, industrial, distribution, contracting and service industries. From the Group’s humble beginning as a trading house, today, Al Shirawi is a burgeoning conglomerate and one of the most reputed names in the Middle East with offices across the GCC region in Qatar, Oman, Kuwait , India and Egypt. 

Powered by a 10,000+ workforce and supported by the latest technology and infrastructure, the Group has established itself as one of the largest, most trusted and prestigious partners for leaders across the Persian Gulf. Through its diverse industry expertise and over 35 companies, Al Shirawi has remained committed to ensuring excellence in every product and offering, enabling its business units to leave an indelible impact in the global market.

Since its inception, Al Shirawi has striven to create a culture where each individual feels seen and valued, rooted in excellence, transparency, compassion, honesty, empowerment and discipline. The Group has won multiple prestigious awards for years — a testament to the technical pedigree, people-centric approach and desire to serve the community with sustainable, cutting-edge solutions.

The premier HVAC coil manufacturing & coating company in the GCC region, OCC supplies high-quality finned tube coils and anti-corrosion solutions through investments in the most advanced technology and automation processes. The company is also the exclusive distributor of Heat Pipe Technology, Inc. (HPT) and fresh air UV lamps in the region.