Admin Coordinator

Role Overview

Admin Coordinator at Al Shirawi Group. The role coordinates and executes administrative and sales-order-related activities in a fast-paced manufacturing environment, serving as a key coordination point between Sales, Design, PPC, Production, Finance, Purchase, and other relevant departments.

Company Overview

Al Shirawi Group was founded in 1971 and has been serving people and industry for over five decades. The Group has grown from a trading house into 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, Al Shirawi operates through over 35 companies across diverse industries including trading, industrial, distribution, contracting, and service sectors.

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

Al Shirawi has established a culture rooted in excellence, transparency, compassion, honesty, empowerment, and discipline, with a commitment to creating an environment where each individual feels seen and valued.

Role Purpose

Coordinate and execute administrative and sales-order-related activities to ensure that required information and documentation are accurate, complete, timely, and properly maintained across all departments. The role ensures smooth flow of information between Sales, Design, PPC, Production, Finance, Purchase, and other relevant departments.

Key Responsibilities

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 designated Excel and 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.
• Review documents to open hard copy job card and update details in Excel database.

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 Deputy 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.
• Update job card details in the production planning Excel sheet before end of day for all new job cards.

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.
• Initiate advance payment job details to production, sales, and accounts and coordinate with the sales team to ensure payment is collected on time.
• Coordinate with clients, shipping agents, and shipping lines to arrange vehicle and container booking and loading.
• Send instructions to the Stores team for export shipment loading with reference to booking.
• Arrange original shipping documents on time to customers and ensure documents reach the customer before vessel arrival at destination port.
• Obtain document receipt confirmation from all export clients.
• Maintain close track record for receipt and issue of shipping documents from all agencies.

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.
• Send Purchase Order copy of all jobs to the Stores team by email.
• For LCC shipment charges, send request to Procurement.

Documentation & ISO Compliance

• Maintain departmental documents and records in accordance with established ISO procedures.
• Ensure shared and online files are updated regularly and maintained in 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.
• File and maintain all office documents on time as per ISO procedure requirements.

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.

Qualifications & Experience

• 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.

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 words per minute 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.

Key Performance Areas

• Maintain high accuracy in creation of item codes, sales orders, and related ERP transactions.
• Prepare job cards within 24 working hours after receipt of complete documentation.
• Process job card revisions on the same working day of request.
• Issue customer delivery confirmations within 24 working hours of PPC notification.
• Minimize errors, omissions, or discrepancies in commercial and operational documents.
• Update departmental trackers, production plans, and databases daily and accurately.
• Maintain timely and accurate records and shared files in compliance with ISO requirements.
• Provide prompt follow-up and communication with concerned departments.
• Demonstrate typing speed of minimum 40 words per minute with 95% or higher accuracy.

Additional Information

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.

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 words per minute with 95% accuracy, respond promptly to internal requests and follow-ups, maintain confidentiality and proper control of organizational documents, and comply with applicable company policies, procedures, and ISO requirements.