Admin Coordinator

JOB PURPOSE: 

The Admin Coordinator serves as the essential cross-functional liaison between HR, Finance, and Procurement to ensure the seamless execution of the departmental "Procure-to-Pay" cycle. By proactively managing the lifecycle of PRs and POs, this role eliminates administrative bottlenecks and ensures that human capital and operational resources are deployed without delay, maintaining the department's strategic momentum.

RESPONSIBILITIES/DUTIES 

Procurement & Financial Coordination

•Execute the end-to-end tracking of PR/PO processes, ensuring all requisitions move through the pipeline without bottleneck.

•Support projects execution and logistics according to both the strategy and the agreed plan.

•Monitor payment follow-ups with the Finance department to ensure vendor relationships remain strong and services uninterrupted.

Operational Follow-up & Risk Mitigation

•Liaise with internal stakeholders and external vendors to ensure alignment of project timelines and deliverables.

•Identify potential delays or operational risks within the administrative workflow and escalate them to management in a timely manner.

•Maintain updated project status trackers and action logs to provide timely records for the department.

Documentation & Compliance Management

•Organize and maintain a centralized archive of all project-related documentation to ensure audit readiness.

•Ensure strict compliance with internal corporate policies and industry-specific documentation standards.

•Prepare regular project status reports and summaries for leadership, highlighting key performance indicators and administrative milestones.

Internal Communications & Scheduling

•Schedule and distribute internal emails and announcements to ensure team alignment on project milestones and deadlines.

•Update internal communication channels and shared departmental calendars to maintain a real-time tracker for project activities.

•Handle all project-related administrative tasks, including purchase requests, internal approvals, and expense tracking.

•Execute various ad-hoc projects and tasks as assigned to support evolving business needs and departmental goals.

Safety Responsibilities:

•Promote a positive safety culture within the workplace and attend any safety-related meetings or briefings as required within the job role.

•Comply with the requirements of RDMC RQHSE Policy and Safety Management System.

•Be mindful that Safety, Security, and Environmental protection are everyone’s responsibility. All staff members are accountable for reporting and intervening in any Safety, Security, or Environmental violations.

ESSENTIAL QUALIFICATIONS, KNOWLEDGE & EXPERIENCE

QUALIFICATIONS: 

•Bachelor’s degree in Business Administration, Management, or a related field.

•Excellent command of Arabic and English languages.

KNOWLEDGE: 

•High command of MS Office suite (particularly Excel for data tracking) and Google forms.

•Familiarity with ERP systems (e.g., SAP, Oracle, or Microsoft Dynamics) and Project Management software.

•Solid understanding of the Procure-to-Pay (P2P) cycle and corporate compliance regulatory frameworks.

EXPERIENCE: 

•1–3 years of progressive experience in project coordination, administration, or operations within a fast-paced corporate environment.

DESIRED BEHAVIORS & EXPERIENCES

•Ability to pivot between tasks in a high-pressure transportation environment while maintaining extreme attention to detail.

•Strong verbal and written diplomacy skills, capable of managing expectations across diverse teams.

•A "forward-thinking" approach; not just reporting delays but proposing administrative workarounds to keep projects on track.

•Preferred experience in a multinational logistics firm or a high-volume transportation hub.