Project & Admin Coordinator - Steel & Metal Trading Division

JOB DESCRIPTION – Project & Admin Coordinator

 

Job Title

Project & Admin Coordinator - Steel & Metal Trading Division

Department - Operations

Reports To

Operations Manager / General Manager

Position Summary

The Project, Order Execution & Administration Specialist is responsible for managing the complete lifecycle of customer orders from Purchase Order (PO) receipt through execution, delivery, documentation, invoicing, and payment follow-up. The role ensures seamless coordination between sales, procurement, warehouse, logistics, quality, finance, suppliers, and customers to achieve on-time delivery, documentation accuracy, margin protection, and customer satisfaction.

The position requires a strong understanding of steel and metal trading operations, including material specifications, mill test certificates (MTCs), fabrication and cutting processes, logistics coordination, commercial administration, and project execution. In addition, the role supports transportation activities through driver coordination and logistics planning to ensure safe and efficient movement of materials and personnel.

 

Key Responsibilities

1. Order Processing & Commercial Administration

• Review customer purchase orders and verify alignment with quotations, specifications, technical requirements, drawings, pricing, and commercial terms.
• Create and maintain sales orders within the ERP system, ensuring accuracy of material grades, dimensions, thicknesses, heat numbers, and delivery schedules.
• Verify pricing, margins, delivery commitments, and contract conditions before order confirmation.
• Coordinate with suppliers, mills, and procurement teams regarding material availability, allocations, and lead times.
• Prepare order acknowledgements, proforma invoices, internal job orders, and Doumentation.

2. Project & Order Execution Coordination

• Manage the complete order execution cycle from PO receipt through production, processing, packing, dispatch, delivery, and customer acceptance.
• Coordinate with warehouse, processing centers, QC teams, logistics providers, and suppliers to ensure timely order execution.
• Monitor material readiness and production schedules, proactively resolving bottlenecks and expediting urgent requirements.
• Prepare cutting lists, job cards, fabrication instructions, and maintain revision control of drawings and technical documents.
• Track value-added processes including cutting, drilling, bending, machining, fabrication, and finishing activities.
• Provide regular project and order status updates to management and customers.

3. Documentation Management & Control

• Maintain complete documentation records for every order, including:
  • Purchase Orders
  • Quotations and Contracts
  • Technical Drawings
  • Material Test Certificates (MTCs)
  • Inspection Reports
  • Delivery Notes
  • Packing Lists
  • Invoices
  • Gate Passes
  • Weight and Load Calculations
  • Change Requests and Approvals
• Ensure proper document control and version management for all technical and commercial records.
• Prepare compliance documents, material traceability records, dimensional reports, and project handover documentation.

4. Logistics, Transportation & Driver Coordination

• Coordinate daily logistics operations, dispatch schedules, loading plans, transportation requirements, and delivery timelines.
• Ensure the correct material, quantity, specifications, and heat numbers are prepared for dispatch.
• Coordinate with transport providers and drivers to ensure safe and timely deliveries.
• Supervise and support drivers, maintain transportation records, monitor driver performance, and ensure compliance with company safety standards.
• Monitor vehicle movements, site access requirements, GCC transportation activities, customs clearance, and delivery status.
• Ensure all signed delivery notes and proof-of-delivery documents are collected, recorded, and archived.

5. Warehouse & Inventory Coordination

• Coordinate closely with warehouse teams to ensure material availability and stock accuracy.
• Monitor inventory levels and assist in inventory reconciliation activities.
• Ensure proper material identification, traceability, storage, and handling practices.
• Support stock allocation and material reservation for customer orders and projects.

6. Pricing, Costing & Margin Management

• Validate supplier pricing against customer sales orders to ensure target margins are achieved.
• Monitor additional project costs such as transportation, cutting, processing, packaging, and expedited freight.
• Prepare profitability and margin analyses for management review.
• Escalate any margin deviations, cost overruns, or commercial risks.

7. Customer Coordination & Relationship Management

• Serve as the primary point of contact for customers regarding order execution and delivery updates.
• Communicate delivery schedules, project milestones, delays, variations, and technical clarifications.
• Resolve customer concerns proactively and maintain high levels of customer satisfaction.
• Escalate operational, commercial, or quality issues where necessary.

8. Quality Assurance & Compliance

• Ensure all dispatched materials comply with customer specifications and applicable standards including ASTM, EN, BS, API, ASME, S275, S355, SS304, SS316, and related requirements.
• Verify MTCs, inspection reports, and quality documentation prior to shipment.
• Maintain full traceability of heat numbers and material certification records.
• Coordinate NCR investigations and corrective actions when required.
• Support internal audits, ISO compliance activities, and quality improvement initiatives.

9. Financial & Payment Coordination

• Coordinate with finance teams regarding invoicing, customer billing, LC documentation, and payment follow-up.
• Ensure timely submission of delivery documentation to support invoicing activities.
• Monitor outstanding receivables, payment commitments, and PDC collections.
• Maintain complete records for audits, compliance reviews, and financial controls.

10. Reporting & Continuous Improvement

• Prepare and maintain daily, weekly, and monthly operational reports covering:
  • Order execution status
  • Material readiness
  • Delivery schedules
  • Outstanding dispatches
  • Project risks and delays
  • Inventory status
  • Payment and receivable status
• Participate in sales, operations, and management review meetings.
• Develop and improve SOPs, workflows, and reporting systems to enhance operational efficiency.
• Support cross-functional initiatives focused on service quality, productivity, and cost reduction.

Qualifications & Experience

• Bachelor's Degree in Engineering, Supply Chain Management, Business Administration, Operations Management, or a related discipline.
• 3–7 years of experience in steel trading, metal distribution, fabrication, industrial project coordination, logistics, or supply chain operations.
• Strong knowledge of steel products including plates, beams, channels, pipes, coils, bars, stainless steel products, and fabrication processes.
• Experience with ERP systems such as SAP, Oracle, Microsoft Dynamics, Odoo, or equivalent platforms.
• Strong understanding of logistics, transportation, warehousing, and commercial documentation.

 

Skills & Competencies

• Steel & Metal Industry Knowledge
• Order Execution & Project Coordination
• Logistics & Transportation Management
• Driver Coordination & Scheduling
• Documentation & Document Control
• ERP & Data Management
• Commercial Administration
• Inventory & Warehouse Coordination
• Quality Assurance & Compliance
• Customer Relationship Management
• Financial Awareness & Margin Control
• Strong Communication & Negotiation Skills
• Problem Solving & Decision Making
• Time Management & Multitasking
• Advanced Microsoft Excel & Reporting Skills

 

 

Key Performance Indicators (KPIs)

• On-Time Delivery Performance
• Order Processing Accuracy
• Documentation Accuracy Rate
• Customer Satisfaction Score
• Order Execution Cycle Time
• Margin Protection & Profitability
• Inventory Accuracy
• NCR Reduction Rate
• Payment & Receivable Collection Performance
• Driver Compliance & Safety Performance
• Internal Coordination Efficiency
• Reduction in Operational Delays and Customer Complaints
  

   

Job Requirements: Purchase Order Review, Quotation Verification, Specification Verification, Technical Drawing Reading, ERP System, SAP, Oracle, Microsoft Dynamics, Odoo, Material Grade Knowledge, Dimension Knowledge, Thickness Knowledge, Heat Number Tracking, Order Acknowledgement Preparation, Proforma Invoice Preparation, Job Order Creation, Production Schedule Monitoring, Bottleneck Resolution, Expediting, Cutting List Preparation, Job Card Creation, Fabrication Instruction, Revision Control, Drawing Management, Value-added Process Tracking, Cutting, Drilling, Bending, Machining, Fabrication, Finishing, Documentation Management, Document Control, Version Management, Compliance Documentation, Material Traceability, Dimensional Reporting, Project Handover Documentation, Logistics Coordination, Dispatch Scheduling, Loading Planning, Transportation Requirement Planning, Driver Coordination, Driver Supervision, Transportation Record Keeping, Driver Performance Monitoring, Safety Compliance, Vehicle Movement Monitoring, Site Access Coordination, Customs Clearance, Delivery Status Tracking, Proof-of-Delivery Collection, Warehouse Coordination, Inventory Monitoring, Inventory Reconciliation, Material Identification, Storage Practices, Stock Allocation, Material Reservation, Supplier Pricing Validation, Margin Analysis, Cost Monitoring, Profitability Analysis, Customer Communication, Delivery Schedule Communication, Project Milestone Updates, Concern Resolution, Customer Satisfaction, Quality Compliance, ASTM, EN, BS, API, ASME, S275, S355, SS304, SS316, MTC Verification, Inspection Report Verification, Quality Documentation, Heat Number Traceability, NCR Investigation, Corrective Actions, Internal Audit Support, ISO Compliance, Financial Coordination, Invoicing, Customer Billing, LC Documentation, Payment Follow-up, Receivables Monitoring, PDC Collection, Record Keeping for Audits, Reporting, SOP Development, Workflow Improvement, Cross-functional Collaboration, Steel Product Knowledge, Plates, Beams, Channels, Pipes, Coils, Bars, Stainless Steel, Fabrication Processes Knowledge, Logistics Knowledge, Transportation Knowledge, Warehousing Knowledge, Commercial Documentation Knowledge, Advanced Microsoft Excel, Data Management, Time Management, Multitasking, Communication Skills, Negotiation Skills, Problem Solving, Decision Making