The Administrative and Coordinator position provides essential support to team, handling administrative duties and project coordination to ensure smooth workflow, efficient project execution, and effective communication with clients and vendors.
Key Responsibilities
1.
Administrative Support
o Manage daily office operations, including answering phones, whatsapp, handling emails and maintaining office supplies.
o Maintain and organize company files, contracts, and design documents.
o Prepare and process invoices, quotations, and purchase orders for clients and suppliers.
o Assist with scheduling meetings, managing calendars, and preparing meeting agendas.
o Handle incoming and outgoing mail, Shipment and deliveries.
2.
Project Coordination
o Assist in the planning, organization, and coordination of interior design projects.
o Communicate project timelines, schedules, and deadlines to the design team and clients.
o Liaise with suppliers, project fitout insurance, vendors and contractors to ensure timely delivery of materials and services.
o Track project progress and provide regular updates to the project manager and clients.
o Ensure all documentation related to projects is accurate and up-to-date, including contracts, project briefs, and change orders.
o Coordination and arranging works with Internet Service Provider
3.
Client Interaction
o Coordinate meetings between clients, designers, and contractors.
o Assist in creating proposals, presentations, and design packages for management approval.
4.
Team Collaboration
o Support the design team with administrative tasks, including sample ordering, tracking deliveries, and preparing material boards.
o Work closely with project managers and designers to ensure smooth communication between departments.
5.
Reporting and Documentation
o Prepare regular reports for management, including project status, budgeting, and timeline updates.
o Maintain accurate records of all project and office-related documents.
o Documentation related to Consultant and Mall for Project handover
o Documentation related to Kharama Transfer and Pre-Opening Documents
o Maintain accurate project documentation, change orders, and progress reports.
o Ensure all necessary permits and legal documentation related to project are obtained and adhered to.
Note:
Candidate should be locally available for interview & on transferrable work visa.
Job Type: Full-time
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