Admin & Operation Coordinator

About the role

The Admin & Operation Coordinator ensures smooth workflow across the entire project lifecycle, from tendering to installation. Acting as the central link between suppliers, technical teams, factories, and project managers, the role drives timely execution of administrative, logistical, and financial processes.

Key responsibilities

• Manage vehicle logistics, including worker transport, driver routes, and material movement between sites, factories and suppliers.
• Coordinate vehicle registration, maintenance and legal compliance.
• Oversee document flow, working with document controllers, legal teams and import/export specialists to expedite contracts and procurement paperwork.
• Support accounting activities: follow up on guarantees, advance payments, supplier and subcontractor payments, and collections.
• Facilitate technical and scheduling outputs for tender quotations, ensuring alignment with target dates and clear communication with sales and clients.
• Synchronise production schedules with factory teams, reflecting project timelines and priorities.
• Coordinate material availability and logistics, liaising with suppliers, fabricators and warehouse teams to guarantee timely delivery.
• Raise change‑order flags and ensure technical documentation is cleared before site commencement.

Required profile

• Proven experience in administrative coordination, logistics and operations within a project‑oriented environment.
• Strong organisational skills with the ability to manage multiple workflows simultaneously.
• Excellent communication skills to interact with cross‑functional teams, suppliers and clients.
• Knowledge of import/export documentation and basic accounting processes.
• Ability to work under tight deadlines and adapt priorities as project needs evolve.

Required skills