Job title:  Administrator - Jubail Industrial City, Eastern Province (On-site)

We are seeking a detail-oriented Operations Coordinator to manage end-to-end customer and supplier transactions. The ideal candidate will handle master data setup, transaction processing (RFQs, quotations, POs, invoicing), portal submissions, and delivery follow-ups. Experience with ERP systems (Odoo knowledge is an advantage) and customer portals (SABIC, Ma’aden, Ariba) is highly desirable.

Key Responsibilities

• ERP Master Data
• Create and maintain customer and supplier master records in the ERP system.
• Create and maintain inventory items (item codes, descriptions, units, pricing, catalogs).
• Sales Cycle
• Handle customer inquiries via email/phone/portals.
• Prepare and submit quotations; coordinate internal approvals as needed.
• Process customer POs, ensure accuracy of terms, pricing, and delivery dates.
• Create customer invoices; submit invoices via customer portals and track acceptance/status.
• Maintain orderly documentation and audit trails for all sales transactions.
• Procurement Cycle
• Prepare and send RFQs to suppliers; compare quotes (price, lead time, compliance).
• Create and issue supplier POs; follow up for order confirmation and delivery commitments.
• Coordinate delivery follow-up (logistics, receiving, GRN, discrepancies) in collaboration with warehouse/logistics.
• Process supplier invoices (3-way match: PO, delivery, invoice) for timely payment approvals.
• Portal Submissions & Compliance
• Submit offers, POs, delivery notes, and invoices through customer portals (e.g., SABIC, Ma’aden, Ariba).
• Verify portal requirements (attachments, tax info, PO references, shipping documents) and ensure compliance.
• Reporting & Collaboration
• Generate routine operational reports (open quotes, pending POs, backorders).
• Collaborate with Sales, Procurement, Finance, Logistics, and QA for seamless operations.
• Escalate issues (pricing, delivery delays, portal rejections) and drive resolution.

Required Qualifications

• Saudi citizen (Must).
• English language proficiency (Must)—professional reading, writing, and speaking.
• Hands-on experience in ERP systems (data entry, transactions, reporting).
• Odoo ERP experience is a strong advantage.
• Experience with customer portals (preferably SABIC, Ma’aden, Ariba) is a bonus.
• Proficiency with Microsoft Office 365 (Outlook, Excel, Word, Teams, SharePoint/OneDrive).
• Strong attention to detail, data accuracy, and deadline orientation.

Core Skills

• ERP data integrity and transaction accuracy.
• Sales & procurement process understanding (RFQ → Quote → PO → Delivery → Invoice).
• Portal navigation and compliance (document control, status tracking).
• Communication & coordination across internal and external stakeholders.
• Basic Excel skills for reconciliation and reporting.
• Time management and multitasking in a high-volume environment.

Preferred Experience

• Experience in industrial supply, manufacturing, or trading sectors.
• Knowledge of incoterms, delivery documentation, and GRN procedures.
• Basic understanding of 3-way matching and AP/AR processes.

   

• KPIs / Performance Measures

  • Quote Turnaround Time (submission within target SLA).
  • PO Processing Accuracy (error-free entries, right pricing, correct delivery dates).
  • Delivery On-Time Rate (supplier follow-up effectiveness).
  • Invoice Acceptance Rate on customer portals (first-pass yield).
  • Data Quality (complete and clean master data; minimal corrections).
  Cycle Time (RFQ-to-PO and PO-to-Invoice durations)