Jr. Engineer

2 months ago

Doha, Qatar Swan Global WLL Full time

Service Admin

Duration : 6 months Extendable

Working Hours : 6 hrs/ 10 Days

Location : Doha

Close coordination with Service Operations Team, Commercial Manager, Presales Team for

all the Fit out/New Project entries and the Annual Maintenance Contracts (AMC) renewals.
- Make sure to collect all the relevant project booking final documents for each entry of

booking projects.
- Create/Update the Project folder as per approved folder structure.
- Maintain an up-to-date tracker with all the fit-out projects as well as the AMCs projects with updated job numbers.
- Cross check the payment term in the PO from Customer, align with Commercial Manager to prepare the invoice and submit it accordingly.
- Keep record of all the invoice submission and its acknowledgement from Customer and

make sure to keep the same in the respective project folders.
- Close collaboration with Commercial Manager to maintain the Account Receivables

tracker, follow up with Customers on the payments and update the tracker.
- Coordinate with Service Ops Technical team on the material submittal approval if

applicable, Initiate the procurement process once received the payment (applicable as per

payment terms).
- Coordinate with Procurement Team, collect the proposal and route to the Service Ops team for review and approval.
- Initiate the Material Request (MR) process in the system and follow up for the approval.
- Follow-up with backend support team for the Purchase Order (PO) creation and make sureto line up with Procurement team to release the PO on time.
- Maintain the tracker for the PO, follow up with Logistics, update the ETA in the tracker and share the ETA with Customers.
- Daily check the arrival of the ordered materials by coordinating with Logistics warehouse

team and initiate the materials delivery after confirming the payment receipt (as per

payment term).
- Coordinate with Suppliers for the timely invoice submission.
- Create and maintain correspondence log (all project related In/Out letters).
- Receive and acknowledge incoming letters and documents.
- Draft letters in coordination with project managers and follow up for signatures.
- Document printing, scanning, submission to customer etc.
- Archive documents of completed projects.
- Coordinating with subcontractors for any reports and document submission.
- Maintaining database of manpower and monitoring expiration of POs.
- Coordination for the monthly timesheets.
- Coordinating with Service Team for new/renewal of 3rd party manpower requirements.

authorized signatory

**Job Types**: Full-time, Contract
Contract length: 12 months

Application Question(s):

- Visa Status : [ Company Visa/ Freelance Visa/ Own Visa / Need Visa ]
- We are not providing visa for this project Will you be able to work on current visa?

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