Document Controller / Coordinator (Oil & Gas / Construction)
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Key skills for this role
About the Role
Coordinate project documentation, manage client communications, and support sales activities in Oil and Gas or Construction sectors with strong administrative skills.
Key Skills for This Role
Responsibilities
- Liaise effectively with clients, consultants, contractors, suppliers, and internal stakeholders
- Administer sales and procurement documentation including quotations, purchase orders, sales orders, invoices, and delivery schedules
- Maintain comprehensive records of vendor registrations, prequalification approvals, certifications, compliance documents, and contractual requirements
- Track and monitor tender opportunities, quotation progress, and sales pipeline activities
- Support sales and business development teams in preparation of bid documentation, tender responses, project correspondence, and client communications
- Conduct proactive follow ups with clients regarding quotation approvals, purchase order issuance, payment progress, and delivery commitments
- Coordinate with suppliers to obtain competitive pricing, technical specifications, product availability details, and lead time information
- Generate and maintain accurate sales reports, project tracking records, performance metrics, and management dashboards
- Ensure all documentation and submissions comply with company standards, contractual obligations, and client specific requirements
Requirements
- Experience in document control and project coordination in Oil & Gas or Construction
- Knowledge of procurement and sales documentation processes
- Strong organizational and communication skills
- Proficiency in maintaining records and generating reports
Full Job Posting
Key Responsibilities
- Liaise effectively with clients, consultants, contractors, suppliers, and internal stakeholders to facilitate seamless project coordination and order execution.
- Administer sales and procurement documentation, including quotations, purchase orders, sales orders, invoices, and delivery schedules, while ensuring timely follow up on outstanding actions.
- Maintain comprehensive records of vendor registrations, prequalification approvals, certifications, compliance documents, and contractual requirements.
- Track and monitor tender opportunities, quotation progress, and sales pipeline activities, providing regular updates on awarded, pending, and unsuccessful submissions.
- Support the sales and business development teams in the preparation of bid documentation, tender responses, project correspondence, and client communications.
- Conduct proactive follow ups with clients regarding quotation approvals, purchase order issuance, payment progress, and delivery commitments.
- Coordinate with suppliers to obtain competitive pricing, technical specifications, product availability details, and lead time information.
- Generate and maintain accurate sales reports, project tracking records, performance metrics, and management dashboards to support decision making.
- Ensure all documentation and submissions comply with company standards, contractual obligations, and client specific requirements.
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