Engineering Administrator & Order Processing Specialist

Job Purpose

 (Engineering Administrator)

To provide administrative and coordination support to the Engineering Department, ensuring the efficient management of technical documentation, project records, communication, and reporting activities.

Key Responsibilities
• Maintain and organize engineering documents, drawings, submittals, and project files.
• Coordinate between engineering, procurement, sales, and project execution teams.
• Track project schedules, deadlines, and engineering deliverables.
• Prepare weekly and monthly project progress reports.
• Manage document control processes and ensure version accuracy.
• Schedule meetings and prepare meeting minutes.
• Assist with tender documentation and project close-out documentation.
• Support engineers with administrative and reporting requirements.
• Maintain records in ERP and document management systems.

KPIs
• 100% document filing accuracy.
• Timely issuance of engineering reports.
• Project documentation completion rate.
• Number of delayed engineering submissions.
• Internal stakeholder satisfaction score.

(Order Processing Specialist)

To manage customer purchase orders from receipt to delivery by coordinating with all internal departments, ensuring timely processing, accurate order fulfillment, and excellent customer communication throughout the order lifecycle.

Key Responsibilities

Order Management
• Receive and review customer Purchase Orders (POs).
• Verify order details, pricing, quantities, and delivery requirements.
• Create and register orders in the ERP system.
• Ensure all required documentation is complete before processing.

Internal Coordination
• Distribute orders to the appropriate departments including Engineering, Procurement, Warehouse, and Finance.
• Monitor progress of each order throughout the fulfillment process.
• Follow up with departments to ensure deadlines are met.
• Escalate delays or issues affecting delivery schedules.

Customer Communication
• Act as the primary point of contact for order-related inquiries.
• Provide customers with order status updates.
• Coordinate delivery schedules and shipment confirmations.
• Handle customer concerns related to order processing.

Order Tracking & Reporting
• Maintain accurate records of all active orders.
• Generate weekly order status reports.
• Track pending, completed, and delayed orders.
• Ensure proper handover for invoicing and project closure.

Process Improvement
• Identify bottlenecks in the order fulfillment process.
• Recommend improvements to increase efficiency and customer satisfaction.
• Support implementation of ERP and workflow automation systems.

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KPIs
• Order Processing Accuracy (%)
• On-Time Delivery Rate (%)
• Average Order Processing Time
• Number of Delayed Orders
• Customer Satisfaction Score
• Order Completion Rate
• Internal Follow-Up Compliance