Responsibilities

• Review and coordinate contracts/purchase orders for on time completion.
• Ensure all order relating documentation is scanned and uploaded into our system on time.
• Conduct analyses to determine existing contract preparation and process monitoring.
• Constant communication with departmental staff.
• Ensure documentation and customer requirements are flown down into production and purchasing.
• Review sales orders and Job creation.
• Sign sales order acknowledgements and send to clients.
• Send proforma invoices to clients where applicable.
• Ensure shipping to clients is handled correctly and on time.
• Monitor new procedures to determine their proper application.
• Track progress of contracts/purchase orders starting from initiation till order delivery and establish milestones according to contract requirement.
• Prepare reports to minimize delays and follow up with providers to ensure required contract documents are submitted in a timely manner.
• Monitor contract status through established interdepartmental routes.
• Review contract requests for completeness and accuracy.
• Coordinate with sales, planning, order processing, procurement, engineering, quality and shipping department to ensure compliance to purchase orders requirements.
• Establish and coordinate shipments with logistics department and each point of sale according to delivery schedule.
• Perform work as required by top management.
• Prepare contact/purchase order change notices, monitor performance and send status to top management.
• Ensure preliminary packing lists are sent from internal suppliers on time.
• Initiate Red orders projects and follow up WBS phases.
• Prepare inspection plan for orders received and communicate it to plants based on order priority.
• Coordinate between clients, production, purchasing and QA/QC for customers inspection and testing.
• Prepare in coordination with planning and production specific production schedules for projects.
• Review ITP and all general terms and conditions of sales orders.
• Decide if replacement or credit note is to be requested from suppliers for defected items in coordination with other departments based on orders deliveries priority.
• Decide if a defected item should be repaired based on data provided by engineering and plant and order urgency and priority.
• Review on a weekly basis orders on hold and follow up on pending matters with concerned departments.
• Review on a monthly basis missing shipping instructions for orders scheduled for invoicing in coordination with planning. Follow up with Client directly or through Sales to obtain the missing information before order readiness.
• Follow up with engineering on drawings, ensure correct part numbers created in system, ensure BOM is validated and released by engineering for sales orders requiring new design.
• Maintain proper filing for all sales orders.
• Send shipping documents along with quality documents to clients where applicable.
• Proactively monitor SO internal report and identify orders that will be delayed and inform related sales department.
• On a weekly basis or more frequently as required monitor progress of delayed orders and advise Sales and Top management.