Job Title: Administrator - KSA Nationals
Location: Jubail Industrial City, Eastern Province (On-site)
Employment Type: Full-time
Overview
Cornerstone is supporting an established industrial organisation in Jubail in the search for a detail-oriented Operations Administrator.
This position will manage end-to-end customer and supplier transactions, including master data setup, RFQs, quotations, purchase orders, invoicing, portal submissions and delivery follow-ups.
The role suits someone confident working within ERP systems and customer portals in a structured, process-driven environment.
Key Responsibilities
ERP Master Data
- Create and maintain customer and supplier master records within the ERP system.
- Set up and maintain inventory items including item codes, descriptions, units, pricing and catalogues.
Sales Cycle
- Manage customer enquiries via email, phone and online portals.
- Prepare and submit quotations, coordinating internal approvals where required.
- Process customer purchase orders, ensuring accuracy of pricing, terms and delivery dates.
- Raise customer invoices and submit via relevant customer portals, tracking status and acceptance.
- Maintain organised documentation and clear audit trails for all transactions.
Procurement Cycle
- Prepare and issue RFQs to suppliers and evaluate quotations based on price, lead time and compliance.
- Create and issue supplier purchase orders, following up on confirmations and delivery commitments.
- Coordinate delivery follow-up with logistics and warehouse teams, including GRN and discrepancy management.
- Process supplier invoices through 3-way matching for timely payment approvals.
Portal Submissions & Compliance
- Submit offers, purchase orders, delivery notes and invoices through customer portals such as SABIC, Ma'aden and Ariba.
- Ensure full compliance with portal requirements including attachments, tax details, PO references and shipping documentation.
Reporting & Collaboration
- Generate operational reports including open quotations, pending POs and backorders.
- Work closely with Sales, Procurement, Finance, Logistics and QA teams to ensure smooth operations.
- Escalate and resolve issues relating to pricing, delivery delays or portal rejections.
Required Qualifications
- Professional proficiency in English, both written and spoken (mandatory).
- Must be a KSA Nationals
- Hands-on ERP system experience including data entry, transaction processing and reporting.
- Experience with Odoo is advantageous.
- Experience working with customer portals such as SABIC, Ma'aden or Ariba is beneficial.
- Strong working knowledge of Microsoft Office 365 including Outlook, Excel, Word, Teams and SharePoint/OneDrive.
- High attention to detail with strong organisational skills and deadline management.
Core Competencies
- ERP data accuracy and transactional integrity.
- Understanding of full sales and procurement lifecycle from RFQ through to invoicing.
- Portal compliance and document control.
- Clear communication and cross-functional coordination.
- Basic to intermediate Excel skills for reconciliation and reporting.
- Ability to manage multiple tasks in a high-volume environment.
Preferred Experience
- Background within industrial supply, manufacturing or trading environments.
- Familiarity with incoterms, delivery documentation and GRN processes.
- Basic understanding of AP and AR processes including 3-way matching.
Performance Metrics
- Quote turnaround time within agreed SLAs.
- Accuracy of purchase order processing.
- On-time delivery performance through supplier follow-up.
- First-pass invoice acceptance rate on customer portals.
- Master data accuracy and minimal corrections.
- Efficient RFQ-to-PO and PO-to-invoice cycle times.
