Madina Group

Job Summary The Director’s Office of Madina Group is looking for a reliable and detail-oriented Correspondence Control Department (CCD) Officer to serve as the central point of control for official correspondence, follow-ups, and import procurement coordination across the Group, particularly Madina Polymer Industries Ltd. (MPIL) and Madina Maritime Ltd. (MML). This is a position of trust that will work directly with the Director. The selected candidate will be responsible for maintaining accurate communication, timely follow-ups, procurement coordination, and organized documentation across relevant departments and overseas suppliers. We are looking for a dependable professional who is committed to long-term growth with the organization, with a minimum expected commitment of three (3) years. Key Responsibilities Correspondence & Follow-Up Control ✔ Control and monitor all official correspondence between the Director’s Office, department heads, internal teams, and foreign suppliers. ✔ Maintain a systematic follow-up process to ensure that important communications, requests, approvals, and commitments are not missed, delayed, or overlooked. ✔ Track pending communications and maintain clear reminders, action points, deadlines, and follow-up schedules. ✔ Follow up with relevant departments and external parties to ensure timely responses and completion of assigned actions. Import Procurement & Supplier Coordination ✔ Prepare and follow up on RFQs (Request for Quotations), supplier quotations, and comparative statements for imported raw materials. ✔ Coordinate procurement activities for key imported materials, including SS Coil for MPIL and MS Plate and Shipbuilding Sections for MML. ✔ Communicate and coordinate with overseas suppliers regarding quotations, purchase requirements, shipment schedules, and required documentation. ✔ Coordinate Proforma Invoices (PI), Letters of Credit (L/C), and shipping/C&F documents with the Commercial Team and overseas suppliers. ✔ Ensure procurement-related documents are properly reviewed, followed up, and maintained for smooth import processing. Inventory Monitoring & Reorder Coordination ✔ Monitor raw material stock levels and maintain regular communication with relevant departments regarding inventory requirements. ✔ Identify low-stock situations and raise timely reorder alerts to prevent production or operational disruptions. ✔ Maintain clear records of procurement status, stock requirements, pending orders, and supplier follow-ups. Reporting & Documentation ✔ Prepare and submit a daily End-of-Day (EOD) report covering correspondence, pending matters, procurement progress, follow-ups, and important updates. ✔ Maintain organized and easily accessible records of official correspondence, RFQs, quotations, comparative statements, Proforma Invoices, L/C documents, shipping documents, and procurement records. ✔ Ensure proper filing and documentation of all important communications and procurement-related information. ✔ Provide timely updates to the Director regarding pending responses, procurement status, critical follow-ups, and matters requiring attention. ✔ Maintain confidentiality and accuracy when handling sensitive correspondence, commercial information, and documents. ✔ Perform any other correspondence control, procurement coordination, reporting, follow-up, or administrative duties assigned by the Director or Management.