Material Planning Coordinator

Job Description

Work directly with Q22 Functional Areas to identify their FF&E requirements for all competition and non-competition venues across tournament footprint
Create training materials (user guides, presentations) and educate functional areas in the material planning process
Assist with the development of the Material Planning System, Material Logistics database, FF&E catalogue or other related systems and documents
Create and maintain a material inventory database, including part numbers, descriptions, commodity codes and other specifications for all items to be sourced for Q22
Ensure all the documents and folders of Material Planning work stream are accurate, well-structured and up to date
Assist in the installation, testing and data input to different corporate systems and files
Participate in the development and management of the FF&E procurement schedule, ensure all timelines are met, and identify any issues affecting the schedule
Participate in the sourcing of FF&E ensuring all procurement procedures are fulfilled properly; also assist in the purchase request submissions if needed
In collaboration with Procurement, work to efficiently identify vendors, process orders, track change orders and resolve problems related to the orders of FF&E
Monitor detailed shipping and ground transportation schedules for purchased FF&E from suppliers to point of delivery
Work with Procurement and vendors to identify special FWC22 requirements to assure the highest level of service (i.e. bar coding, special packing and labelling, security requirements)
Establish working relationship with personnel from major suppliers in order to maximize efficiency in the ordering, tracking and delivery of FF&E
In collaboration with the other Logistics work streams, assist in coordinating and receiving of shipments in and out of the Central Warehouse working on the ground if required
In collaboration with the Venue Logistics and Warehouse & Distribution work streams, coordinate all move orders (i.e. from warehouses to venues, venue-to-venue and venue to warehouse.) Remain in constant communication with Venue Logistics to ensure the needs of the venue and functional areas are being met in a timely manner
Monitor, track venue / commodity specific and inventory levels to ensure the needs of all functions areas will be met during tournament time
Work closely with Functional Areas delivering high quality customer service and problem resolution if needed
Participate in the Logistics Coordination Centre ensuring high level of support for material planning processes during tournament time
Work closely with Financial departments to fulfil properly any audit requests for the procured FF&E if needed
Be ready to participate in dissolution project if required ensuring al the purchase procedures closed properly and dissolution plans fulfilled
Any other duties that may be required
Qualifications
University degree in appropriate subject (technical field as a plus)
Experience:
Minimum 3 years of experience in the material management or related fields
Experience in large scale, international event logistics as a plus
Experience or knowledge of local culture will be an added benefit
Able to deliver information to large group and provide trainings to the team
Proven track record in managing complex projects, multi-tasking, and prioritization of task and deliverables
Skills:
Fluency in English required; Arabic speaker with other languages (Spanish, French, German) are an added benefit
Strong IT skill including MS Office (Excel, PowerPoint); Microsoft Excel as advanced user (Pivot Tables, Lookup formulas)
Must demonstrate history of working within a team environment. A team player, willing to work on complex, tight, improbable timelines
Positive attitude, patience, persistence and experience working in a multi-cultural, multi-national environment
Strong communication skills
Excellent analytical skills; ability to make decisions both independently and within a team environment
Extremely high attention to detail and ultimately high level of self-organization
High motivation in participating in events