Project Onboarding Specialist

Key Responsibilities:

Project Handover & Validation:

• Receive and review project handover packages from Sales team.
• Verify completeness and accuracy of all project information including: Product specifications, drawings and technical details, material and finish requirements, commercial terms.
• Assess project feasibility with Head of Hospitality (timeline, capacity, complexity).
• Identify gaps, risks, or unclear requirements before releasing to internal teams.

Project Setup & Documentation:

• Establish and maintain a structured project database and documentation system.
• Prepare project master files including: Item master list (codes, descriptions), material & finish schedules, project timeline (Gantt chart).
• Ensure all documents are properly controlled, updated, and accessible to stakeholders.

ERP & Order Management:

• Input and maintain accurate project data in ERP system, including: Customer and project information, pricing and commercial terms, sales orders (SO), Engineering Notes (EN), delivery schedules and payment terms.
• Ensure timely order release aligned with approved project timelines.

Cross-functional Coordination:

• Act as the key coordinator between: Sales, R&D / Design, Engineering (Technical), Sampling, Procurement, Production, QA/QC.
• Ensure all departments receive complete and correct information.
• Organize and lead internal handover meetings at key project stages.

Costing & Sourcing Support:

• Coordinate with Engineering and Procurement to: Validate material specifications, support cost estimation for additional items.
• Prepare and submit quotations for project variations or additional scope.
• Ensure all pricing is reviewed and approved before submission to customers.

Sample & Development Tracking:

• Monitor sample and prototype development progress (mockup, PPS).
• Ensure alignment between: Approved design intent, material selection, manufacturing feasibility.
• Track sample timelines and escalate delays when necessary.

Project Tracking & Reporting:

• Track project progress across all stages: Design, sampling, production, delivery.
• Prepare and issue: Weekly project status reports, internal progress updates, customer updates (when required).
• Highlight risks, delays, and mitigation plans.

Customer & Stakeholder Communication:

• Maintain regular communication with: Customers, sales team, internal departments
• Ensure clear visibility of: Project status, timeline updates, technical clarifications.
• Support project meetings, design reviews, and milestone discussions.

Vendor & Subcontractor Coordination:

• Coordinate with external vendors/subcontractors when applicable.
• Ensure all external parties receive: Complete technical documentation, material specifications, delivery requirements

Production & Development Tracking:

• Track production progress to ensure alignment with plan.
• Coordinate with Import/Export team for shipment documentation.
• Ensure smooth handover from development phase to production execution.

Payment & After-sales Support:

• Monitor project payment milestones and follow up with relevant teams.
• Support after-sales activities including: Issue tracking, product performance feedback.
• Assist in continuous improvement of service quality and processes.

Process Improvement:

• Identify gaps in project handover and execution processes.
• Improve SOPs, templates, and workflows for: Handover documentation, project tracking, customer communication.
• Contribute to ERP system optimization and data accuracy.

Experience:

• Minimum 8–10 years experience in: Hospitality projects / furniture manufacturing / contract projects.
• Design & Technical background an advantage.
• Experience in project coordination or order management.
• Experience working with ERP systems.

Skills:

• Strong project coordination and organizational skills.
• Good understanding of: Furniture manufacturing, drawings, materials and finishes, project workflows.
• Strong attention to detail.
• Good communication in English (written & verbal).
• Ability to manage multiple projects simultaneously.

Personal Competencies:

• Detail-oriented and structured.
• Strong sense of ownership and accountability.
• Proactive and solution-oriented.
• Good teamwork and cross-functional collaboration.
• Able to work under pressure and tight deadlines.