CCD To Director

✔ Age: 25 to 35 years

✔ Gender: Both Male and Female candidates are encouraged to apply.

Location Preference

✔ Permanent residents of Old Dhaka are encouraged to apply.

Professional Expectations

✔ Candidates should be reliable, responsible, and detail-oriented, with the ability to manage correspondence, follow-ups, procurement documentation, and coordination tasks accurately.

✔ Strong organizational skills with the ability to maintain systematic records, reminders, and follow-up schedules.

✔ Ability to communicate and coordinate effectively with internal departments, overseas suppliers, and other stakeholders.

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.