Sales Administrator - Temporary Position
Alfa Laval Middle East
Total years of experience :10 years, 8 Months
• Assures order is processed accordingly.
• Validate and verify proper shipping and freight terms.
• Coordinate with the factory and customers.
• Process customers invoices.
• Prepare the shipping documents needed.
• Respond to a variety of inquiries from internal and external customers regarding lead time, transportation and delivery.
• Update and follow up the customers with regards to their orders.
• Maintain and update the files of customer orders and invoices.
•Process quotations.
• Update employee records and do some adjustment entries.
• Post Non-Netting Invoices in Scala.
• Review and coordinate with the sales administrator about un-posted invoices.
• Place an order to the factory, follow up and expedite delivery.
• Shipping coordination.
• Customer correspondence on order handling in coordination with sales team.
• Prepare and issue customers invoices.
• Process quotations.
• Prepare purchase orders and coordinate with Manufacturers.
• Contact Manufacturers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries and other problems.
• Respond to customer inquiries about order status, changes or cancellations.
• Check and track the status of the shipments.
• Prepare monthly sales and stock report.
• Analyze the stock situation in UAE, as well as agents in GCC countries.
• Prepare monthly forecast.
• Determine the stock sufficiency.
• Prepare the order and other necessary documents such as Invoice, Packing list and COO of agents GCC countries.
• Maintain the file of agents as per their LPO. Check the quantities delivered and balance quantities.
• Maintain file of Government LPO’s and Private LPO’s.
• Answer all correspondence with regards to orders and stocks.
• Prepare all the required reports of Manufacturer, Sales Manager, Marketing Team, Sales Team and Managing Director.
• Prepare the monthly reports - Purchase, Sales, Stock and Profit and Loss Statement.
• Bank reconciliation.
• Maintain an excel file for bank deposits.
• Prepare the cheques payment to Suppliers.
• Post the payment against Supplier’s invoice.
• Post cash, cheques, direct transfers and other receivables.
• Attend suppliers call with regards to payment some concerns about invoices.
• Prepare correspondents.
• Performs the receptionist duties as needed.
• Search, negotiate and book conference and meeting facilities as to meet the pre-established guidelines.
• Hotel reservations for management team and for the certain participants of events.
• Ensure the set-up of meeting rooms prior to the events.
• Manage and prepare the didactical course materials (preparing the programs, opening remarks, certificates and other course materials).
• Follow up on unpaid Membership of Middle East Fellows and Members.
• Handle course registrations.
• Regrouping and acquisition of Doctors emails with the objective of creating an email database for course and event promotion and follow up.
• In charge of ordering and keeping the latest Straumann and ITI marketing and course manuals and brochures updated.
• Attend and coordinate designated course and events on aspects such as welcoming and signing in of participants, coffee breaks and lunches.
• Create and maintain an organized filling system, record all the events taking place in all the countries of the Middle East.
• Communicate the attendance lists to the local Health Authorities for obtaining CME credit hours.
• Minutes taking and report drafting for all ITI Section and Fellows Meeting.
• Drafting authorization letters to official organizations and other correspondence.
• Issue shipping documents (Invoice, packing list, etc) and handle external export requirements
• Handles almost 600 Invoices of buyers, follow up on their payments as well as other documents needed.
• Billing and Invoicing
• Update in Oracle, Salesite and Titles the status of each buyers.
• Supervises the part timers and some staffs during the auction.
• Handles special tasks during Auctions.
• Handles cash payment, cheques payments and other kinds of payments.
• Performs some of the tasks of Customer Service Manager such as communicating with consignors, preparing and entering contracts, as well as the equipments.
• Prepares monthly accounting reports.
• Attends to clients call and inquiries.
• Handles faxes, letters and telephone calls
Process the expenses claims, payment and set offs of the company and employees and make payment vouchers.
Perform monthly financial closing according to the company policies and procedures.
Record and reconcile daily cash and bank movements as well as monthly bank reconciliation,
Carry out reconciliation with account receivables, account payables as well as related parties such as other Representative Offices, Regional Offices and Headquarters.
In-charge in Personal Cash Advance (“PCA”) with every staff on regular basis or when the needs arise.
Perform daily voucher writing, file management and accounting records.
To ensure the accuracy and timely payment to all parties including the internal staffs as well as external suppliers.
To record all payments in cash and bank journal and being responsible for the Accounts Payable bookkeeping.
Make templates and keep records of the minutes of the meeting and other important matters.
Went to other countries for business trip like Jordan to solve accounting problems and issues and to organize trainings.
FINANCIAL ACCOUNTING
o Ability to reconcile data between or among financial reports such as general ledger, subsidiary ledger, customers’ or subsidiaries’ records, suppliers’ or contractors’ statement of account, bank statement of cash or loan balances.
o Material reconciling items are identified and adjusted the following month.
o Ability to prepare chart of accounts, financial statements such as balance sheet, income statement, statement of cash flow, statement of changes in retained earnings, financial accounts schedule and reports.
o Ability to transfer the knowledge relative to financial accounting.
INTERNAL CONTROL COMPLIANCE
o Ability to identify weaknesses in the accounting and business process and participates in defining systems and/or guidelines and procedures for effective internal control environment.
o Ability to transfer knowledge relative to internal control system.
ORACLE FINANCIAL APPLICATIONS
o Ability to reconcile data between or among integrated modules and to identify causes of reconciled differences and do necessary corrective actions or solutions and communicate errors to avoid recurrence.
o Ability to transfer knowledge relative to application of Oracle Financials.
BILLING MANAGEMENT
o Ability to analyze and resolved rates issues within specific time.
o Ability to transfer knowledge relative to billing management.
CREDIT MANAGEMENT
o Basic knowledge of Corporate Credit policies and procedures relative to credit application.
BILLING AND PAYMENT ANALYSIS
o Ability to analyze discrepancy between amounts billed and paid.
o Ability to transfer knowledge relative to billing and payment analysis.
PROFICIENCY IN SYSTEM APPLICATION
o Basis knowledge of the features and functionalities of FOS-SAS Module.
o Basic knowledge of the feature and functionalities of Customer Profile Module.
OTHER FUNCTIONS
o Complete, accurate and timely submission of Charge Invoice and Counter Receipts to customers with accurate corresponding Billing
Post cash and check deposits, journal entries and other bank transactions.
Cash and check encashment.
Attend to client calls and personal inquiries.