Executive Sales Coordinator/Chairman Secretary/Registration Officer
Hamid General Trading & Companies Representation Establishment ( Bin Butti Group)
Total des années d'expérience :13 years, 1 Mois
• Handles customer and support for sales team.
• Collaboration with other departments to ensure that sales and marketing activities are integrated.
• To help sales representatives improve their productivity and providing a variety of support services.
• Handle quotations and proposals, email or mail and check that they include correct prices, discounts and product inquiries, contacting customers to resolve any queries.
• Check websites from Government and Private institution for new tender and requirements which are under our range.
• Maintain sales records as a basis for reports to the senior management team.
• Make communication with principals regarding the product and other related issue.
• Handle supplier’s account.
• Organize and maintaining a record of all outstanding purchase orders with external vendors.
• Coordinate with shipping companies/forwarders related to inbound and outbound shipments.
• Arrange transportation and forwarding services for all orders to ensure material is delivered as per schedule.
• Expedite all critical orders with local sub contract vendors.
• Reviews expediting schedules on all customers’ orders. Obtains and forwards information to planning and sales teams.
• Responsible for all duty customs sales and tax functions, including certification and verification, drawback and compliance's with governmental agencies.
• Coordinated imports and exports.
• Review freight rates: air and land for preparing the costing of the quotation.
• Handles inventory stocks and proper documentation of products received and issued.
• Prepare confidential and sensitive documents.
• Handling Petty cash of the Department.
• Coordinate committees and task forces.
• Prepare report through MS Excel, Word and PowerPoint of Manager for Senior Management.
• Manage travel and schedule of the Manager and Salesman.
• Prepare correspondence and stuff mail into envelopes.
• Prepare statistical reports.
Chairman Executive Secretary
• Ensure that all departmental deadlines are met.
• Independently sort mail and disseminate mail.
• Screen telephones and direct calls to appropriate staff members.
• Take and record minutes of the meeting.
• Responsible for supporting high-level executive and management or entire departments
• Schedule meetings and arrange conference rooms.
• Alert manager about cancellations or new meetings.
• Manage travel and schedule.
• Arrange for outgoing mail and packages to be picked up.
• Prepare confidential and sensitive documents.
• Determine matters of top priority and handle accordingly.
• Takes and transcribes dictation.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
Registration Officer
• Directly reporting to Business Development Manager of the Bin Butti Group.
• Carries out initial screening/assessment of vendor registration/pre-qualification applications.
• Provides vital information on prospective bidders to commercial division contracts/purchasing personnel, performs a variety of administrative and clerical duties related to registration and pre - qualification formalities of contractors/suppliers and consultants including maintaining and updating computerized commercial directory records in maximo and pre-qualification tracking system.
• Checks/verifies registration application information against the supporting registration documents including municipality trade license details, chamber of commerce and industry membership, agency certificates/ agreements, etc. allocates commercial registration code numbers, enter vendor data in both Maximo or Ariba systems.
• Create work orders and assigns work orders to multiple technicians or subcontractor
• Provide reports on open and closed work orders and check the status
• Accept, record, distribute and process work requests dispatching appropriate personnel
• Update logs, files and records on a computerized management system
• Escalating issues in a standard procedure
• Take appropriate action to deliver SLA & KPI targets to ensure we are providing world class level of services
• Arrange and confirm appointment to the clients related to job request
• Handling incoming and outgoing calls, emails and correspondence
• Responds to client inquiries or complaint
• Prepare Purchase order and Quotation
• Track resources and parts for inventory management duties
• Maintains inventories and needs requirements lists.
• Processes invoices and ensures proper cost center coding
• Follow up with clients to ensure customer satisfaction
• Maintain files on work orders and department files
• Provide job updates and follow up work of the requests
• Dealing with the site storekeeper regarding materials needed in the job
• Performs other task that maybe assigned from time to time
• Reporting directly to Managing Director from time to time
• Arranges and confirm appointments with the Managing Director, CEO and Consultants
• Preparing and composing draft memos, reports and performing any associated typing tasks
• Monitoring the movement of documents to and from different entities and ensuring the smooth flow inside and outside the department
• Responsible for receiving, circulating and recording all incoming and outgoing faxes, emails and hand deliveries.
• Ensure all correspondences reach proper department
• Collect, sort, distribute and prepare mails and courier services
• Responsible for sending Newsletter of the company
• Responsible for conducting the company seminar
• Resolve direct or via telephone customer complaints
• Interact with clients and visitors to provide company services
• Responsible for Telemarketer, to invite and convince prospective clients to visit the office for assessment.
• Providing to the clients the required documents and the process of immigration
• Responsible for updating the CRM after every transaction made with the clients
• Performs other task that maybe assigned from time to time