Secretary/Invoice Issuance Officer
Isam Kabbani Trading Establishment
مجموع سنوات الخبرة :8 years, 10 أشهر
• Managed office supplies, vendors, organization and upkeep.
• Served as corporate liaison between the Finance, IT and Marketing departments.
• Coordinated, scheduled and arranged meeting and travel calendars, including business and social events.
• Assisted with event planning, including associated travel and logistical arrangements.
• Processed client rebate reconciliation, reporting and cheque requests.
• Helped distribute employee notices and post around the office.
• Compiled company information and related material, and distributed it to candidates.
• Compiled annual recommendations for end of fiscal year budgets.
• Ordered and distributed office supplies while adhering to a fixed office budget.
• Answered and managed incoming and outgoing calls while recording accurate messages.
• Developed and maintained filing and retrieval systems.
• Preparation of client invoices and supporting documentation in connection with client orders and contracts.
• Process, post invoices through ERP system as needed to keep invoicing on schedule
• Gathers all necessary document s for completion of invoices posting (Sales Executive request, delivery order, Local Purchase Order)
• Responsible for issuance of Sales Return invoice for items that are returned from customers.
• Maintains delivery note tracking log sheet in order to monitor the timely submission of signed delivery orders from warehouse.
• Maintains invoice distribution/receiving log sheet in order to monitor the out and return of invoices from client.
• Access open orders and searched to find out the reason why the orders had not been ship and worked with other departments to resolve the problem.
• Demonstrated ability to calculate figures and amounts such as discounts, VAT, and percentages.
• Follow up with warehouse for pending delivery orders.
• Verify customer's complaints with regards to prices, discounts and other invoice related issues.
• Prepare sales report
• Compares invoices against purchase orders and shipping and receiving documents to verify receipt of items ordered.
• Verify returned signed invoices from customers and making sure that it is properly stamped/signed by the receiving person.
• Handles issuance of request/delivery note in the absence of request issuance officer.
• Generate invoices timely; follow-up with customers within specified timeframe to ensure receipt and acceptance whether invoices are mailed or entered into customer approved systems
• Maintain accurate invoice documentation/support for audit purposes
• Respond timely to inquiries from PM's and/or customers
• Maintain accounts receivable customer files and records
• Meet accounting deadlines for month-end process and closing cycles
• Perform reconciliations as required
• Assist other companies/divisions with any issues that they may have regarding invoicing application and process
• Assist in the data entry review process performed by other divisions/companies
• Assist accounting department of issues with unpaid invoices by customers
• Assist with any month-end close items as required
• Research and resolve payment discrepancies coordinating with associated divisions/companies as necessary
• Assigned to handle site scanning team. Task involved with responsible parties for resolutions on open issues, status reporting and ensuring appropriate documentation is created and approved. These includes developing estimates and schedules for completing scanned titles developments and ensure they get delivered in main office on time.
• Daily update on total task finished on site to Field Coordinator, Area Manager, and Project Assistant.
• Coordinates meetings and teleconferencing with the area manager and functional management to discuss project status, needed resources or issues/delays in completing the task on site.
• In-charge in supervising total numbers of groomed land titles.
• In-charge in supervising total numbers of scanned land titles.
• In-charge in supervising total numbers of quality assured land titles. Task involved supervising of passed and failed counts of land titles.
• Authorized personnel in supervising returned land titles in vault.
• Maintenance of daily update on site database.
• Set-up Local Area Network connections on site computers.
• Handling total number of equipment’s and man-power on site.
• Booking of Staff house for staffs that are deployed on site.
• Daily update on Workflow Development Management System (WDMS).
• Authorize in creating user accounts to both Land Registration Systems (LARES) and Land Registration Authority (LRA) personnel.
• In-charge in creating DVD and HDD transmittals for data to be sent to main office.
• Zipping and Burning of data for data encoding in Information Management Center (IMC)
• Authorize personnel for Secured Scanning Area (SSA) title verification. This involves verifying title status, owner’s name, technical descriptions and annotations.
• Reviewing team member’s daily time records.
• Provide status reporting of team activities against the program plan or schedule.
• Provide guidance to the team based on management direction.