General Admin/Purchasing/Accounts Assistant
Hola Trading Middle East LLC
Total years of experience :10 years, 6 Months
OVERVIEW:
Handles placing of purchase orders; creation of quotations, invoices and annual maintenance contracts for clients; prepares sales and expenses reports and payroll.
HIGHLIGHTS / ACHIEVEMENTS:
• Managed the full setting up (newly-set up company)/licensing/banking of the company
• Created the company’s Standard Operating Procedures (SOP)
• Created formats for all company-required documents: quotations, invoices, payment receipts, letterhead, company profile, job method description forms (for work permit acquisition), risk assessment form (for work permit acquisition), annual maintenance contracts (all terms and conditions meticulously placed, compliant with the company’s SOP)
DUTIES:
• Floats RFQ to suppliers; makes comparison table for lowest bid approval; places purchase orders; manages company-vendor relationship by having company-favorable credit facilities in place
• Creation and issuance of quotations to clients
• Creation and issuance of annual maintenance contract; tailor-fitted to each client’s unique requirements.
• Creation and issuance of invoices to clients
• Prepares sales and expenses reports
• Prepares monthly payroll
OVERVIEW:
Handled Procurement activities for direct project-related purchases such as:
Software, trainings, subcontractors for engineering works covering site investigations and surveys and material laboratory testing, and rental of vehicles with special permits for project site use.
Handled Procurement activities for general company requirement/facilities requirement such as:
Camp and hotel accommodation, business meetings and events on hotel venue, general IT requests (software and
hardware), rental of daily and stay-in company cars, office maintenance and fit-outs, courier services, supply of office boys/drivers, stationery, and pantry supplies.
HIGHLIGHTS / ACHIEVEMENTS:
• Maximized savings by achieving company’s set KPI threshold on discount on purchases and payment terms to at least 80% of procurement transactions
• Achieved best bargaining power on discounts and terms on Travel Services (Flights and Hotel bookings) contract by accomplishing a centralized group agreement for the company’s Middle East offices
• Effectively converted at least 60% of general company purchase requests into long term agreements. This maximized the purchase discounts and saved valuable man-hours by having a single agreement rather than issuing one for each requirement
DUTIES:
• Creation and issuance of Purchase Orders and contracts for subcontractors and vendors
• Successful negotiation of rate, payment terms, contract’s terms and conditions as per company policy, while strictly adhering to company’s Compliance standards
• Supplier Management: search potential suppliers, conduct background checking (third party due diligence) before any official transaction, and maintain excellent company-supplier relationship
• Close coordination with Accounts Payable team to manage vendor payments prioritization while working on an allocated budget
OVERVIEW:
Worked as an all-around Secretary/Store-in-Charge that managed the showroom’s cleanliness, display, stock
inventory, sales and accounts receivables. Executed warm client assistance during product presentations and
sales dealings. Served as the focal point for clients' purchasing executives for discount negotiation, and order preparation and delivery.
HIGHLIGHTS / ACHIEVEMENTS:
Successfully implemented a practical inventory tracking system for the company’s products.
DUTIES:
• Handled secretarial duties for the company’s CEO, such as calendar, meetings and e-mail management
• Full sales cycle from creation and issuance of quotations and invoices/receipts, up to order preparation and delivery
• Preparation of daily, monthly and yearly sales reports
• Managed inventory and stocks replenishment
• Coordination with suppliers and arrangement of deliveries via internal and external logistics.
• Maintenance of Accounts Receivables records; sending out Statement of Accounts and payment follow-ups
• Petty cash custodian
OVERVIEW:
Supported the General Accountant in bookkeeping activities
DUTIES:
•Daily and monthly bank reconciliation, daily sales posting
•Preparation of weekly and bi-monthly payroll
•Generation and issuance of quotations, invoices, and receipts using Xero software
•Managed supplier payments through Electronic Funds Transfer (EFT)
OVERVIEW
:
Provided Admin support and assistance to the company’s bookkeeper.
DUTIES
:
• Collection, posting and depositing of clients' payments
• Creation and encashment of cheques for expenses payments
• Bank reconciliation
• Preparation and issuance of bi-monthly payroll
• Computation and issuance of agents’ commissions
Earned a Bachelors Degree in Accounting Technology. Awarded as Journalist of the Year during the graduation ceremony.
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