Purchasing Coordinator
Al Ali Engineering WLL
Total years of experience :19 years, 4 Months
* Identifying materials on the Internal Request and checking the availability of stock from Central
Store and send Quotation request to at least minimum of Three (3) approved suppliers.
* Reviewing the proposal for the delivery schedule, specification and prices. Contact vendors and take
information for the availability and quality of the offered product and negotiate with the price.
* Send referral to requestor to secure approval if the material quoted is an equivalent to the original
request or delivery date is beyond the requestors required date
* When acceptable proposals have been received, Price Comparison sheet will be prepared for
Purchasing Manager’s Approval.
* Preparation of Purchase order and obtain Purchasing Manager and General Manager Approval.
Distributing the LPO to suppliers and originating requestor.
* Coordinate order status (Follow Up) from suppliers, to expedite deliveries, resolve changes and
discrepancies and to update Purchase Order information accordingly. To resolve supplier’s invoice
for any discrepancies.
* Electronic Filing of documents and electronically attached to the ERP system and proper handling
of the hardcopies and its backup for easy retrieval
* Responding to the Suppliers and Customers inquiry for the order status, changes or cancellations
* Process proof of delivery requests and forward invoices to accounting department
* Locate suppliers, using sources such as catalog and interne; to call and interview possible suppliers
to gather information about products
* Monitors for the shipments arrival to ensure that orders have been filled correctly and the goods
met specifications.
•Undertake various functions related to document control, document archiving, document imaging and maintenance of document register for Construction Project.
•Receives and registers incoming documents ensuring the accuracy of information.
•Maintain updated records of submittals and approved documents such as Shop drawings, Data Sheet, Method of Statements, Material Submittals, Work Inspection Reports, RFI and other submittals.
•Ensure proper document classification, distribution, sorting, filing and proper archiving.
•Controls issuance of document numbers, including maintenance of proper document registers for detail construction project.
•Maintain the documents and drawings in the Document Control Office under safe custody without any damage or deterioration with easy traceability.
•Performs file back up to ensure proper storage and archiving of electronic registers.
•Submission of documents and creating transmittal.
•Notifying involved party for tacking appropriate action on the pending documents.
•Follow up with concerned parties (Consultant, sub-contractor & etc) to get expected schedule for the pending documents.
•In charged for assisting Project Manager & Construction Manager on their daily activities on site.
* Update contracts status report in weekly basis.
* Mainly responsible in serving Procurement Service Manager on his daily activities
* Composes and type routine correspondence, reports, contracts, and other materials
* Posts and maintains Blanket Contract Records and Bid Files.
* Compute and compiles information and figure out Price Comparisons and Purchasing reports.
* In charge securing required information inside the Procurement Division, Projects & Sites,
Suppliers and Contractors in form of memo
* Assist manager in preparation and set up for meetings, including preparation of agenda,
memoranda, and attendance list and evaluation surveys.
* Provide support in the implementation of a document control/record management program,
maintains electronics and hardcopy files of various documents types and data.
* Extracting data performances report, charts and graphs as requested by the Manager.
* Handling back-up information on every aspect of information and documents that will be easy
for retrieval
* Handling Blanket Contracts:
* Prepares requisition, bid specifications, purchasing reports, Price Comparisons, Contract
preparation, Monitoring, Price negotiations and communication with subcontractors and vendors
for quotations.
* QMS Coordinator
* In charge in monitoring proper implementation of the Company’s Quality Management
* In charge in securing monthly Key Performance Indicator (KPI) of Purchasing and Store, and
analyzing data’s for possible creation of Corrective and Preventive Action reports for the
improvement of performances and to discuss with the Procurement Service Manager.
* Provide monthly summaries on LPO Reports ( Issued & Processed including costs, Direct
* Purchases per sites, MR Reports, Pending LPOs) and to be reported to Division Manager and to
compile later for Annual Report.
E.
Project
* Update contracts status report in weekly basis.
* Uploading of contract documents in SAP system (Appendix, Letter of Award, signed
documents, contract queries, clarifications, etc)
* Receive fax documents (queries & clarifications) from various contractor and distribute to
concern engineers for onward actions.
* Filing soft copy of all contract documents in the server assigned folder and maintain hard copy
files.
and electrical products)
218th
Lucban St., Libertad
* Responsible in assisting Consultants during Project visits, conducting Internal Audits and
communicating with clients for appointments and Project schedules.
* Preparing Project Proposals, Project Road Maps, Gap Analysis Report and Daily report for
Projects. In charge in monitoring Project Proposal status and Projects.
* In charged in preparing and designing Marketing Tools such as Brochures, Flyers, Company
Profiles and Discount Cards. Also in charged in preparing Project Presentation or Training
Presentation Tools using Power Point.
* Accounts:
* In charge in invoicing, payment follow up, updating cash flows and financial to be reported to the
management.
* In charge in preparing Cash Payment Vouchers, Petty Cash, Cheque Request Vouchers, Salary
Slip and other accounting works.
charge in secretarial work in the company (emails, memorandums, phone calls and etc.)
* Composes and type routine correspondence, reports, contracts, and other materials
courses: 04, 2000 Taft Avenue, Manila Philippines. *QMS Process Auditor Course Presented by: Canadian Standard Association QMS Internal Auditor Course Education & Training Saudi Oger –
courses: Presented by: Canadian Standard Association Education & Training Saudi Oger –