Purchases Relations Assistant (Logistics Coordinator / Expeditor)
ADNOC Distribution
Total years of experience :23 years, 11 Months
• Perform the critical jobs of liaising with Governmental Agencies e.g. Customs Dept., IDB, Ministry of Economy, Dept. of Economic Development, Ministry of Health, Traffic Department (if required). Documentation for Customs Duty Exemption, coordination with freight forwarders for customs clearance from various ports and delivery to company locations.
• Work closely with external parties, such as Clearing and Forwarding Agent and suppliers to drive continuous improvement, ensure quality performance and regulatory compliance
• Coordinate with Clearing and Forwarding Agent for clearing Import shipments and delivery of goods to warehouses and end user
• Monitor and Coordinate with vendor the shipping documents and ensure completeness of documents before arrival of goods
• Responsible for the application and approval of duty exempted goods in Department of Economic Development - Industrial Development Bureau(IDB)
• Preparation of Customs clearance documents and EAD (Environmental Agency) clearance
• Distribution and Coordination of the shipping documents, Invoices to Clearing & Forwarding Agent and Department Heads
• Follow up vessel schedule and airfreight schedule through shipping companies and Abu Dhabi Airport Services
• Coordinate with Vendor, End User and Clearing and Forwarding agent regarding the delivery schedule and make sure that delivery commitment are meet
• Expediting all import shipment
• Process and create Purchase Requisition (PR), Service Purchase Order(SPO), Vendor Payment Advice(VPA) for Customs Duty, Legalization (Invoice & Certificate of Origin) etc. in Oracle.
• Process and Create Petty Cash/Cash Float reimbursement thru iExpense in Oracle.
• Organize documentation in electronic and hard copy files for Purchase Order, RFQ, PR and maintain filing in Cardex
• Support other procurement functions and any other duties as assigned
Perform the critical jobs of liaising with Governmental Agencies e.g. Customs Department, Federal Authority for Nuclear Regulation - FANR, Security Industry Regulatory System - SIRA, Emirates Authority for Standardization & Metrology System - ESMA, Industrial Development Bureau - IDB, Ministry of Economy, Dept. of Economic Development, Ministry of Health, Traffic Department (if required). Documentation for Customs Duty Exemption, coordination with freight forwarders for customs clearance from various ports and delivery to
company locations.
Application and Documentation for Customs Duty Exemption, coordination with freight
forwarders for customs clearance from various ports and delivery to company locations.
Work closely with external parties, such as Clearing and Forwarding Agent and suppliers to drive continuous improvement, ensure quality performance and regulatory compliance
Coordinate with Clearing and Forwarding Agent for clearing Import shipments and delivery of goods to warehouses and end user
Monitor and Coordinate with vendor the shipping documents and ensure completeness of documents before arrival of goods
Responsible for the application and approval of duty exempted goods in Department of Economic Development - Industrial Development Bureau(IDB) and Ministry of Economy.
Distribution and Coordination of the shipping documents, Invoices to Clearing & Forwarding Agent and Department Heads
Follow up vessel schedule and airfreight schedule through shipping companies and Abu Dhabi Airport Services
Coordinate with Vendor, End User and Clearing and Forwarding agent regarding the delivery
schedule and make sure that delivery commitment are meet
Expediting all import shipment Complete process of Service Purchase Order - SPO, Vendor Payment Advice - VPA for Customs Duty payment, Legalization (Invoice & Certificate of Origin) etc. in Oracle.
Process and Create Petty Cash/Cash Float reimbursement thru iExpense in SAP
Organize documentation in electronic and hard copy files for Purchase Order, RFQ, PR and maintain filing inCardex
Support other procurement functions and any other duties as assigned
• Maintenance and control of standards and the application of the Integrated Management System procedures (ISO 9001:2008, ISO14001:2004 & OHSAS 18001:2007)
• Coordinate ongoing internal IMS audits and monitor or recommend Corrective actions
• Controlling and reviewing of non-conformance report, review the adequacy of process control
• and recommend/propose on corrective actions
• Registration and routing of documentation
• Process documentation in electronic format as well as hard copy
• Manage the electronic and hard copy filing of project related technical documentation
• Assure document quality to include completeness, accuracy and compliance with established QA policies and procedures
• Maintain an efficient project-related document control register
• Issue transmittals and receipts concerning the documents in circulation
• Maintenance and control of standards and the application of the Integrated Management System procedures (ISO 9001:2008, ISO14001:2004 & OHSAS 18001:2007)
• Coordinate ongoing internal IMS audits and monitor or recommend Corrective actions
• Controlling and reviewing of non-conformance report, review the adequacy of process control
And recommend/propose on corrective actions
• Preparation of Sales Order, Purchase Order, quotation, invoicing documentation
• Coordination of incoming and outgoing shipment and delivery schedule with suppliers, distributors, freight forwarders and customers etc to ensure timely delivery of goods
• Process Certificate of Origin for Export shipment.
• Attend suppliers and customers enquiries /details
• Monitoring customer account details for non payments, delayed payments and other irregularities
• Reconciliation of accounts
• Provide administrative support to sales team and other general admin duties
• Registration and routing of documentation
• Process documentation in electronic format as well as hard copy
• Maintain an efficient project-related document control register; supervise and record document flow to and from all necessary parties, including clients, sub-contractors
• Issue transmittals and receipts concerning the documents in circulation
• Registration and routing of documentation
• Process documentation in electronic format as well as hard copy
• Respond to queries regarding revision status of issued drawings/documents from engineering and drafting personnel;
• Manage the electrical and hard copy filing of project related technical documentation
• Assure document quality to include completeness, accuracy and compliance with established QA polices and procedures
• Provide internal and external expediting and other custom deliverable status reports to Project Managers as required
• Maintain an efficient project-related document control register; supervise and record document flow to and from all necessary parties, including clients, sub-contractors
• Issue transmittals and receipts concerning the documents in circulation
• Registration and routing of documentation
• Process documentation in electronic format as well as hard copy
• Respond to queries regarding revision status of issued drawings/documents from engineering and drafting personnel;
• Manage the electrical and hard copy filing of project related technical documentation
• Assure document quality to include completeness, accuracy and compliance with established QA polices and procedures
• Provide internal and external expediting and other custom deliverable status reports to Project Managers as required
• Maintain an efficient project-related document control register; supervise and record document flow to and from all necessary parties, including clients, sub-contractors
• Issue transmittals and receipts concerning the documents in circulation
• Directing, monitoring and coordinating, sectional processes, evaluations and plans, to guarantee company sales and marketing system in accordance to daily/monthly targets and schedule.
• Responsible for quality customer service and relationships in the area of operations.
• Liaising with other departments especially Logistics to effect regular delivery and availability of stocks to dealers to optimize the shipment process of products, collect payments.
• Submitting monthly data of marketing performance parameters to the upper management, along with proposals to eliminate stock outs in the area of operations.
• Conducting weekly and monthly physical inventories to dealers, to avoid out of stocks to dealers and retailers due to unscheduled production stoppages, reconciling stock count reports with the finance department.
• Replacing Bad Orders (BO) regularly to ensure quality products in the trade.
• Enforcing obedience to safety regulations, reviewing safety guidelines. Ensuring
operational readiness of all safety and emergency equipment in the dealers.
• Develop, implement and monitor all strategic plans, objectives, Sales and production performance of all support groups in the District.
• Responsible for Branch HR functions such as recruitment, termination, reprimands, performance appraisal, coaching, development and motivation, wage and salary administration and benefits.
• Responsible for Branch Warehouse Operations.
• Responsible for Branch Finance functions such as purchasing, Credit and Collections, and Accounts Payable.
• Facilities and assets management (includes LAN connectivity, operations and maintenance) of all District site offices (both on-line & off-line)
• Project Team Leader for Dealer Process & Production Performance Improvement efforts in the District.
• Attend reconciliation of problematic accounts to ensure collection of payment is done immediately.
• Handles monitoring of trade receivables and aging of accounts to evaluate which accounts are past due, delinquent, for Collection etc.
• Reviews and evaluates all invoices and actual payments received to ensure accuracy of data and proper transmittal of outstanding invoices to the customer.
• Prepares collection letters from primary to final demand for immediate collection of accounts or endorsement to legal if no action by the customer has been taken.
• Makes regular telephone calls to customers to validate accuracy of balances, check status of accounts and confirm collection date to ensure timely collection of accounts receivables.
• Coordinates with account Managers, Counter TM’s and other concerned TM’s in identifying problems, disputes and resolutions necessary to facilitate timely collection.
• Conducts credit investigation for customers availing of credit line to ensure their financial capacity and minimize credit risk.
• In charge of overriding procedures below P20K.
• Attend reconciliation of problematic accounts to ensure collection of payment is done immediately.
• Investigate customers credit line application to ensure their credibility, evaluates customers existing credit limit and recommends approval of customer purchases to minimize credit risks.
• Prepares credit notes, debit notes, collection reports, collections and demand letters to ensure the proper monitoring of collection operations.
• Encodes customer payment on the system to ensure accurate application and allocation of transactions.
• Submits monthly Statement of Accounts to customers.
• Keeps as record of all transactions through proper segregations of important and related documents for easy reference.
• Monitors postdated checks due dates to ensure that official receipts are issued to concerned customers and that the check is deposited on time for clearing.
• Performs the duties of a collector for the branch.