Procurement & Contracts Administrator
Ports, Customs & Free Zone Corporation - Trakhees
Total years of experience :21 years, 0 Months
Procurement Administrator - Current tasks and achievements;
• Review & process Material Requests/Purchase Requests and float of Request for Quotations.
• Issue Purchase Orders.
• Prepare Quotation/Proposal Evaluation Analysis
• Vendor Selection
• Ensure that KPI of 5 working days for processing of each request is achieved
• Follow up and track order delivery and update
• Issue Material Request, when required
• Generate goods receipt notes, when required
• Liaise with new and old Vendors for request of quotations.
• Liaise directly with Vendors & End Users for the finalization of orders
• Ensure that orders placed are as per the End User requirement
• Ensure costs are within the allocated budget
• Negotiate with Vendors
• Ensure cost savings for all orders
• Ensure that procurement of items and services are in line with Company policies and practices, and industry best practice
• Ensure proper approvals are followed as per Company SOP
• Create and periodically update Vendor’s Database
• Generate Department monthly report
• Prepare all types of reports as per Management requirement, as and when required.
• Conduct, Interpret & Report results of Weekly Vendor Performance Survey and Mid-Year End-User Satisfaction Survey
• Maintain proper documentation of department files (hard & electronic files)
• Assume Buyer’s responsibilities in his absence
• Proofreading
• Assist Buyer during Bidding.
• Preparation and formatting of RFP’s (request for proposals)
• Preparation and finalization of Evaluation of Tender Analysis
• Negotiation as per Company policy
• Cost Saving
• Tracking of approvals
• Ensure adherence to RFP schedule
• Arrange Meetings, when required.
Contracts Administrator - Current tasks and achievements;
• Prepare, Proofreading and amend Contracts/ SLA (service level agreement)/ AMC (annual maintenance contract) that involve new projects and annual maintenance of services or renewals.
• Liaise directly with Vendor representatives (Sales Persons, Managers, Project Managers, Legal) in generating of contracts.
• Work closely with Business Support (End Users, Project Managers, Senior Managers & Legal Personnel, etc.) to prepare and finalize negotiations of contracts.
• Ensure contract terms and conditions are consistent with Company policies and practices, and industry best practice.
• Ensure standardization of contract template terms and conditions across all agreement types
• Oversee administration of contracts
• Track authorizations and correspondence
• Track contract due dates and ensure adherence of its terms & conditions (i.e. Penalty)
• Maintenance, Coordination and Communication of contract terms and conditions and administrative processes to Vendors and Company’s Departments.
• Maintain the physical, electronic storage of all agreements on a timely basis, including retention of any terminated agreements.
• Ensure timely sign off of contracts.
Other Tasks
• Assume the responsibilities as Office Administrator Officer in the absence of the in-charge.
• Fleet monitoring
• Coordinate and process fleet requirements (fuel cards, registrations, salik, rental, renewals, replacements, repair & maintenance, penalties, invoice checking, etc.)
• Ensure smooth operation in the work place.
• Facility management and coordination.
• Any other administration tasks, as and when required.
Logistics and Expeditor Officer - tasks and achievements;
• Monitoring the quality, cost and efficiency of the movement of goods from supplier’s warehouse till shipment arrival onboard that includes pre-alerting vessel agent of the arrival of shipments.
• Arrange around 50-80 local and international shipments a day to different countries.
• Generate RFA’s & PO’s around 25-50 a day.
• Ensures that the right spares are delivered to the right vessel location on time and at a good cost.
• Check delivery notes and ensures that all Equipments / Materials received by Vessel are tallying with our PO’s.
• Liaise closely with Buyers, Project Team, Vessel Personnel and Vessel Agents to fulfill the expediting requirements and on matters relating to planning and scheduling.
• Prepares and arrange local and international shipments by issuing proper shipping documentation as per customs requirements for every country that the vessel is operating.
• Check suppliers shipping documents depending on the destination customs requirements.
• Coordinate incoming and outgoing logistics requirements with forwarders or agents related to cargo activities (clearing of shipments, import & export documentation).
• Actively monitor orders lead time and deliveries.
• Liaise closely with Accounts Department for the orders that need prepayment.
• Receiving and checking of local deliveries.
• Liaising with suppliers, forwarders and vessel agents to meet vessel requirements and delivery expectation.
• Coordinate and monitor all vendor submittals such as drawings, procedures, test reports, certificates, etc. as required by the PO.
• Coordinate with Finance Department in the resolution of any vendor and vessel agent invoicing problems or material discrepancy disputes.
• Generate and issue Weekly & Month-end Status Reports (orders and shipments status) to Vessel’s and Management.
• Prepare Weekly Report to Finance Department relating to payment of vendors.
• Follow up supplier’s invoices that need prepayment.
• Maintain and update the expediting database on daily basis.
• Request shipment quotes from different forwarders and issue PO as per company QHSE procurement guidelines.
• Reports directly to Supply Chain Manager and Logistics Manager
• Perform other related duties as may be assigned
• Managed 3x personnel (Buyer & Supply Chain Administrators)
Logistics and Procurement Assistant - tasks and achievements;
• Coordinate the preparation of the procurement documents while adhering to corporate QHSE policies prior to issuing Purchase Order (3 Quotes, Technical or Requestor Approval, and other required backups).
• Request for various quotations from suppliers and prepare comparison analysis.
• Issue request for approval and Purchase Orders.
• Generate RFA’s and PO’s around 50-70 a day.
• Allocate proper cost center for each order for accounting & budget purposes.
• Closely monitor Purchase Orders approval.
• Inform and update requestors with their orders.
• Generate weekly PO status reports (PO approval status).
• Reports directly to Procurement Manager and Procurement Officer.
Closely monitoring all business activities, concentrating mainly on sales
Bookkeeper/Process all business accounts
Attend to customers’ needs and ensure that they are more than satisfied with the services offered.
Ensures that customers’ needs were attended immediately
Managed 5x personnel (technicians & receptionist/cashiers).
Handle and answer customer’s inquiries regarding the products, services and complaints.
Ensure that customers are more than satisfied with the assistance I provide.
Handle Inbound Calls.
Tasks:
• Receptionist
• Entertain walk-in clients
• Prepare Office Correspondence
• Prepare and send quotations to customer inquiries
• Report directly to Company Area Manager and General Manager
• Liaise with suppliers & customers
• Monitor all office activities
• Monitor all incoming and outgoing documents
• Filing all documents
• Generate & conduct Weekly, Month-End, Quarterly stock inventory and report to Management
• Liaise and coordinate with Warehouse In-charge for stock movements.
• Coordinate and organize with the delivery team (Drivers & Merchandisers) for their daily schedule.
• Hold company petty cash and prepare liquidation
• Prepare monthly payroll
• Managed 1x personnel (Warehouse in-charge).
Tasks:
• Generate & conduct weekly and quarterly stock inventory and report to Management.
• Forecasting
• Monitor all incoming and outgoing stocks by maintaining the logistics database.
• Monitor warranty claims through coordination with the Technical Department.
• Closely monitor equipment’s min. & max. Stock level
• Arrange shipments (road, sea, air freight) and deliveries of units to dealers and direct end
users.
• Receives stocks at the warehouse.
• Prepare shipping documents (i.e. packing list, invoice, etc.)
• Managed 6x personnel (Drivers and Delivery Staff).
College: June 1998 - March 2002 Bachelor of Science in Business Administration University of San Carlos Cebu City, Philippines