Project Coordinator / Database Assistant
Reed Exhibitions
Total years of experience :23 years, 6 Months
• Processing of participation contract which is agreed and signed by the client.
• Issuance of Confirmation Letter.
• Responsible for payments follow up, and collection.
• Identify, collect and compile all information required from the exhibitors ensure that all requirements and deadlines are met
• Coordinate new contracts and amendments accordingly with our contractors/third party suppliers as well as in our team and Finance Dept.
• Creating database for ease of reference and ensure that users could access data concurrently, in a form that suits their need.
• Issuance of LPO using peachtree accounting, and updating the tracking list.
• Maintain contacts database for exhibitors, visitors, media, sponsors and suppliers.
• Generates log-in details through ICMS system and send to exhibitors to access the exhibitor zone.
• Updating Exhibitor’s directory online
• Creates monthly reports i.e. sales report, collection forecast
• Serves customers/exhibitors by providing product and service information; resolving product and service problems
• Performs clerical works such as filling, arranging letters, invoices and contracts according to an established system
• Courier Services (Invoices, brochures, invitations, cheque collection)
• Provide necessary support to the team, i.e. scanning, photocopying and filling (Exhibitor Services & Administrative job).
• Assisting registration for exhibitors, conference delegates and visitors using Events Management Systems (EMS) System.
Note: Due to the nature of work as temporary, after the end of every Show/Event, either be transferred to different show as same position or different position as database assistant or whatsoever is available.
• Database Assistant - input information / data required to excel database. Having research and verifying the contacts by calling the company one by one (local & international) to ensure the correctness of data, forwarding it to IT Department for uploading of data for the use Sales Department.
• Registering all incoming and outgoing Documents (Job cards - Orders and Replacements).
• Secures job card copy (including details) of all confirmed orders.
• Enters job card details (job card number, customer name, project name, date forwarded, qty required for each process, ordered qty) in the output monitoring program (access).
• Updates daily processed and delivered qty in the monitoring program.
• Compares and analyze daily production output of all sections and advise foreman if there are any discrepancies found with regards to total processed qty and balances.
• Updates daily processed qty and delivered qty in the order status file to determine if there are any finished orders that are ready for delivery. Enters latest delivery date in the order status
• To expedite delivery of small orders those are pending in production.
• Prepares monthly delivery summary.
• Maintains file of production daily reports.
• Responsible for the management and control of all data both soft and hard copy received from the client and to ensure easy & quick retrieval of documents/information.
• In-charge of the routing and ensuring the flow of documents to the appropriate Engineer and Clients for preparation, processing and filing.
• Registering of Internal and external documents and maintenance of controlled documents registers.
• Sending of Reports and Submittals. Ensuring that the reports are acknowledged in case there is a dispute on whether the reports are received or not.
• Ensures changes are reflected in all controlled documents.
• Preparing necessary documents for qualifying tender bid for Soil Investigation Works, Geophysical Investigation Works, Topographic Survey works and Material Testing.
• Encoding correspondences such as quotations, enquiries, purchase orders, technical letters, method of statement and other needed document.
• Review incoming and outgoing correspondences and other documents, initiates replies as appropriate and follow ups to ensure actions are completed.
• Handling company e-mails, from receiving, distributing to concern person and initiates replies as needed.
• Receives all tender invitations. Prepares acceptance and declined letters.
• Organize and maintain records of all tenders (received, under preparation, submitted, and declined).
• Follow-up foreign orders and status of shipment outside the country.
• Responsible for opening Soil Investigation (SI) files upon receiving Local Purchase Orders from the customer.
• Responsible for ordering, coordination and safe keeping of office supplies.
• Handling incoming and outgoing calls, providing information, taking and relaying messages or direct calls to appropriate person, returning necessary calls if necessary (replacement as needed).
• Maintains record keeping system and schedules for staff and employee documentation.
• Responsible for the control security and confidentiality of employee’s files and other related documents.
• Performing administration related works including attendance and leave records.
• Responsible for timekeeping, monitoring employees leave and absences.
• Submitting monthly report for On-leave employees.
• In-charge of updating employees files.
• Perform other duties assigned by Director.
• Responsible for supervising, directing, and overseeing the RLM operations. Ensure the efficient and economical utilization of company assets.
• Responsible for developing and directing the staff.
• Responsible for the timely, accurate, and costs efficient reports generation.
• Address customer concerns and ensure the highest customer service level at all times.
• Ensure the accuracy and correctness of the system balance.
• Assists immediate superior in keeping departmental expenses within the budgetary guidelines.
• Procedure, Productivity and GWP standards adherence at all times.
• Liaising with Corporate QA and Depot Supervisor regarding directions, standards, and technical knowledge regarding sales return from customers.
• Recommend promo blitz for dented sale when deemed necessary.
• Dispatching of Good stocks transfer to different depots (warehouses).
• Coordination with the shipping lines regarding schedules of shipment.
• Coordination with depot supervisors regarding stock transfer.
• Printing of Receiving Report Finished Good stocks for billing purposes.
• Checking / validation of trucking & shipping lines billing.
• Provides assistance to salesman / depots inquiries regarding deliveries etc.
• Printing of Finished Products Requisition Slip (FPRS) for approved Sales Order.
• Allocation of Critical stocks, new products and promo packs.
• Checking of FPRS register to ensure that all printed FPRS has been forwarded / endorse to the dispatcher.
• Printing of blocked encoded Sales Order to credit & collection.
• Assist salesman inquiries regarding availability of stock (inventory) and deliveries.
14 Years of Education comprising of 6 years from Elementary, 4 years in High school and 4 years of Bachelors Degree. Graduated in 1999 with a degree of Bachelor of Science in Business Administration Major in Management.