Office & Logistics Manager.
Intercool Co., For Import & Export
Total years of experience :20 years, 0 Months
Scope of work:
- Process all customers' orders which include various dealings with foreigners from different nationalities, as well as dealing with clients from different Arab countries.
- Recognize and reconcile any potential order conflicts such as delivery/shipping delays or out of stock situations to ensure customer orders will be delivered on time and complete.
- All important documentations and orders received in Arabic are to be translated into English Language in the required time frames.
- Follow up on payment with the clients to ensure on time payment transferences.
- During my work, I acquired good knowledge and experience in handling all the procedures and requirements of shipping international shipments through dealing with various shipping agents and forwarders.
- To keep manager informed of critical issues.
- My work mainly based on the good knowledge of INCOTERMS 2000 which are internationally accepted commercial terms
- Open Letter of Credit
- Follow sending the shipping documents from supplier to the bank after checking them if we have payment facilities or not, legalization, the consignee name and notify parts.
- Check with the forwarders the good rate and discuss with them the rates before taking the confirmation and then follow with selected forwarder
Scope of work: SCM Assistant - Operations Departments.
Administrative Duties:
- Create, compose, and edit administrative correspondences and documentations; screens and evaluates incoming and outgoing correspondences and prepares responses as appropriate.
- Responsible for all administration Tasks (Writing letters, memos, filing, faxes, mails, minutes of meeting, calls …etc).
- Issuing all (Orders to pay, Repair orders, Purchasing Requisitions).
- Translation, handling all correspondences.
- Coordinate with the Human Resources Department (Salaries, leaves, Overtime, etc).
- Prepare all Exhibitions and organizing all the Events.
- Follow up purchase orders and corresponding bank procedures.
- Receiving indent orders from different sales departments (TLP, P&A, FUN, LSC and MB) in the DIB system (Date entry + filling).
- Prepare the Monthly Turn over report (DIB).
- Responsible for company medical insurance.
- Prepare all payments for cargo insurance.
- Responsible for hotels reservations and bookings.
- Handling all the facilities and accommodation for foreign employee.
Finance Duties:
- Issuing all corresponding financial documentations (Invoices, credit notes and money transfer letters, etc).
- Responsible for issuing Letters of Guarantee (L/G).
- Responsible for the procedures of the local Letter of Credit (L/C).
- Reporting all the returned cheques, and then submitting it to sales department.
SCM Assistant of IMPEX Desk:
Scope of Duties:
- Operating all the importation procedures including all correspondences with suppliers.
- Receiving purchase orders from different divisions and revising before importation procedures.
- Specify terms and conditions concerning importation and notify the suppliers.
- Solving any problems related to shipments and coordination between suppliers and shipping companies to ensure arrival of the goods on time.
- Working out import formalities required for shipping documents needed for banking procedures.
- Following up and handling all the shipping procedures and insuring the availability of all shipping documentation proper.
- Working out all formalities concerning exportation.
Working at AVAK \[Danfoss Agent in Egypt and Libya\].
Logistics Coordinator:
Scope of Duties:
- Process all customers' orders which include various dealings with foreigners from different nationalities, as well as dealing with clients from different Arab countries.
- Submitting quotations to clients through coordinating with the technical department in accurate manner to facilitate superior on time and complete service to our customers.
- Recognize and reconcile any potential order conflicts such as delivery/shipping delays or out of stock situations to ensure customer orders will be delivered on time and complete.
- Coordinate between the clients and our after sale service crew to ensure an ongoing and continuous customers' satisfaction.
- All important documentations and orders received in Arabic are to be translated into English Language in the required time frames.
- Follow up on payment with the clients to ensure on time payment transferences.
- During my work, I acquired good knowledge and experience in handling all the procedures and requirements of shipping international shipments through dealing with various shipping agents and forwarders.
- To keep manager informed of critical issues.
- Monitor action list daily to reconcile order exceptions that could cause delays in customer deliveries.
- My work mainly based on the good knowledge of INCOTERMS 2000 which are internationally accepted commercial terms defining the respective roles of the buyer and seller in the arrangement of transportation and other responsibilities and clarify when the ownership of the merchandise takes place. They are used in conjunction with a sales agreement or other method of transacting the sale.
Secretarial Duties:
- Handling all incoming calls and communicating with customers in appropriate manner.
- Responsible for all administration Tasks (faxes, mails, minutes of meeting, etc).
- Data Entry for all statistical information.
- Preparing weekly and monthly reports.
- Attending relevant meetings.
Interpersonal
To guarantee the smooth flow of the business, I must assure that management is provided with the tools and environment needed. I would also confirm that the reservations and meetings are scheduled before hand without any possible delays. Upon arrival, the guest will be provided with a draft of the visiting program to ensure complete satisfaction.
Operational Management:
With the frequent travel of the management personnel, I would take complete responsibility of the operational issues taking place within the office and in some cases critical decisions should be taken on spot to ensure the work flow. Also my role would include ensuring that payments reach the headquarters on time and the exact expected amount.
My work also involved handling orders with the clients here in Egypt and ensure that the channels of communications are opened between the clients and the mother company branches around the world; which helped in building my interpersonal as well as operational skills.
Mother Company coordinator:
Headquarters being in China, Denmark, Germany, Mexico, Poland, and Slovenia while us serving both the Egyptian and the Libyan markets, I was the main point of contact between the mother company abroad and Middle East coordinating between two sides to ensure the flow of business and goods reaching the clients on time.