Procurement Administrator and Brand Coordinator
Abu Issa Holding / Blue Salon
Total years of experience :17 years, 11 Months
Procurement Administrator Duties
• Monitor inventory stocks across all locations - local and international, observe whether appropriate items have arrived and determine what needs to be reordered.
• Prepare requisition/purchase orders and send copies to Supplier and other concerned department.
• Negotiate with suppliers on the material and order costs and compile cost reports for invoices.
• Update records and follow up with vendors to check if order is being processed.
• Resolve order or shipping issues like incorrect order received, late arrival of goods, shipment with short/excess/damaged items, and any related issue.
• Provide additional administrative support for team members as needed.
Brand Coordinator Duties
• Reports directly to the Brand Manager and assist in processing approved orders.
• Prepare and generate sales and stock reports as requested by the Brand Manager and Suppliers.
• Upload different promotions in the system and making sure that promotional prices are reflecting in stores.
• Handle basic admin duties such as answering phone calls, email correspondence, coordination to different department and Client, maintaining Client/Supplier’s records, data entry and reporting.
• Filing and segregating documents in different categories.
• Performs other related duties, as assigned.
• Provide administrative support in an organization to ensure admin-related activities are maintained in and effective, up to date and accurate manner.
• Handle CSD cash fund, evaluate the expenses and liquidate in a timely manner.
• Monitor and records expenditures in the electricity and water bills to recommend appropriate action
purposely to cut-down energy consumption.
• Review CCTV records and report to management any identified violations and admin cases.
• Monitor and issuance of office supplies and equipment including but not limited to water dispenser usage, visitor refreshment, sound system, hand pallet, tools used for building repairs.
• Generate monthly work and break time schedule of CSD personnel.
• Attend and record all admin related concern of employees and report to management.
• Serve as a primary point of direct administrative contact and liaison with other offices, departments and external institutions and agencies on a range of specified.
• Support HR Department on the implementation and observance of policies and procedures.
• Helps communicating and carrying out HR programs for employees assigned in CSD.
• Gather and evaluates incident reports and submit to HR officers for recommendation of the appropriate actions.
• Handles attendance processing of all promodisers and forward to agency for payroll.
• Coordinates with agencies on recruitment, disciplinary action and separation processes in accordance to different outlet requirements.
• Coordinates and monitors with agencies on personnel matters such as payroll matters, employee benefits, and other necessary things.
• Coordinates with outlet’s head office and branches on personnel matters.
• Checks and verifies accuracy of semi monthly billings of agencies.
• Submits & monitors the approval of new items, change in prices, etc. of all products available in the stores.
• Performs other related duties, as assigned.
• Responsible for secretarial duties to the Operations Director.
• Schedules meetings, travel and appointments for the Operations Director.
• Keeps Operations Director informed of meeting schedules and report deadlines.
• Processes various administrative records, organizes and maintains office files.
• Maintains a filing system for general records, reports, correspondence, etc.
• Prepares itineraries and makes reservations as necessary.
• Performs other related duties, as assigned.
• Works closely on Sales Team to ensure satisfactory of customers.
• Receive calls, correspondences, faxes and emails from general public should they have order or queries on our service.
• Communicate and helping existing customers and possible customers with regards to their upcoming events by providing our pre-set menus and menus that are the best ones for their budget.
• Process online & phone call buffet reservation for existing & new customers.
• Process, investigate and resolve complaints and feedbacks generated by customers.
• Handling all incoming call inquiries, complaints and ad hoc request from customers that includes processing of booking, amendment and cancellation received via telephone, email, and fax.
• Managing customer interaction effectively, identifying needs and offering solution(s) to the client/customer.
• Following up on the feedback and escalation it within the internal department and to the client/customer.
• Escalating unsolved issue to the Team Leader or Supervisor.
• Forwarding customer’s comments to Team Leader for service improvement.
• Responsible for receiving and transferring incoming and outgoing calls.
• Receiving company’s emails & prepare correspondence.
• Recording and updating Managing Partner’s meetings and appointments.
• Preparing Memos, Exit Permit, Employment Contract and other necessary documents.
• Arranging hotel reservation and transportation for the company’s guest.
• Responsible for following up itinerary for new staff/employees.
• Organizing airport pick-up and accommodation for new staff/workers.
• Receiving incoming documents/shipments locally and internationally.
• Welcoming and assisting company guests and clients.
• Filing and segregating documents in different categories.
• Typically performs data entry and verification.
• Verifying primary information related to ones account.
• Tracks and ensures quality of data entry.
• Handling incoming and outgoing calls (inquiry, shipment booking, etc.).
• Scheduling shipment pick-ups and some delivery appointments.
• Communicating any changes, problems or delayed deliveries to the shipper or concerned person(s).
• Keeping records of such handled customers, updating customers about their sent shipments internationally.
• Monitoring shipments and communicating any service problems to client.
• Does telemarketing and visiting client(s) along with the Sales Representative.
• Recording information and preparing reports in weekly & monthly basis and as requested.
• Filing and segregating documents in different categories.
• Assisting walk-in clients.