Commercial Executive
Mustafa Sultan Enterprises
مجموع سنوات الخبرة :28 years, 5 أشهر
Pre Delivery
Receiving the LPO Copies with Quotation (Final BOM) from Account Manager with Committed Delivery Date, Payment Terms, GM approval for ordering, Approved costing sheet and supplier quotations.
Sort the PO into Client, Enterprise, Networking and Samsung product verticals & intimate the line Manager for Purchase Process.
Creating material codes in SAP and sending to sales team for making the sales quote in the system.
Making sales quote and converting to sales quote to Standard and Back-to-back Sales Order in SAP.
Creating Purchase Orders in SAP and sending to Suppliers and Vendors.
Ordering Dell and Fujitsu items online.
Follow up with the approving authority to get the PO approved.
Follow up with suppliers for ETA and inform the Sales Team.
Inform the ETA to Account Manager and line manager to update their pipeline
Applying for TRA release, if the items require TRA approvals.
Arranging the shipment through DHL, Aramex and other freight forwarders.
After receipt of goods, inform warehouse to make GR and D.O. out the goods
Arranging PDC for the suppliers / vendors before delivery.
Applying for new supplier codes in the system.
Intimate stores to DO out the goods.
Coordinating the deliveries with the stores on daily basis/ and the approval to outsource the vehicle in case of heavy equipments delivery.
Checking Pending SO/DO on a regular basis and take necessary action.
Forward the SO Number with LPO Copy & Delivery Location to Stores and follow up for the Delivery for the stock items.
Pending SO/DO - confirmation from sales/ confirmation from WH/ sending to GM for approval/ deletion by IT.
Post Delivery
Receive the DO copy from the Stores and hand over the same to billing clerk for invoicing.
Make sure that all the monthly billing is completed on time.
Coordination with the Customer on the delivery of all items as per the PO and ensure customer satisfaction in terms of timely delivery of equipment as per the agreed timeline.
Hand Over the Invoice to the Account Manager for submission and note the same in a register.
Providing details to consolidate the invoice and requests for approval.
Receive the customer acknowledged invoice copy from Account Manager and hand over the same to concern Debt Collectors and note the same in a register.
Enter the payment due dates as per the LPO and invoice date in a register.
Maintain system invoice submission register.
Intimate the Account Managers / Debt Collectors, in the beginning of the week for the payments that are going to be due that week.
Keep reminders for outstanding to Account Managers / Debt Collectors, incase if there is a delay of more than 15 days, intimate the line managers in a separate mail.
Once after receiving the confirmation of payment receipt, move the invoice to sales closed category.
Liaising with Accounts to make the payments of suppliers and vendors on time.
Updating AR on a regular basis.
Update order register and send it to AGM on a regular basis.
Manage, plan and organize daily calendar.
Handling visitors, handling incoming and outgoing telephone calls for the boss.
Screening and sorting a wide variety of incoming documents.
Handling all incoming & outgoing mails.
Prepare folder for Meetings, prepare Agenda, prepare and distributes notes/minutes.
Taking minutes & keep records of the proceedings as required.
Scheduling appointments, both internal and external.
Scheduling appointments, both internal and external.
Handling air ticket bookings and hotel bookings (local and international) for the staff and Principals.
Taking 3 quotes from the travel agents and hotels for price comparison.
Organizing meetings, conference calls, draft agenda, prepare minutes of meeting.
Putting up papers for signature and forwarding it to the concerned.
Coordination with departmental heads for various reports for the meeting.
Prepare power point slides and presentations as required.
Filing all papers in their respective files.
Sending and receiving documents from Director’s / CEO’s office.
Preparing expense vouchers for reimbursement.
Preparing travel expense statements and forwarding for approval.
Preparing Inter Office Memos.
Preparing joining reports for the new staff.
Updating all employees files.
Preparing resignation relieving and acceptances letters and sending it to HR/ Admin / Accounts/IT.
Checking e-mails on a daily basis and giving printout to Boss.
Preparing documents for Board Review meetings and Budget meetings.
Preparing visa and training bond letters for the staff.
Sending Job Description to the consultants for hiring new staff as per the requirement and follow up with them.
Coordinating with H.R. department for scheduling video conference interviews for the candidates.
Updating attendance sheet every month in the system.
Forwarding attendance sheet to all and follow up for salary processing.
Follow up for payment to the consultants for new staff joining with accounts.
Arranging finger print and access card for new staff.
Arranging online visa for international travels.
Screening incoming calls and taking messages.
Reminding Boss in all his meetings.
To update all day to day activities for the Boss.
Allotting work to the driver on a daily routine.
Receiving visitors and handle based on the priority.
Correspondence with Overseas Customers.
Handling petty cash.
Business emails to be checked daily and forward to all the concerned and business correspondence to be carried out and documented.
Taking care of Director’s residence maintenance and repairs.
Managing records for all official personal International telephones done by staff.
Preparing documents to obtain approvals for recruitment.
Preparing approval notes and Inter office memos.
Maintaining individual files of all staff and update it.
Managing (office and staff) properties.
Communicate with H.O. Admin and Accounts department for all staff requests.
Obtaining approvals for the entire job which requires chairman approval and MD approval and updating the approvals whenever required.
Coordinating with H.O. maintenance for all staff furniture requirement, staff residence maintenance, flat handover procedures (normal flat handover and during staff separation)
Staff joining date, status location wise details to be updated.
Process stationary pantry requirements for all locations.
Handling purchase of materials for all the branches.
Process training materials order every month for the branches.
To generate monthly expenses on company telephones numbers.
Joining report and passport to be collected and forwarded to admin.
Answering and dealing with incoming and outgoing telephone calls.
Making travel and accommodation arrangements for Company Directors and Senior Managers.
Handling confidential information.
Handling Customer’s call and answer queries
* Direct calls and follow up in order to meet customers’
expectation.
* Review complaints, follow-up with departments
* Advise customers in order to ensure that complaints are
responded promptly.
* Making entries in the register for outstation messages.
* Handling Secretarial and Follow Me Paging desk.
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