Sales & Marketing Assistant cum Coordinator
Atelier21 member of Salam International LLC
Total years of experience :12 years, 11 Months
• Provide clerical jobs for the Sales Division Manager.
• Responsible to preparing Pre-Qualification Submittal.
• Received Internal or External mails and then track and distribute to the concern receipts or department in a timely manner.
• Filed and/or retrieve submittal documents, records, and reports as per request and maintain records management systems updated.
• Handles the quotation offer submittals for the client.
• Provides HR admin coordination and petty cash and expenses budgeting.
• Assisting in the ordering of key supplies and acting as a purchaser for some teams.
• In-charge to the procurement and purchasing of Office supplies and Project materials order.
• Categorized correspondence such as incoming & outgoing letters, faxes, emails, memos, submissions, and reports in order to determine its significance and distribution.
• Manage and maintain the updates of GM’s schedules.
• Attend promptly to all incoming calls, ensuring that they are screened and directed appropriately and
efficiently.
• Sort and distribute correspondence as per its importance which includes letters, faxes and emails.
• Compile LPOs, Invoices, Reports, Correspondence, Financial Statements and all Office Documents.
• Control, secured and maintains the update of the corporate documents, records, and reports.
• Assisting in and supervising the procurement of materials, services, rent of equipment & vehicles and
other procurement activities as directed by the General Manager.
• Composed the response letter for the queries or request for clarification received from the subcontractor or vendor, submit to the manager for review and finalization then send as reply.
• Assisting in the ordering of key supplies and acting as a purchaser for some teams and Handle petty cash and expenses budgeting.
• Communicating opportunities to achieve better value for money through better procurement practices.
• Any other procurement or purchasing requirements as requested by the General Manager
• Provides HR administrative coordination in the areas of recruitment, training and development,
people and performance management as well as updating and maintenance of HR records.
• Coordinates, negotiates and liaises with employment and advertising agents on service fee, PRO & recruitment services and interview schedule.
• Prepare and Conducts orientation program to new employees and assist in informing them of human resource ISO policies, programs and company’s regulation as need.
• Provide full administrative and secretarial support to the Executive & Contracts Manager, typing correspondence, Draft Minutes of Meeting, report etc. with responsibility for the visual presentation of all documents.
• Schedule and coordinate meetings, appointments, events and other similar activities for Executive & Contracts Manager, which also include travel and lodging arrangements.
• Take responsibility for the efficient running of the various office systems, anticipate, and resolve problems as they arise.
• Act in a professional manner as an intermediary for the Division Director and Executive & Contracts Manager between external Trust advisers and all other parties both external and internally as necessary.
• Handle the preparation of visual presentations using presentation software, compilation of CD ROMs and other high quality visual presentation materials.
• Establishment, maintenance and operation of an effective, reliable and efficient system of filing and record keeping for all records, drawings and documents associated with the tenders including electronic records.
• Provide an efficient messaging service for the office and associated personnel across the team.
• Assist and contribute to and respond to the work of the Division Director and Executive & Contracts Manager to ensure that the requirements of the planning process are met.
• Perform as the primary interface on behalf of the Division Director and Executive Manager to ensure effective verbal and non -verbal communications are maintained.
• Create and maintain accurate, organized, and complete tender documents, tenders tracking system and tenders files archive.
• Set up and maintain a filing system (Electronic & hard copies) for all project’s documentation with log/tracking system and reference under the supervision and instructions of the Dept. Manager/Project Manager.
• Receive documents, shop drawings and distribute to the concern architect/ engineer as required by P.M.
• Provide preliminary review of shop drawings for conformance.
• Prepare change notice summaries for client or managers review.
• Scan and data base the approved shop drawings. Keep current hard copies and file supersede version.
• Handle submission of documents or shop drawings via ACONEX documentation system and accurately register with the complete information.
• Maintain the accurate registration of document using ACONEX such as Letter, Request for Information (RFI), Memo, Response to RFI, Transmittals etc.
• Review all the correspondences and drawings given by the architects and engineers if it is on the proper format before register in ACONEX documentation system
• Providing a wide range of secretarial duties, including typing Assignments, Correspondence, Reports Generation, Draft Minutes of Meetings and other formal actions as required.
• Receiving, directing, and relaying telephone messages and fax messages.
• Maintaining and reviewing calendar to ensure the CEO are fully briefed on scheduled agenda items.
• Assist the planning and preparation of meetings, conferences and conference telephone calls.
• Schedule the appointments, meetings and various conferences for CEO.
• Assembles and organizes all background materials required for meetings and briefs CEO on data prior meeting.
• Handling travel arrangements and hotel bookings of the CEO if required for business trips
• Received, checked and file invoices and delivery notes from the supplier.
• Determine the cost of purchased or manufactured products
• Analyze the variance between costs and standard costs
• Study and explain corporate performance to GM
• Prepare the forecasted financial statements and analysis reports such as management profitability
• Provide secretarial support to the Cost Analyst & Sales Manager.
• Maintain the proper processing of encoding customer’s payment using POS machine.
• Calculate total payments received during a time period, and reconcile this with total sales.
• Answer and resolve customers' questions, complaints and provide information on procedures or policies.
• Keep periodic balance sheets of amounts and numbers of transactions.
• Establish or identify prices of goods and tabulate bills using calculators, or optical price scanners.
Basic knowledge for operating the application stated.
Vocational studies on Photoshop Application
Bachelor of Science in Nursing 2005-2007 (3rd yr level) Incomplete
BS Computer Science major in Programming
