Adminstrative Specialist
Arabian Fal Company
Total years of experience :24 years, 4 Months
• Provided administrative support to the accounts department for all payables, and invoices for payments.
• Managed all purchase orders with advance payment. Book and maintain all invoices in the SAP System.
• Clear all purchase orders with payments.
• Establish budgets for material supply and product consumables
• Ensure purchase activities
• Consult with suppliers, compare their conditions, and prepare the list of approved suppliers
• Ensure that any intended order in consumable, office furniture is evidenced by a purchase requisition submitted to the supervisor for approval
• Track orders in progress and re-launch in case of delay
• Ensure the submission of claims to suppliers for quality defect or lack of articles or delayed delivery and may require a credit
• Ensure the implementation of the purchase process
• Elaborate the monthly purchase report
• Sign purchase requisition and maintain related records
• Prepare and Update the list of updated Supplier
• Implement and Follow the needed corrective/preventive action
• Calculate the HSEQ KPI relative to the procurement process
• Prepare the Monthly Activities Report
• Maintain all Needed Record
• Coordinate with the management and sales team for the best plan opportunities.
• Coordination with suppliers and vendors to ensure the maximum outcome benefits for the company goals.
• Report to the management daily, weekly, verbal, and written reports up to date.
• Responsible to source new vendors suppliers.
• Prepare necessary submittals required.
• Supervision on logistics, administration, and procurement, and necessary documentation e.g. delivery notes, invoices, payments, quotations, etc.
Results-oriented Strategic procurement Professional with around 10 years of experience in Procurement field worked as Procurement officer.
• Well experience in handling contracts for Engineering Projects from vendor selections,
technical and commercial discussion.
• Well experience in procurement, expediting, supply chain planning and Inventory replenishing.
• Expert in negotiation and analyze the different types of relationships that impact on commercial negotiations.
• Well experience in maintaining the good relationship with the Supplier, & client by
fulfilling their requirements.
• Proactive in understanding the End User needs and Project demand.
• Familiar with various types of Material Testing techniques.
• Familiar with MS Office Applications.
• Possess demonstration ability to work effectively and congenially with employees at diverse levels.
• Possess Excellent analytical, management, administration and problem solving skills.
• Well knowledge in specification of pipes, Flanges and fittings
• Well experience in operating Oracle ERP tool, SAP, MS office.
Project : Raz Al Khair Power & Desalination Plant
Owner : Saline Water Conversion Corporation (SWCC)
Project Cost : 2.4 Billion USD
Role as Pre-Qualification Administrator
Responsible for receiving, checking and review of all received Pre-qualification from all subcontractors and departments including CJV.
• Coordinate with sub-vendors/CJV, ASC Engineer’s for any discrepancy of all documents submitted by all department engineers
• Answer all correspondence e-mails of all sub-vendors, engineers & managers related to the pre-qualification status, etc.
• Follow-up sub-vendors / all departments’ engineers /CJV, for the outstanding discrepancy of the pre-qualification submitted to procurement dept.
• Submission of all finalizes pre-qualification to SWCC for getting approval.
• Follow up the status of the pre-qualification to interface or client (SWCC) if necessary and attend meeting if required.
• Receiving of SWCC reply for all submitted pre-qualification and make action to follow up sub vendors for additional requirement needed if required. Distribution of SWCC fax letter related to Pre-qualification submitted.Maintain the record update of all sub-vendor lists
Role as Procurement Officer
• Responsible for the entire vendor selection process starting from floating enquiry till procuring and transferring materials to the site.
• Create RFQ for the materials and services, for projects, departments, for project materials, consumables, fixed assets, equipment’s, services and sub contracts.
• Locates and establishes vendors for materials as requisitioned by Engineering/Project Management.
• Float RFQ to suppliers, follow up and obtain quotations.
• Techno?commercial evaluation and preparation of comparative statements.
• Issuing Purchase Order to the suppliers as per the requirement of project.
• Receive purchase order acknowledgement and execution schedules from suppliers.
• Ensure material purchased meets requirements and applicable specifications.
• Follow?up on material delivery and documentation requirements.
• Follow client standards and procedures for inspection, documentation requirements and delivery requirements.
• Work with material department/ shipping in resolution of material delivery issues.
• Coordinate logistics activities between supplier and concerned parties.
• Generating reports in ERP and MS-EXCEL for the Purchase requisitions, RFQ’s and PO’s.
• Weekly planning and progress report according to project requirements.
• Monitoring of the Document control and expediting activities concerning the above purchasing documents.
• Attending client meetings and meetings with project team.
• Attending vendor facilities, as necessary in expediting and follow up.
• Generating vendor database for the materials and services.
• Vendor evaluation and Vendor registration.
• Maintaining vendor relationship, vendor database and tracking the performance of existing suppliers.
• Prepares, checks and issues inquiries ensuring quotations are submitted within specified period.
• Making comparative analysis document that is related to technical specification, scope of work, price, delivery terms, payment terms and other technical and commercial conditions deemed necessary.
• Summarizes the available quotations and forwards a recommendation to Engineering/Project Management/sales based on price, quality, delivery, service and commercial viability.
• Ensure that all relevant documents and approvals have been obtained and are accurate prior to purchase order processing.
• Placing Purchase Order to the suppliers as per the requirement of project/Sales.
• Expedites and tracks status of all technical documentation for both Supplier Purchase Orders and Contracts.
• Maintains full records of requisitions received, inquiries issued and purchase orders placed on each project.
• Receive purchase order acknowledgement and execution schedules from suppliers.
• Ensure material purchased meets requirements and applicable specifications.
• Facilitate pre and post award meetings with vendors.
• Identify, evaluate, prepare and negotiate change orders; process changes with vendors as directed.
• Work with material department/ shipping in resolution of material delivery issues.
• Authorize third party inspection agencies for taking up inspection activities. Receive test results from inspector engineers and follow up approvals by QA/QC.
• Plan shipping for critical/big packages prior to readiness of consignment. Coordinate with Expeditors and logistics officers for quick transportation of materials to site.
• Coordinate logistics activities between supplier and concerned parties.
• Maintain daily and weekly reports on the materials received status, OSDRs/NCRs, Inventory status as well as Material Requisition status and forward it to the management.
• Work with accounting department in resolution of invoicing issues.
As Administration Staff
Answer telephone inquiries and electronic mail messages. create and reply to correspondences to our clients and potential buyers, prepare necessary materials and reports needed in presentations to potential clients; schedule and confirm appointments and meetings of employer including travel arrangements and reservations; record and prepare minutes of meetings regarding existing; performance of the company and the improvements needed to increase sales, among othersgreet and guide walk-in customers to employer or to proper point person; attend meetings, conferences or conventions with employer; provide suggestions on how to improve our workflow; conduct research on new products or brands that can be offered to our clientele
As Purchasing Assistant
Oversees procurement of supplies, equipments, office furniture's & fixtures, office machines whether for trade or required for the company's normal business operations considering factors such as quality service terms reciprocity and price offered by vendor; Determine prospective suppliers through inquiry, sealed bidding or price quotations.Monitor stock level of office form used.Seek management approval for office forms, business cards and sticker's layout prior for printing. Prepare canvass sheets and submit together with the approval requisition forms to the Operation Manager & Executive Director for Final approval.
Worked on team andResponsible for day to day selling activities of the store, responsible for data entry, sales report and inventories, visual merchandising, handling cash transaction and insure that it was deposited in the bank in the absent of the manager.Assign sales staff to duties and prepare work schedules.Authorize payments by check and the return of merchandise. Sell merchandise to customer’s .Resolve problems that arise, such as customer complaints and supply shortages.In a short span of my stay with the company, while best performed the above mentioned responsibilities, I become more customer oriented and self motivated person which resulted to a great contribution to reach company's sales target for 3 years consecutively.