Maria Rubielyn Gutierrez

Logistics Executive
 Manage of all logistics matters with reference to both import & export.
 Prepare and manage the logistics system to optimize time management.
 Coordinate with the sales department and distributors for the order process and payments.
 Sending AO (Acknowledgement Order) from ERP System and send it to the respective Distributor.
 Following up with the distributors for Advance payments and/or outstanding balance.
 Sending PO (Purchase Order) to our Supplier Nihon Kohden main in Japan and other subsidiaries of NK in different countries.
 Preparing Invoice, Packing list, COO and all related shipping documents required by the distributor for each shipments.

 Shipping documentation preparations for customs & L/C requirements.
 Applying Certificate of origin from Dubai Chamber (If necessary).
 Ensure the safe receipt, storage, retrieval and timely dispatch of goods.
 Closely monitor all shipments.
 Always coordinate with Finance/Accounting Department with regards on payment.
 GRN and Receiving entry in the system. Make sure that the amount is matching.
 Implement and ensure proper and smooth operations, incoming and outgoing system through computerized administration and retrieval systems (SAP ERP system).
 Closely monitor all shipments.
 Monitoring of any changes on government regulations regarding export-import procedures.
 Preparing/Requesting the documents required for the registration to the distributors.
 Coordinate to Local Warehouse (DXB) for the updated stock list and shipment.
 Coordinate with different forwarder and get the flexible/competitive rate for the shipment.
 Filing and Keeping the record for all the shipments.

Travel Administrator & Logistics Coordinator
Carry out all logistics arrangements of consultants such as hotel, flight, and transportation booking, visa processing, and other related paperwork while maintaining proper documentation and assist the Account Managers in daily administrative duties.

 Prepares PRF (Purchase Request Form) & LPO (Local Purchase Order) in NAVISION with regards on all business travel for all MPH offices and Consultant
 Communicates with Public Relation Officer (PRO), Clients, Visa Agencies, Embassies, and Consultants for arranging Visa and Work Permits.
 Coordinates with Client regarding meet and greet arrangements.
 Obtains approvals for purchase of tickets, booking of hotels, etc. for Consultants (Mobilization/Demobilization personnel for Oil & Gas onshore & offshore projects)
 Research, negotiate, and secure rate with airlines, car rental companies, and hotels. (Dealing with different travel agencies)
 Arranging Business Travel Plan and accommodation for all employees (MPH Offices - Globally) and company guests.
 Serve as a general resource and point of contact for travel-related issues; assist employees with travel-related concerns.
 Follows up with Consultants on the required documentation related to Mobilization/Demobilization process (medical checkup, trainings, etc).
 Collects all necessary documents like passports, IDs, etc. from the recruited consultants.
 Assists Account Manager with regards to Logistics matters and provides them all information about mobilization status.
 Coordinates with Finance Department regarding approvals for the LPO, Payments, and Supplier Invoice etc.
 Coordinates with Assistant (Human Resources) on matters related to Medical and Insurance Certificate of Consultants.
 Coordinates with other Logistics team members.

Organizational Relationships
Reports directly to the Human Resources Manager & Operation Manager. Works in conjunction with Accounting to ensure accurate, complete, and timely processing of travel requests and LPO.

Purchasing
 Selection of Vendors / Suppliers for office requirements.
 Secures office supply needs at the best price, highest quality, service and delivery.
 Follow up with suppliers for on-time delivery of orders.
 Prepare PRF (Purchase Request Form approved by the manager) and Create LPO (Local Purchase Order) in NAVISION.
 Maintains supplier relationships to ensure we obtain best quality, delivery and price for goods and services.
 Coordinating with Finance Department with regards to approvals for the LPO & Supplier Invoice.
 Dealing with Freight/Company Courier. (Import and Export)
 Sourcing Quotations, Negotiating, Closing Packages, Comparisons.

Logistics & Sales Coordinator
 Receive PO and Quotation from Sales Department to process the Order. Prepare Order Confirmation & Proforma Invoice through Sage ERP ACCPAC.
 Check the availability of the materials in the System and double check in Actual. (Process the Order and Follow up the payment to release the shipment. /Out of Stock Item will-Update the list and the manager to order directly from supplier).
 Coordinate with all the suppliers (shipments-export/import). Follow up regards to all the orders being placed and check the shipment status.
 Answer all the queries related to products availabilities or shortages.
 Receiving all imports goods coming through Road, Air or Post parcels. Once the materials Scan and added on List/Stock, Prepare GRN and Process Delivery Note, AWB and other shipping documents for dispatch of the materials to the customers.
 Prepare Invoice, Delivery Note, Packing List for all international export items for custom purposes
 Arrange the shipments import or export and monitor the clearances up to the point of destination.
 Dealing with Freight/Company Courier. Track & follow-up for timely receipt of cargo.
 Online Application of Certificate of Origin at Dubai Chamber and other customs documentation / Clearance as required for the shipment.
 Preparing and coordinating for the shipment which mandatory for SASO certification.
 Prepare Gate Pass and Other Documents for Bill of Entry for Jebel Ali Shipment.
 Work in partnership with our customer to deliver the right product at the right time and at the right place.
 Interact professionally and develop added value relationships with allocated customers, providing excellent and consistent customer service & perform other duties as requested by the Manager.
Procurement Assistant
 Prepare purchase orders and send copies to suppliers and to departments originating requests.
 Determine if inventory quantities are sufficient for needs, ordering more materials when necessary.
 Respond to customer and supplier inquiries about order status, changes, or cancellations.
 Perform buying duties when necessary.
 Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
 Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers
 Prepare Inquiries, Quotations, Purchase Orders & customer Invoices.

Sales Coordinator
 Received Sales Leads and Enter in CRM to be assigning to correspondent Sales Person with the approval of VP/Sales Manager.
 Make Quotation in CRM (back-office support of Sales Person) & Send Quotation to the customer if advise by the Sales Person.
 Promote New Customer with account number in CRM.
 Take Action for RMA/ Faulty Units from Customer and do necessary action.
Finance Support
 Payment follow-up for the customer with available order - in Advance Terms - Cash, CDC or PDC.
 Checking and make correspondent report for courier Invoice.
 Follow-up the updated SOA from our Courier and forward to Finance Dept.
 Making Report for PRO Billing and Invoices.

Shipping Coordinator (In-House-Project Based)
 Assist and Approve Ocean freight & Air freight Shipment (Import and Export)
 Continues monitoring to ensure quality, cost & efficiency movement of the cargo.
 Responsible for monitoring shipment of Analog Devices Gen.Trias Inc & PI.
 Advise shipping instruction for Import and Export.
 Shipment Monitoring thru website checking via cargotracking.utopiax.org & update our consignee for the arrival of their shipment. Track & follow-up for timely receipt of cargo at destination.
 Administrating and updating internal shipping logs.
 Day to day coordination of all Import and export shipment activities.
 Prepares a daily report on the status of the shipment to be submitted to the parties involved/ Ensure customer satisfaction by providing Shipment status report daily & Monthly report via graph format.
 Customer Service (Handling customer complaints for ETD & ETA of their shipment)
 Coordinate at Receiving Department if the cargo was received in good condition.
 Scrutinize customer order processing to ensure on time and accurate delivery.
 Reviewing of pending orders for better planning in future to avoid delay in delivery of goods.

Analog Devices Gen. Trias Inc.
Purchasing Assistant (Assistant Buyer)
 Buyer’s Counter-part at Analog Devices Purchasing Department-Handle purchase order of both local and foreign vendors using SAP Application.
 Proper planning for time delivery on shipments to our various sites and coordinating with vendors.
 Continues monitoring of email from suppliers to update shipment.
 Sending PO’s to Analog Suppliers via email or Fax.
 SAP Amendments and Adjustments/changes of PO’s as assigned by Analog Buyers.Handle and arranging sales contract.
 Communicate to the Vendors via email & calls from time to time for scheduled shipments to their End-users.
 Coordinate with Traffic Department (Logistics) for all shipments and Accounting Department if required