Procurement Officer cum Project Coordinator and Office Administrator
Derwent Interior Decor LLC
مجموع سنوات الخبرة :17 years, 10 أشهر
•Coordinates with Estimation department for any services for projects bidding. •Identify and maintain lists of vendors and sources of supply for goods and services. Review, evaluate, verify, and process invoices and prepare payment requests. •Obtain and review competitive bids, quotes, and proposals from vendors and sub contractors; discuss evaluations and review with requestors or senior purchase officer to ensure full understanding of the need and that the proposed purchase will satisfy the need. Negotiate with vendors for the best price over contracted services and purchases. Coordinate with selected vendors on supply and delivery of purchased items •Prepares purchase orders for supervisory approval. Procure miscellaneous supplies, equipment, services and sub contractors from local and international market. Plan and coordinate time and delivery of purchases. •Prepare spreadsheets and maintain databases to track certain expenditures. Checks deliveries and processes bills and invoices from vendors and contractors and prepares payment vouchers. Prepare request for payment and responsible for cheques to be issued. •Prepares material submittal sheet along with the sample for each and every item once the projects on hand and to be handed over to Project Managers for client’s approval prior for processing of orders. •Prepares Operation & Manual book for the client once the project is completed.•Maintains purchasing records for each assigned budget object code (BOC). Makes recommendations Senior Procurement Officer for developing or revising internal procurement procedures. Performs other duties as assigned.•Provide furniture quotation to client as per their requirements.•Handle Petty cash.•To be the office focal point, in liaison with the Accounts team, for the processing of the invoices, petty cash handling and weekly Bank run.•Responsible for stationary items and groceries & refreshments.•Responsible with incoming & outgoing post, including assisting with dispatch of information and support. •Produce correspondence, reports and confidential documents in consultation with MD & OD.•Prepare request for payment and responsible for cheques to be issued.•Manage SALIK accounts, insurance such as office, vehicle, medical, workmen’s compensation, contract all risk and public liability insurance for on hand project.•Coordinate with HR & PRO in regards with visa processing, leave register, passport, employees necessary documents and travel arrangement.•Take minutes at internal & external meetings ensuring signed copies are maintained in appropriate systems & follow up action takes place within agreed time scales. •Organizing and coordinating internal, external events & meetings.
•To keep up to date with the activities of MD, OD and GM and support with the coordination & arrangements, including preparation of agenda & papers for internal & external meetings, appointments & travels in order to facilitate the smooth running of work.•Responsible for keeping & tracking the appropriate filing system of the company’s vital records, documents and files related to the company’s necessary document, operation and transaction.•Maintain company’s profile design, logo, outlook email accounts & website, setting up new email user accounts, maintain the file server and configuring & setting up new employee's work station.•Manage the labours monthly overtime sheets.•Coordinate with drivers and responsible for transportation.•Perform, support & manage all assignmentsthat are being given by the other department (Estimation dept., Procurement, Project’s site and Warehouse, Accounts, HR & PRO).•Act as the primary point of contact for both internal and external constituencies.•Manage all day to day accounting, secretarial, and administrative activities of the office.•Perform IT works, networking, trouble shooting & maintenance.
• Perform daily office routine such as answering calls, taking messages, screening phone calls, post & courier, taking minutes and meetings, attending to internal and external emails and correspondences as well as follow through on specific actions that need to be taken.
• Receiving and logging of documents.
• Handle cheque payables to be issued.
• Responsible for attending the clients and guests inquiries.
• Perform all administrative support & maintenance tasks such as proofreading, reviewing, recording & filing all the related files & documents.
• Maintain & update customer’s details through System Management Software.
• In charge of preparing, recording, filing and retrieving of reports and other documents used in business dealings and transactions.
• In-charge in purchasing company staff welfare & office supplies.
• Maintain & keep update the stock list & copies of certificates.
• Perform daily office routine such as correspondence and filing of documents.
• Responsible for all the couriers & shipments import & export.
• Handle petty cash.
• Prepare receipts for all the cheques received and responsible for depositing.
• Responsible for the entire invoice (local & export) through System Software.
• Maintain the records of all the local & international contacts of the company.
• Perform other related functions might be assigned.
• Manage and oversees the day to day constituency services and administrative support activities.