Assistant Officer - Procurement/Secretary/Personal Assistant
Voltas Limited (IOBG)
Total years of experience :23 years, 8 Months
-Preparing purchase orders, sub-contracts and reports using SAP.
-Preparing Letter of Intent, sub-contracts, rate contracts and comparative statement.
-Assisting and maintain personal files of the Procurement Head & Managers.
-Coordinate with site offices. Provide purchasing support through checking and verifying thoroughly all PR’s issued by Site office prior to the system, approval and looking for alternative suppliers through the internet.
-Check and compare quotations from the suppliers to support supervisors and procurement team. Compare prices, specifications, and delivery dates.
-Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems in the absence of procurement team members.
-Prepare, maintain and review purchasing files, reports and price lists.
-Maintain and update Supplier's contact lists, Supplier's calling cards, and prepares as well as analyze Surveys such as Vendor Data Registration survey, Internal Customer Satisfaction survey and Vendor Evaluation & Recommendation survey.
-Check the English mistakes on the contracts, and all the required signatures. Maintain and update as required, a departmental filing system, which ensures that documentation is easily accessible.
Updating and maintaining the IT asset list.
- Receiving delivery of IT equipments
- Issuance of new IT equipments and receiving the old equipment
- Maintaining the IT Store
- Visiting/Inspecting the IT Assets of Service Stations in all areas including Abu Dhabi, Al Ain, Western Regions and Northern Emirates.
- Preparing report/asset distribution list to be submitted to Finance Division.
- Coordinating with the Suppliers and all areas IT Technical Support staff
- Preparing request for payment using Oracle system
- Asset write off
Schedule appointments and maintain calendar of activities of the Executive Director. Performs and places calls, responsible for answering and screening telephone calls for the Executive Director. Coordinates with the Secretaries of each member-banks, especially the members of the Board of directors relative to Executive Director’s instructions. Responsible in taking, transcribing and preparation of fax messages/transmittals & presentations. Handles, prepares and organize the quarterly general membership meetings. Prepares payrolls, checks, statements of accounts if the Accountant is not available. Handles hotel bookings, flight reservations and other requirements of the Executive Director and members of the Board of Director
Handling 201 files and other confidential files; making payroll, responsible for paying schedule of payables (such as SSS, Philhealth, Taxes, miscellaneous); preparing checks and budgeting petty cash; making fliers and other marketing materials; telemarketing; preparing invoices, delivery receipts, and issuance of official receipts; coordinate with the suppliers.
Preparing quotations, brochures, fliers, delivery receipts, invoices, official receipt and other documents needed by the sales/account managers; keeping files; attending and participating in the conventions/symposiums as part of sales promotion and marketing strategies of the company.
Handling calls, preparing quotations, arrange schedule of deliveries and maintaining client files. Reporting directly to Manager/Owner.
Written Case Analysis & Oral Defense - 1.75 (Highest Grade is 1.0)
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