COMMERCIAL / OPERATIONS COORDINATOR
NICO INTERNATIONAL
مجموع سنوات الخبرة :18 years, 7 أشهر
• Report to Operations Managers and is responsible for receiving inquiries, preparing Quotations as detailed by Operations Manager and Engineers, corresponding to clients worldwide and monitoring job orders.
• Open job file in system and maintaining record of all jobs and cost on file.
• Contact suppliers / vendors and obtain quotations for material procurement and following up orders.
• Coordinates with shipping lines and forwarders. Handling and preparation of shipping document follow up on shipments.
• Ensure that all requisitions / purchase orders are raise for services received & follow up on subsequent received invoices to accounts payable for processing of payment.
• Arranging gate pass from various ports.
• Coordinates booking of flight tickets, visa processing procedure (UAE or other country) for Engineers / Technicians.
• Follow up for clients Purchase Order.
• Collates necessary documents for invoicing such as Inquiry, Quotations, Service reports / timesheet and gather cost of the job and prepares invoice to clients.
• Prepare monthly sales report and submit to Operations Manager.
• Transact business correspondence to our valued client.
• Receives job order and open job file in system and coordinate with Operations Manager and Engineers and mobilize manpower on the job.
• Updating work in progress on a regular basis and job book file with invoice details.
• Prepares final Invoicing to client and ensures Invoices are dispatch on time.
• Transact business correspondence to our valued client worldwide.
• Liaising with ship agent about the vessels next port of call and ETA to arrange on time shipments of supplies, materials and technicians attendance for repairs and inspection.
• Maintain and monitor job number, prepares job file and job card for each and every job.
• Prepares shipping documents and coordinates with shipping lines and forwarders.
• Compiles data from vendor invoices and supporting documents to verify accuracy of billing data and to ensure receipt of items ordered. Compares invoices against purchase orders and shipping and receiving documents to verify receipt of items ordered.
• Contacts vendors / suppliers regarding errors in partial or duplicate shipments, prices, and substitutions.
• Prepares final Invoicing to client and ensures Invoices are dispatch on time.
AS MARINE COORDINATOR
• Maintains records including filing of:
o Received inquiries and quotations forwarded to and by Commercial Department.
o Purchase Orders received.
o Assign Job numbers/ sub-job for both quoted and direct jobs.
o Inform Ops Manager/Assistant managers of respective department for mobilization of manpower/material/scheduling of work.
o Ensure that all Forms being used within Operations Department are duly updated in line with QC Standards to pass all internal and external audits.
• Maintains good and systematic filling system of incoming and outgoing documents/mails of the office routines to job files for easy retrieval.
• Liaise with OEM representative and Agents for deputing engineers as requested, follow up, and doing Job Invoicing.
• Co-ordinates booking of tickets, obtaining visa with travel agent and Administration department respectively.
• Receives job reports, certificates and forwards to client as required.
• Receives landed items, opening of job card, monitoring of work completion and delivery of items to client.
• Prepares documents for shipping and tracks material shipment.
• Co-ordinates and tracks requisitions raised for purchase/quote, prepares estimate for additional cost/work.
• Transact business correspondences to our valued client worldwide.
• Prepares daily work schedules, inputs to be obtained from Operations Manager.
AS INVOICER (Dubai and Fujairah branch)
• Prepares Invoice with details pertaining to job costing summary - invoice value, cost incurred, profit margins.
• Gathers data from customer Purchase order, quotation, analyzes / checks billing information and ensure that the pricing are accurate.
• Ensure that all labor and material costs are entered correctly for the time and material utilization report.
• Correlate correctness of quotation from Sales and Technical department.
• Checks and ensures original scope of work and additional jobs have signature of the clients.
• Collects information from the receiving and stocking department to verify that the materials on the invoice were received into the system.
• Collated all relevant documents, follow up PO and prepare invoice for dispatch thru mail or clients system.
• Archives invoice data accordingly and ensure all correspondences are available on each respective file.
• Updating work in progress on a regular basis and job book file with invoice details.
• Monitor Company expenses and handles petty cash.
• Maintain a legible, easily identifiable and easily retrievable Job File for all jobs.
• Sorting and filling all the correspondence, ensure that all material costs are entered correctly on the file.
• Preparing Invoice after gathering all cost.
• Collate relevant documents and prepare invoice for dispatch.
• Responsible for promotion and marketing of different pharmaceutical and healthcare products
• Responsible in the implementation of company related activities such as free clinics, snack campaign, sponsorship which will enhance relationship with customers.
• Ensures good harmonious relationship with customers (medical doctors, pharmacists, purchasers) for the continuous growth of the pharmaceutical products.
Considerable knowledge of business English, spelling, vocabulary, arithmetic, modern office equipment, practices and procedures. Elementary and Secondary level