Administrative Specialist
Roomzzz Aparthotel BY PARKLANE GROUP Chester City UK.
Total years of experience :16 years, 11 Months
• Preparing, organizing and storing information in paper and digital form.
• To organize the work schedules for the department by definition of task, working relationships,
rotas etc. according to business activities in line with budgeted payroll.
• Developing and distributing internal communications
• To accurately calculate all aspects of cash handling, banking and credit card controls. To accurately calculate all
aspects of cash handling, banking and credit card controls.
• Using problem-solving skills to resolve work-related issues
• Arranging travel and accommodation.
• To organize and carry out administrative tasks in relation to weekly invoicing, cashing up and up-
• dating reporting schedules.
• Communicating with senior managers and other teams for administrative matters
• Addressing customer’s queries and problem solving.
• All types of business correspondence
• Preparing and compiling reports, memos, faxes, and other documents
• Managing diaries and scheduling meetings
• Managing couriers and postal deliveries etc.
Key operations area includes Middle East, Europe & Africa
• Receiving Orders from Affiliates & non affiliates and coordinating with Production Planning for order queuing in
Production
• Dividing the Order to match suitable Logistics Solution (Sea - Land - Air)
• Issuing PI for getting approvals of monthly orders from Customers
• Follow Customer Payments & consequent Receipt by Finance teams
• Follow Production Planning & Aligning with customers for Onetime Delivery
Experience
22
• Follow Freight Forwarders /Shipping Lines / Transporters to arrange on time Pickups
• Negotiating with Shipping Services Provider for best freight price
• Plugging orders in SAP for productions/sales orders
• Preparing picking list for warehouse for loading different countries
• Preparing shipment documents commercial INVOICE / CERTIFICATE OF ORIGIN/SFDA / SYSTEM INVOICE
• Coordinate with warehouse for loading details and posting update after loading
• Coordinate with finance for the broker invoice submission & approvals
• Coordinates with sales team for quotation and sales order plugging in
• Preparing Export Documents and later legalizations from concerned authorities
• Preparing & aligning with Warehouse for weekly loading plan for smooth operations
• Follow WH for loading confirmation of orders/products as per standards
• Shipping advises sending to customer & plan for clearing documents
• Coordinate with different forwarders for the best rates for the container & trucks
• Filing invoice and all shipment related documentations
• Coordinate with Port authorities and public transport departments
• Maintenance of day-to-day correspondence, preparation of outgoing memos and faxes, daily progress reports,
dispatch of mails, correspondence between various departments
• Well-versed in shipping operations for inbound/outbound cargo across international trade lanes
• Handling Quality control, inventory and sanitation
• Experience in cargo management and traffic management
• Dealing with International Suppliers and Shipping Agent in various matters
• Handling the Shipments from Suppliers to reach the final destinations
• Responsible for all AIR, SEA and ROAD DDU/DDP Import/Export shipments, operation and documentation till
arrival and discharge
• Coordinated activities between all applicable parties for air and ocean freight import break bulk shipments
• Provided quote rates for customers as requested. Set up and maintained customer accounts insuring compliance
with the KSA Customs regulations
• Co-ordination with Freight Forwarder, Shipping Lines for negotiates the Freight rates and other communication
• Co-ordination with supplier for getting material status of the shipments, giving the vessel schedule, status of
shipping documents and other communication
• Handing Third countries import/export procedure
• Handing problems relative to import/export like customs, shipment and etc.
• Arranging Local Transportations from port to warehouse
• Arranging survey for inspection of goods
• Arranging storage tank for storing the goods. Checking import documents and confirmation to supplier
• Maintaining daily cash book
• Co-ordinate with Transporter, Freight Forwarder and Shipping Companies for negotiation the freight rates and
other communication
• Co-ordinate with buyer and getting the approval for shipping documents
• Co-ordination with factory for getting material status and accordingly plan the shipment
• Responsible for checking of L/C’s received from the buyers for the shipment so that the all shipments were
dispatch on time
• Preparation of the Shipping instruction and same send to shipping line for making the BL
• Preparation of Pre-shipment and Post-shipment documents
• Managed the material flow process with a team of buyers to ensure timely shipping and receiving of materials
required for large projects
• Advise program/product/customer team management on logistics requirements to assure timely transportation
of the shipments
• Collaborated with senior management to develop and implement a distribution, transportation and warehousing
strategy while maintaining minimal cost and customer’s satisfaction
• Assisted accounting and customer service departments to resolve billing, audit and claim issues
• Researched, analyzed and identified key logistic issues
• Coordinate the shipping of freight by contacting appropriate freight carriers.
Prepares documentation, maintains records, and coordinates logistics for product shipment
Leads communications within the Shipping/Receiving area. Schedules and Coordinates both Domestic and International freight forwarder transactions
Maintains Shipping records, including providing tracking or shipping history information to customers on request
Collected logistic data, defined core problems, recommended resolutions, and presented key information and thorough review of report data
Prepares Shipping paperwork as well as completes shipping transaction in appropriate systems
Generate shipping output documents as required
Maintain knowledge of current international import/export regulatory requirements. Update applicable standard operating procedures as necessary
Managing transportation-related project teams
Routes items to particular departments
Coordinates with the Department Manager, Department Supervisors, in order to attain delivery
Qualification & Certifications