Oliver Buenaventura

• Attend to all sales enquiries.
• Prepare quotations based on customer requirements and material availability.
• Prepares Proforma Invoice and Tax Invoice.
• Arrange for payment acceptance and issue receipts upon payment.
• Prepare Work Orders for confirmed customer orders.
• Coordinate with Quality Control and Production departments for order fulfillment.
• Prepare Packing Lists for export shipments.
• Process applications for Certificate of Origin from relevant authorities (e.g., Ministry of Economy or Dubai Chamber).
• Handle attestation of export shipment documents at Ministry of Foreign Affairs and Embassy/Consulate.
• Assist in the preparation and checking of LC (Letter of Credit) Bank documents in coordination with the Accounts Department..
• Coordinate with Production, Store, Procurement, Quality Control, Logistics and Dispatch departments to ensure smooth order processing and delivery.
• Monitor ongoing production status and update customers accordingly.
• Ensure proper documentation for dispatch and delivery of materials.
• Update and monitor daily the list of active ongoing orders.
• Perform monthly sales data entries into ERP system (e.g., Tally Prime).
• Maintain a proper filing (hardcopy & softcopy) of all related documents, reports and other references.
• Assist in coordinating logistics and operational activities.
• Provide general administrative support such as handling correspondence & other necessary documentation.
• Act as receptionist as needed and manages courier services for the company.
• Manage office supplies, equipment, and facilities, ensuring a well-organized and safe working environment.
• Liaise with internal departments to ensure smooth office operations.
• Act as reliever for Procurement Officer, responsible for all the procurement, issuance, canvassing of materials, office supplies, equipment, furniture and others.

Role as Sales Coordinator:
• Manages all sales inquiries via calls, emails, and messages.
• Prepares and sends quotations by accurately entering customer-provided details into the MARS System, and follows up on quotations and proposals made to customers.
• Responds promptly and courteously to all online or telephone queries.
• Supports the Sales Team primarily by managing schedules and preparing/distributing sales documentation and reports.
• Liaises between departments and clients to ensure services align with client requirements, cost constraints, and timeframes
• Ensure the Sales Team has an adequate supply of sales support materials, including product brochures and case studies.
• Collaborates with other departments to ensure products are delivered according to client specifications
• Maintains an efficient filing system for the Sales Department.
• Provides feedback to the Sales & Marketing Manager regarding market intelligence, client status, and competitor activities.
• Maintains sales records to support reports for the Senior Management Team.
• Reviews supply contracts/agreements, work orders, purchase orders, and other related documents for awarded projects.
• Ensures timely and smooth supply to customers by updating approved mixes, equipment, and temperature control in the system.
• Handle sensitive information in a confidential manner.
• Perform a variety of administrative tasks including answering phones, office supplies request & issuance, managing emails, scheduling appointments, and organizing meetings for the sales team.

Role as Customer Service:
• Respond to customer inquiries via phone, email, chat, or in-person with professionalism and courtesy. Address and resolve customer concerns, complaints, and issues in a timely manner.
• Maintain up-to-date knowledge of our products and services to provide accurate information and recommendations to customers.
• Assist with order placements, tracking, and returns. Ensure all transactions are processed accurately and efficient.
• Gather customer feedback to help improve service delivery and customer satisfaction.
• Work closely with other team members and departments to resolve customer issues and improve overall service quality.
• Adhere to company policies, procedures, and standards, including confidentiality and data protection regulations.

• To ensure smooth execution of all administrative activities at the branch.
• Ensure all office facilities, furniture, and equipment are in good working condition through regular inspection and maintenance.
• Act as receptionist and supervise office assistants, administrative helpers, and maintenance staff.
• Submits action plans and activity reports for office maintenance to the Admin Manager.
• Ensure cost-effectiveness in all office administration functions and maximize utilization of infrastructure and resources to minimize wastage.
• Processes and monitors billing and payments for all utility expenses at the branch.
• Responsible for ensuring continuous water and electricity supply across all offices/premises on a daily basis.
• Facilitate all Stationery, Admin Facility & PPE requests for Branch.
• Coordinate transportation requirements for the branch.
• Support the HR Department with employee transfers, medical needs, visa processing, Emirates ID and passport renewals, airline ticket bookings, salary certificate requests, employment/service certificates, driving license and visa profession changes, insurance cards, labor cards, and other related matters.
• Provide essential assistance in organizing various events for employees.
• Coordinate with the PR Department for PR activities related to the branch.
• Manage scrap sales in coordination with relevant departments.
• Handles the application and issuance of Petrol & SALIK cards, including monthly consumption reports.
• In charge of applying for and installing all company telecommunications connections, including preparing telecommunications budgets, tracking expenses, monitoring misuse, and maintaining inventory reports.
• Maintains accurate filing of all administration-related documents, reports, and other references.
• Prepares requests, conducts canvassing, and issues LPOs to procure office equipment, furniture, facilities, and supplies at the branch, following company policies and procedures.
• Coordinates with the Accounts Department for payment processing.
• Coordinates with suppliers for quotations, LPOs or WOs, contracts, deliveries, and installations.
• Conducts regular inventory and maintains stock levels for all office supplies and essential items.

• Supervises administrative assistants, receptionists, records assistants, and maintenance staff.
• Manages petty cash for the department.
• Responsible for booking reservations, generating reports, and processing payments for plane tickets used by the company.
• Manages utility payments and generates expense reports (electricity and water).
• Manages and monitors the messenger/courier services for the company.
• Processes the salary for the maintenance staff.
• Safeguards and monitors legal documents for the organization's land and building properties.
• Assists the Gen. Services Manager in preparing the annual budget for the Gen. Services Department.
• Acts as receptionist as needed and ensures the reception area is properly cleaned and arranged.
• Responsible for procurement and distribution of materials, office equipment, furniture, supplies, and other resources.
• Coordinate with suppliers to monitor market updates on prices and features of supplies and materials through canvassing.
• Responsible for the repairs and maintenance of company premises, facilities, vehicles, furniture and office equipment.
• Conduct negotiations and coordinate effectively with transport/freight forwarders while monitoring their performance.

• In charge of procuring and distributing office supplies, equipment, and other office assets.
• Preparing reports such as purchase requisitions, purchase orders, issuances, inventory, and inspections.
• Communicate with suppliers to schedule or expedite deliveries and resolve shortages, missed or late deliveries, and other issues.
• Review requisition orders to ensure accuracy of terminology and specifications.
• Prepare, maintain, and review purchasing files, reports and price lists.
• Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers.
• Monitor the status of requisitions, contracts, and orders.
• Calculate the costs of orders and process invoices for forwarding to the appropriate accounts.