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Oliver Buenaventura, Sales, Administration and Operations Coordinator

Oliver Buenaventura

Sales, Administration and Operations Coordinator·RMK Industries LLC

United Arab Emirates

Bachelor's degree, Economics

Work experience

Total years of experience: 27 years, 7 months

Sales, Administration and Operations Coordinator

June 2019 - December 2023

RMK Industries LLC

Dubai, United Arab Emirates

June 2019 - December 2023

• 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.

Company industry:
Manufacturing
Job role:
Sales

Sales Coordinator I Customer Service Support

May 2014 - June 2019

Unibeton Ready Mix

Dubai, United Arab Emirates

May 2014 - June 2019

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.

Company industry:
Manufacturing
Job role:
Sales

Administration & Procurement Officer

May 2007 - May 2014

Unibeton Ready Mix

Abu Dhabi, United Arab Emirates

May 2007 - May 2014

• 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.

Company industry:
Manufacturing
Job role:
Administration

Administration & Procurement Officer

August 1998 - April 2007

Philippine Business for Social Progress

Manila, Philippines

August 1998 - April 2007

• 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.

Company industry:
Non-profit Organization
Job role:
Administration

Procurement Officer

June 1996 - July 1998

Pag - IBIG FUND

Pasay, Philippines

June 1996 - July 1998

• 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.

Company industry:
Financial Services
Job role:
Administration

Education

Polytechnic University of the Philippines

January 1996

January 1996

Bachelor's degree, Economics

Philippines

1992 - 1996 Polytechnic University of the Philippines Sta. Mesa, Manila City, Philippines Degree Earned Bachelor of Science in Economics Major in Entrepreneurial Economics

Skills

Customer Support
Expert
Customer Support
Expert
Administration
Expert
Administration
Expert
Procurement
Expert
Procurement
Expert
Team Coordination
Expert
Team Coordination
Expert
Sales Coordination
Expert
Sales Coordination
Expert
CASH
Intermediate
CASH
Intermediate
INSPECTION
Intermediate
INSPECTION
Intermediate
INVENTORY
Intermediate
INVENTORY
Intermediate
MAINTENANCE
Intermediate
MAINTENANCE
Intermediate
OFFICE SUPPLIES
Expert
OFFICE SUPPLIES
Expert
PROGRESS
Intermediate
PROGRESS
Intermediate
HR
Intermediate
HR
Intermediate
BUILDING MAINTENANCE
Intermediate
BUILDING MAINTENANCE
Intermediate
TELECOMMUNICATION
Intermediate
TELECOMMUNICATION
Intermediate
BUDGET
Intermediate
BUDGET
Intermediate
Customer Support
Expert
Customer Support
Expert
Administration
Expert
Administration
Expert
Procurement
Expert
Procurement
Expert
Team Coordination
Expert
Team Coordination
Expert
Sales Coordination
Expert
Sales Coordination
Expert

Languages

English
Intermediate
Tagalog
Expert

Training and Certifications

Training
Effective Purchasing Skills
Skillbuilders International Inc.
May 2001
Show credentials
Effective Records Management
Neville Clark Quality
Nov 2002
Show credentials
Effective Oral & Written Communication Skills
South East Asia Speakers & Trainers Bureau
Sep 2002
Show credentials
HABC Level 2 Award in Emergency First Aid
Valpas Safety Services
Jan 2014
Show credentials

Hobbies

  • Playing Basketball & Biking