Technical Clerk / Project Secretary
Heavy Engineering Industries and Shipbuilding Company
Total years of experience :17 years, 0 Months
• Answer phone calls and redirect them when necessary
• Manage the daily / weekly / monthly agenda and arrange new meetings and appointments
• Prepare and disseminate correspondence, memos and forms
• File and update contact information of employees, customers, suppliers and external partners
• Support and facilitate the completion of regular reports
• Develop and maintain a filing system
• Check frequently the levels of office supplies and place appropriate orders
• Make travel arrangements
• Document expenses and hand in reports
• Undertake occasional receptionist duties
• Handling Accounts (Project Petty Cash using Java Oracle Program)
• Preparing documents for Manpower, Vehicle Equipment, and Material gate pass
• Preparing Induction of Manpower and Inspection of Vehicle Equipment.
• Inputting the Personal Details of employee and monitoring the Master List of all manpower, including the expiry date of Residence Visa, expiry date of gate pass of employee, Vehicle Equipment gate pass and preparing documents for renewal.
• Process customer and accounts source documents by receiving data for deficiencies, resolving discrepancies by using standard procedures.
• Enter customer and account data by putting alphabetical and numeric information on keyboard.
• Maintain data entry requirements by following data program techniques and procedures
• Verifies entered customer and account data by receiving correcting, deleting. Or reentering data, combining data from both systems when account information is incomplete, purging files to eliminate duplication of data.
• Secure information by completing data base backups
• Maintains operation by following policies and procedures, reporting needed changes.
• Maintain customer confidence and protects operation by keeping information confidential.
• Contribute to team effort by accomplishing related results as needed.
• Receive, distribute and maintain adequate quantities of stock at all times.
• Maintain optical stocks level.
• Review physical inventories periodically.
• Maintain stock and consumption records.
• Check incoming materials for quality and quantity against invoices, purchase orders and packing slips or other documents.
• Make clear notes on the receipt of the items against each invoice.
• Keep and update records of good received and issued.
• Compiles report of expenditure and monthly stock report.
• Disposes of expired and waste stock according to the current procedure
• Perform related duties and responsibilities as assigned.
• Promote inventory related awareness program.
• Prepared documents and counting the whole weekly sales and turn over to the Finance Officer Collector or G4.
• Report to the Line Manager
• Collate purchase orders and purchase requisition in order to order materials, goods, and supplies.
• Review inventories and order as required.
• Interact with the supplier on a day to day basis.
• Review the deliveries against the order.
• Deal with non supplied under orders, over orders, and damaged goods.
• Insured that any invoices are sent to accounts payments.
• Produce and maintain all reports.
• Manage any procurement activities including RFP's ( Request for Proposals)
• Looking for suppliers.
• Check and Monitor the prices and if there is changes let inform the Manager.
•Reports to the Purchasing Manager
Management