Administration Assistant
Azizi Developments
Total years of experience :11 years, 3 Months
• Responsible for all urgent purchase, contacting facilities management companies to solve issues for the company day to day operations.
• Act as point of contact for internal staffs, keeping and reconcile petty cash expenses.
• Administration department document controller - maintaining a filing system.
• Organize and scheduling office boy/girl weekly and sales event assignments.
• Supervise the daily activities of all the office boy/girl to see to it the operation of all offices works orderly, monitoring the cleanliness, controlling and ordering of stationery and pantry supplies, assigning workstation for new joiners.
• Performing general office duties and administrative tasks, balances and any other works delegated by Managing Director.
• Directly reporting to Sourcing Manager.
• Organize and lead bid solicitation process including drafting and issuing RFQ, prepares bidding evaluation criteria and guiding clients on processes involved for different kinds of Valves, Pumps, Flanges, Safety Equipment, Electrical, Engine and Generator Set and Spare Parts.
• Dealing with the local and foreign suppliers in an effective manner and conducts a comparative analysis on supplier prices
• Manage procurement activity and implement procurement / purchasing process and procedures (PR, quotation / tender process, bid process and comparison, bid summary and awarding of contracts & PO until procurement process is complete.
• Expedite delivery of materials, in coordination with the requester and vendors if necessary.
• Maintain pending inquiry status, procurement records and reports.
• • Maintaining the database using Microsoft Office Accounting Professional system for all daily business activities such as reconciliation and adjustment of accounts, scrutinize transaction before posting, handles accounts payable and receivables, ensures availability of funds before issuing cheques or withdrawing cash. Responsible in making invoices and serves as company cashier.
• Submitting monthly reports regarding Sales, Expenses and cash book balances. Assisting Accountant in preparing Financial reports for submission to external auditors.
• Conducting frequent physical inventory audits to verify accuracy of records of stocks using FIFO system to tally the result within the company accounting system and compiling reports for analysis.
• Communicating to all suppliers to coordinate by phone or email to secure updated information about purchase and shipping. Receiving invoices/bills from vendors get them sanctioned and arrange for timely payments through cheques and internet banking.
• Keeping record of the payroll accounts and consider a worker’s total working hours, deductions and increments to compute the total amount of salary payable to the workers of organization and managing the payroll using WPS system
• Performing general office duties and administrative tasks, monitoring daily bank related jobs, submitting monthly reports regarding sales, expenses and cashbook balances and any other works delegated by Managing Director.
• Ensured detailed administrative and clerical support such as documenting, encoding, sorting, photocopying, faxing, emailing and filing for the daily transactions for the department assigned.
• Designated in doing any bank activities such as depositing, withdrawing, requesting any documents and draft needed.
• Maintained and tracking the current comparable of prices of Real Estate Property for rent and for sale in the United Arab Emirates to get the average market value and prepares the feasibility prices using news paper classified ads and internet browsing using property portals.
• Assisted the Financial manager in keeping the records of accounts for every clients and investors' database for preparing for printing and binding of their Sales and Purchase Agreement.
•Administered for all incoming calls and correspondences for the company and directly informing the concerned personnel.
• Maintained records of project documents and drawings processes documentation computerized entry of various daily transactions. Liaised with the material suppliers and outside workshop to ensure delivery on time and limits delays.
• Supervised the time and works accomplished of laborers.
• Updating inventory data in the system, stock adjustment. Checking LPO and local invoice before receiving the deliveries through manual counting, and informing the supplier what items received. Issuing Invoices and item list once items leaving the warehouse.
• Conducted petty cash and credit control examines expenditures to be processed for payment, handles accounts receivables, account payables and inventory of stocks.
• Executed all correspondence such as Quotation, Submittals, for the company and directly informing the manager.
Business Administration Management