Sales Coordinator
Arteco Ceramics LLC
Total years of experience :14 years, 11 Months
• Maintain and monitor schedules of daily deliveries for our clients.
• Making Quotations for both Indoor & outdoor sales thru excel and company program (FOCUS).
• Coordinating with head office for the prices and availabilities of materials form Europe, China, Japan, Spain and etc.
• Screen and attend incoming calls for the Showroom.
• Attending all documents for showroom & outdoor sale such as quotations, Proforma invoices, LPO from client and invoices.
• Making Proforma Invoice for approved quotations and forwarding to accounts department for them to proceed.
• Making Invoices for clients who made payment from the agreed and signed proforma Invoices and quotations.
• Forwarding the documents to accounts for them to process and schedule the deliveries
• Following up on the deliveries to the client
• Petty cash custodian - Showroom expenses.
• Checking and collecting information from head office namely Accounts department, Purchasing department and etc.. for making quotations and proposals from incoming enquiries.
• Coordinating with other branches and warehouse for existing stocks
• Preparing sample submittals for materials to be handed to the clients.
• Preparing monthly attendance that will be taken from the software - to be submitted every month to HR and Accounts department.
• Attending and forwarding incoming calls and faxes to corresponding personnel
• Assist in IT Troubleshooting like server, network, printers, some computer software, email setup and etc.
• Reporting problem to the personnel in company’s program/ software to make changes as per MD instruction and senior management.
• Responsible to maintain and monitor schedules of daily maintenance operations for various shops, warehouses and offices. Assigning staffs to designated works and locations which will be handed over by respective job cards.
• Maintains and monitoring schedules of operating expenses like kilometer readings of vehicles sent for repairs or maintenance, salik, mobile usage of delivery vehicles and maintenance vehicles. Monthly reports will be generated accordingly and to be submitted for Operations Manager, Operations Director of Logistics information and review.
• Screen and attend incoming calls for the Central Store .
• Screen and attend all documents for Maintenance and Central Store’s.
• Arranges various leave forms for maintenance staffs.
• Updates daily schedules for maintenance works.
• Updates daily reports for GPS Gatex report on all logistics vehicles fleet.
• Maintains petty cash for both Garage and Maintenance expenses.
• Responsible to maintain and monitor schedules of operating expenses like kilometer readings of vehicles sent for repairs or maintenance, salik, mobile usage of staff. Monthly reports will be generated accordingly and to be submitted for MD’s information and review.
• Screen and attend incoming calls for the MD and Senior Management.
• Screen and attend all documents for MD’s review and approval.
• Arranges ticket bookings, hotel reservations, travel insurance, and conferences for the MD.
• Updates daily planner for events, meetings, personal dues on credit cards, and etc.
• Arranges meetings, sending out emails, and taking minutes of company meetings especially with the MD’s attendance.
• Responsible on all online payments, like Etisalat, Salik, DEWA, hotel bookings, tickets, and etc. using company’s official issued credit card. Sole authorized to use the credit card of the company and the MD.
• And any other related tasks assigned by the MD from time to time.
• Coordinates with our other branches like India and Casablanca for any administrative issues.
• Coordinates with suppliers for any office requirements like office supplies & stationaries, drinking water, company vehicle’s insurance, and other related transactions. Conducts market research and updates for competitive prices on office supplies, stationaries, hotels, tickets, and etc.
• Updates staff’s weekly timesheet analysis record on behalf of HR Manager.
• Arranging and updating schedules of shortlisted applicants to the interviewer.
• Any other assignments/responsibilities as and when entrusted as per the requirement of the Top Management or to act as per the requirement of the situation.
• Update daily work progress for all sites to the Project Manager. E.g. Monitor daily manpower count, issues, work done, and other related matters.
• Assists Project Director, Project Manager, and Engineers for all site correspondence and to reply letters/emails. E.g includes preparation of quotations, contracts to subcontractors, acceptance/reject letters, and other related writings.
• Coordinate with other departments and assists to provide any information as and when needed. E.g. Collect passport and visa copies, photos, fill-up applications forms for employee pass on the site.
• Responsible to file all project documents and set-up proper filing systems.
• Assist and advise Project Manager / Project Coordinator in solving respective daily paperwork problems and general administrative works related to office / projects.
• Arranging, attending, and taking minutes of the meetings.
• Coordinate and liaise with log / procurement department on delivery registration of materials on site.
• Compilation of daily / monthly reports. E.g. Compiling specifications, test reports, and data for all relevant materials.
• Producing any write-up for submission/tenders (material specifications/product descriptions etc.)
• Any other works as instructed by the Project Director and Project Manager.
• Attending and forwarding incoming calls and faxes to corresponding personnel.
• Purchasing project requirements like materials, hardware, and tools. Outsourcing competitive prices on the market and arranging on-time delivery on sites.
• Monitoring incoming van shipments and preparing necessary documents for custom clearance to be forwarded for further processing. Arranging site deliveries, manpower for unloading, coordinating with Site Logistics Supervisors or with respective Project Managers.
• Assisting in IT Troubleshooting network, printers, some computer software, email setup and etc.
Bachelor of Science in Computer Engineering (September 2003) Ateneo de Zamboanga University Major: Computer Engineering Affiliations: Volleyball Varsity (2000- 2003)
Zamboanga Chong Hua High School (March 1999) Affiliations: Volleyball Varsity (1996 – 1999) Red Cross Club Member (1996 – 1999) Student Council Member (1996-1997) Class Officer, President (1996 – 1999)