ADMIN.ASSISTANT CUM ACCOUNT ASSISTANT & WAREHOUSE IN CHARGE
ABUGHAZALEH TRADING COMPANY (ABCO) LCC
Total years of experience :22 years, 1 Months
ADMIN. ASSISTANT JOB DESCRIPTION:
Receives and encodes all Purchase Orders sent via e-mail, fax, phone and manual turnover then give to warehouse to prepare the items.
Advises AR management counter parts for immediate releasing of orders to meet the required delivery date and time by the customer.
Preparing Invoices for the items prepared by warehouse for deliver with in the day.
Checks and monitors stocks availability with Warehouse Team for Back Order Processing for all stores located in UAE, Saudi, Kuwait, Muscat, Qatar, Bahrain and all Gulf Country.
Answers all queries pertaining to the status of orders, stocks availability by coordinating with the warehouse group.
Monitoring stocks availability at warehouse.
Provides sales updates to the Salesman.
Provides allocation reports, fill rate and service level to the principal.
Attends to all customers’ complaints by getting the details and informing the department or person concerned for appropriate and immediate action.
Monitors all items don’t have stocks and not deliver to store.
Prepares all reports regarding inventory/stock valuation.
Prepares and prints all barcode for the items/product to deliver.
Performs other tasks that may be assigned by the superior from time to time.
WAREHOUSE IN CHARGER JOB DESCRIPTION:
Supervise and assist in daily warehouse and shipping areas including: Filling and shipping customer orders, satisfying internal shipping requirements, ensuring accuracy of shipments and supporting documentation, receiving incoming material and routing to appropriate area or personnel, filling work orders from production, packaging assemblies and receiving into finished goods, ensuring inventory transactions are accurately logged and reconciliation activities.
Establishing or adjusting work procedures to meet warehouse demands as dictated by production schedules and work flow.
Continuously improve warehouse operations.
•Transfer daily city ledger data from Front Office system to Back Office Accounts Receivable module
•Verify the total transfer with city ledger folios
•Review the city ledger folios with supporting documents such as charge slips, LPOs, etc.
•Follow up if required for billing instructions, LPOs, supporting documents, etc.
•Prepare invoices and obtain Director of Finance / Financial Controller signature
•Send the original invoices with supporting documents to the customer, file a copy of the full set in the customer file and another copy in the sequential file
•Calculate commission for credit card payments received
•Issue receipts for cash and cheques received from customers and credit card payment received directly to the bank
•Hand over all cash receipts to the General Cashier with receipt copy
•Prepare and give employee city ledger summary to the Paymaster on the 25th of each month.
•To ensure all invoices are dispatched to debtors within 48 hours.
•To ensure that returned checks are recorded in the City Ledger, that unapplied credit balances are reconciled and that minimal variances in payments are cleared at the time of receipt.
•To process invoices / folios promptly and to render interim and monthly statements and follow up reminders on a timely basis.
•To monitor and to maintain support of all advance deposits and to balance them to the general ledger at month-end.
•To reconcile accounts receivable trial balances with the general ledger control accounts each month and to ensure accurate aging.
•To transfer all permanent folios to city ledger at the month end.
•To prepare trial balance for ambassadors’ ledger and report to the Assistant Financial Controller for payroll deduction.
•To allocate credits transmitted by payroll journal to appropriate ambassador accounts.
•To allocate credits transmitted by the Daily General Cashier Report to appropriate accounts and keep all debtor accounts up-to-date.
Maintenance Information System
• Receives service call from Store / SBU / units etc.
• Inquires details of service calls.
• Encodes Service Call Slip together w/ Work Order Number.
Billing to Stores/SBU/Units
• Segregates all original service reports and maintenance reports of service providers.
• Closes all Service Report with work order with respective numbers.
• Prepares Summary of Billing to SBU/Company Owned Stores/Franchise.
• Uploads all processed data to Samba file for billing to respective Stores/SBU/Units.
• Forwards all hard copies to the Accounting Dept.
Reports
• Prepares all Response/Downtime/Recalls/Equipment’s History of all service calls received.
• Prepares Monthly/Quarterly performance Report per RBU/District.
• Fills all maintenance reports duplicate of billing to store for reference purpose.
Administration and General Services
• Manages requisitioning, storage and adequate inventory of supplies, materials and equipment and
maintains records corresponding to all activities
• Monitors the inventory, distribution and allocation of office supplies to proper employees concerned
• Strictly implement systems for supplies requisition
• Ensures that all company facilities and equipment are in 100% working condition
• Ensures that property tags are placed in all company owned properties
• Ensures that office equipment and materials assigned to the new and existing employees are properly
accounted for and their usage maximized
• Supervises the maintenance of facilities and repair of company assets
• Assists in coordination with suppliers as needed for maintenance of assets and special projects
• Coordinates and monitors that building security is being administered at all times
• Generates and submits maintenance as well as consumption reports on time
• Monitors and schedules cleaning, checking, replacing of building fixtures and other company machines
• Recommends additional administrative services deemed necessary
Receives and encodes all orders sent via fax, e-mail, phone, manual turnover, and electronic orders like B2B and GENTRAN.
Advises AR management counter parts for immediate releasing of orders to meet the required delivery date and time by the Customer.
Checks and monitors stocks availability with IM team for Back order processing for both Key Accounts and Sub-distributors.
Answers all queries pertaining to the status of orders, stocks availability by coordinating with the warehouse group and Aboitiz.
Monitors the allocation of stocks on the assigned accounts.
Provides sales updates to the BDM’s/SR’s.
Provides allocation reports, fill rate and service level to the principal and BDM’s.
Attends to all Customer complaints by getting the details and informing the department or person concerned for appropriate and immediate action.
Performs other tasks that may be assigned by the superior from time to time.
Encodes data of application forms of GSIS members for eCard production.
Takes pictures, signature and biometric forefinger prints of GSIS members’ card applying for eCard. It’s an all-in-one card that serves the official GSIS membership card. It can also be used as VISA payment or Debit card.
Produces an ATM card.
Does Photo Editing using Adobe Photoshop
Takes pictures using Digital Camera.
Scans all pictures needed by the customers.
Assists all customers.
Encodes Meter Seal Report of Meralco Branches.
Makes letters, memo, and worksheet like forms using Microsoft Excel & Microsoft Word.
Encodes Reconnection’s / Disconnection’s output, given orders by Meralco Branches.
Prepares daily orders Disconnection / Reconnection Fo’s given to the lineman’s.
Prints all documents needed by the department.
Assists all customers.