Administration & Logistics Officer
Petrolube Oil Company
Total des années d'expérience :16 years, 4 Mois
• Providing all administrative and logistic support to the company to ensure timely completion of activities.
• Responsible for Company vehicle Fleet & Leasing Management which includes vehicle reservation, purchasing,
ordering, initiation, planning, distribution, activation and delivery.
• Manage and support all logistics in terms of Rental Services, Courier Services, Telecom Service (STC & Mobily).
• Invoicing, Documentation, Filling, Data report & reconciliation
• Execute the purchase of goods (Mighty Auto Parts & Oils), gather quotation, negotiating purchase agreements,
track inventory and submit purchase requests & orders.
• Ensuring all products/materials meet the quantity and quality expectations of the organization.
• Responsible for 600+ Company vehicles which includes vehicle reservation, purchasing, ordering, initiation, planning, distribution, activation and delivery.
• Preparing monthly & yearly report
• Providing administrative and clerical support to the Executive Director & COO.
• Arranging business trips, vacations, agendas & including all documentation (Visa, flight & hotel bookings).
• Preparing expenses claim report for every business travel and ensure all payments to be receive.
• Receiving phone calls & handling confidentiality/sensitive information.
• Arranging conference meeting (online meeting & personal meeting)
• Responsible for any visitors, managers & VIP for meeting request. Meet & assist any guest.
Handling all clerical and administration support to the office of Station Manager
Responsible for filing personal documents, scanning, and photocopying, answering phone calls and meeting arrangement.
Managing office supplies
Online application using ORACLE, GEMS & Workflows (Meet & Assist Request)
Maintaining calendar and schedule.
Types and/or drafts memo, correspondence as per standard template
Handling a highly sensitive and confidential Documents
Prepare monthly reports for ticket issued and cancelled
Travel arrangement such flight booking, car & hotel reservation for managers and guest.
Processing duty travel request & expenses claim report
Act as liaison between HR Manager-KSA and employees to ensure smooth communication and prompt resolution of all queries.
Assist and support with the day-to-day operation in HR activities
Coordinating with DOHA Regional HR and Recruitment Team for any SMA’s to be raise
o Update staff details using ORACLE application
o Raising ITSR request such employee SN, emails and including IT Software issues
o Raising SMA’s for New, Transfer and Promotional Staff using QR Workflow
Provides and support Finance Department such
o Preparing of Purchase Order Request to the supplier
o Raising Electronic PO using ORACLE application
o Act as liaison between Finance Team and Supplier for any payment issues.
Assisting with day to day operations of the HR functions and duties
Providing clerical and administrative support to Personnel Consultant & HR Manager.
Preparing Job Offer to the selected candidates
Arrange employee Contract agreement such renewal or not renewal
Coordinating HR policies, process relevant documents including filing, updating, and retrieving personnel records.
Provides monthly reports for contract issue and expiry date
Preparing letter such Request Letter, Authorization Letter, Memo, Business Correspondence and etc.
Processing all Types of Leave such a vacation, sick, emergency, leave without pay, Exit employee and encashment request.
Maintaining records of each employee on leave.
Arranging Flight schedules for engineers and the General Manager.
Checking salary sheet for the employee (Payroll)
Coordinating to the Timekeepers, Accountant and Project Manager.
Direct report to the Personnel Consultant, General Manager and Chairman
Perform general clerical duties such filling, mailing, faxing, scanning and photocopying.
Receiving all invoice from the vendors with different company
Picking and Shipping the orders of all branches in Al-Qassim Area KSA using JDA version system.
Answering phone calls from suppliers.
Checking and maintaining the Minimum and Maximum of the stocks
Inputs all the data needed by the storekeeper and manager using the JDA system
Balancing the total amount of all invoice upon receiving from the vendors or salesman through the total amount of the system
Making an orders of stock in Central Warehouse in Riyadh, KSA
Coordinating from the Manager, Supervisor and all Storekeepers
Receiving the telephone calls from the vendors and manager
Analyzing the problem of all stocks if not equal to the system and physical stocks
Inputting and making a Return-to-vendor if any damage or near expire of the items upon the approval of both manager and the vendors or salesman
Filing and arranging all the important documents such printed copy of all invoice and the hard copy of all files in the system by categorize
Checking the quantity of all items through the use of JDA system.
BACHELOR OF SCIENCE INFORMATION MANAGEMENT