Senior Administration Coordinator
Dolphin Energy Limited
Total years of experience :24 years, 4 months
Performing general administration activities and overall supporting to running smooth operation.
Working with all customers to better understand customers’ requirements to improve the delivery of administration services.
Supervise and coordinate the entire department services (such as janitorial services, landscaping, mailing services, office supplies and office furniture, water bottles & pantry distributions) and maintain the proper records.
Preparation / updating of scope of work for renewal / new contracts, analyzing all the tenders, frame contract and making the technical recommendation.
Issuing the purchase requisition, to raise an individual call-off for Frame contract items for entire office supplies. Also following up and coordinating the entire procurement process (making the bid tabulation & comparison, select the suitable & cost effective items, need to follow up with supplier for expedite delivery)
Control over an inventory for pantry Items, stationeries, water bottles & office furniture-Including manual checking to each office for company and maintaining record for all such items.
Supervise or personally maintain data, documents on computer-based system and other paper based filling system to ensure that information and records are maintained, accurate and easily retrievable.
Draft general correspondence, emails, procedures, guidelines, instructions pertaining to the section and their follow-up.
Coordinate and arrange the facilities, maintenance services (such as plumbing, office electrical job & Carpentering) with safe manner for entire offices in the company premises.
Organasing the department meetings and preparation, taking & distributes of minutes.
Maintaining a safe and secure working environment with a good relationship within the team and other departments.
Coordinate with security gate passes for service contractor personals and issued on timely.
Assist with superior works as required.
DUTIES & RESPONSIBILITIES:
•Performing general administration functions and overall supporting to other departments for smooth operations.
•Responsible for personally maintain the frame contract to Office furniture, Photocopier machines & All kind of office supplies.
•Preparation / updating of scope of work for renewal / new contracts, Analyzing all the tenders, frame contract and making the recommendation for technical & commercial evaluation.
•Coordinating all aspects of long term contracts for office services and monitoring the proper application of terms & conditions of contracts & performance of contractors. Recommends changes to scope of work in contract renewals or awards.
•Issuing the purchase requisition, to raise an individual call-off for Frame contract items for entire office supplies. Also following up and coordinating the entire procurement process ( making the bid tabulation & comparison, select the suitable & cost effective items, need to follow up with supplier for expedite delivery)
•And also coordinate with co-worker activities including frame contracts fulfilments for House Keeping, Pest Control service, Indoor plant procurement & maintenance.
•Plans, coordinates & directs the provision of entire office supplies. Sources out, plans and procures quality products from local market with competitive prices.
•Verification of monthly invoices from various supplier and coordinate with Accounts Dept. to release the payment on time.
•Responsible for the entire company requirements of Office supplies (all kind of stationeries, pre-printed materials, cartridges & Business cards to employees and also maintaining the proper stationery store, office furniture, and office equipment’s. Receiving and issuing the materials promptly to end user and requisitioned.
•Responsible for the allocation of offices, modifications and additional offices and assisting department manager in the planning and distribution of office space of our Company.
•Supervise or personally maintain data, documents on computer based system and other paper based filling system to ensure that information and records are maintained, accurate and easily retrievable.
•Maintaining photocopiers, fax machines and office equipment’s and also arrange the services for periodical and day to-day complaints.
•Responsible for courier, postal & mail services team and also maintain the proper records for each transactions.
•Prepare and establish the annual budget proposal for area/service of responsibility, priority activities and achieve effective cost control.
•Draft general correspondence, procedures, guidelines, instructions pertaining to the section and their follow-up.
•Organasing the department meetings and preparation, distributes of minutes and also involved proper maintenance and supply of consumables for other department meeting rooms.
•Assist superiors for functional requirements
DUTIES & RESPONSIBILITIES:
•Follow ups payments from customer.
•Preparation of Letter of Credit - Payable / Receivable.
•Preparation of commercial invoice & arrange immediate deliveries.
•Arranging prompt payment for reliable suppliers.
•Strict forward of over dues to debt recovery cell.
•Co-ordination with the Accounts dept. for bank reconciliation Statement.
•Preparation of sales brake up for individual sales personals, targeting the overall turnover.
•Developing relationship with reliable customers and troubleshooting for payments.
•Preparation of Shipping documents on correct time
DUTIES & RESPONSIBILITIES:
•Arrangements of effective transportation to company employee’s around 2000 persons
•Arrange the overall Maintenance & Services and also periodical services for company owned vehicles.
•Arrange the rented vehicle for contract basis, and making contract fulfillment.
•Carryout the entire procurement & registration process for new vehicles.
•Maintaining system based overall transportation accounts
•Arrange to receive the new & renewal of fuel card.
•To checking the monthly invoices and coordinate with Accounts dept. to release the payment on time.
•Effective cost Controlling for entirely transportation expenses.
•Maintaining petty cash for day to day requirements.
•Supporting for recruitment of drivers, Assist with administration works
DUTIES & RESPONSIBILITIES:
•Setting of sales goals and ensuring their fulfillment.
•Supervising of sales force of 10 persons.
•Training of sales personals.
•Maintaining the good business relationship to the customers.
•Regular market survey
South Tamilnadu region
in
in