Supervisor (Admin, Operations Dept)
Mannai Trading Co.
Total des années d'expérience :16 years, 0 Mois
Duties performing as below:
Maintain a daily schedule to ensure complete coverage of customer base
Prepare estimations, quotations and handles spare parts (Sales and Stock)
Monitor work orders and opening of job cards in the system.
Prepare official service/repair reports to customers and suppliers or
manufacturers.
Prepare purchase orders for service and spare parts to local and overseas
suppliers.
Follow-up and ensure timely delivery of service and parts.
Reviews billing, warranty claims, word orders and handles spare parts including
suppliers follow ups.
Review daily schedules and approve to assign resources t appropriate locations
according to work schedule.
Supervise and manage time sheet entry and employee over time claims.
Supporting Operations and Sales Managers in all HVAC related works.
Preparing reports such as Forecast and pipeline, Order booking, Monthly billing,
Inventory and purchase etc.
Plan, prioritize and execute activities towards achieving agreed-upon goals.
Develop service processes and procedures for efficient and optimized
operations.
Create and implement changes to increase service revenue, AMCs and spare
part sales while managing profitability.
Interacting with sales team, and suppliers/manufacturers about warranty,
service, and start-up repair.
Record and maintain files/records of customer requests, work or service
performed charges.
Tracks and facilitates customer relations, including overseeing customer service
activities with operations manager and developing processes that create an
excellent customer service experience.
Ensure proper filing of all business-related activities.
Provide service excellence and ensure customer satisfaction.
Duties performed as below:
Validating Sales Handovers and booking all sales and service orders in the system
(iScala)
Purchasing all required spare parts and equipment from different JCI factories
and from third parties then booking it in the system.
Negotiates with suppliers to obtain the best deal for individual products or
longer-term discount agreements.
Coordinate and plan all marine, aviation and road shipments by communicating
with shippers and freight forwarders.
Checking and approving the shipping documents, providing logistics support for
importing the items.
Coordinating and providing support for shipping and clearing Chemical and other
Hazardous categorized items.
Coordinating for approvals like iCT, EPC, Metrology etc as per customs
requirements for clearing the shipments
Following up with orders and ensuring timely delivery of orders to customers.
Coordinates and resolves problems with end user departments and suppliers.
Responsible for invoicing to customers based on project milestones and time
sheets.
Dealing with customers and vendors and answering to customer & vendor
enquiries
Checking & approving vendor invoices.
Managing Sales & Operations manager and employees travels by booking tickets,
hotels etc.
Arrange meetings and send out the invitations. Taking meeting notes and send
out to attendees.
Preparing internal warranty claims and submitting for payments.
Managing Time sheet entry and employee Over-time claims.
Warehouse Management and Stock reconciliation.
Maintaining system stock inventory.
Arranging gate passes for inspections and deliveries as per site requirement.
Preparing reports like Order Booking & Invoicing report, Cost-Sales report,
Forecast and pipeline report, Inventory & Purchase reports, etc
Coordination with other Business Departments, head office and factories.
Duties performed as below:
Providing all assistance to Infrastructure Operations Manager, Area
Programme Delivery Manager and for Engineering & Design Manager in dayto-day activities
Prepare the correspondences for the Operations department and its
transmission.
Registering and maintaining soft and hard copies of correspondences, file
logs and transmittals.
Provide assistance and support to inter-departmental activities and with
Asghal & Kahramaa.
Arrange meetings and send out the invitations
Taking meeting minutes and distribute it to attendees.
Train and supervise new admin personnel.
Finalize weekly & monthly status reports by consolidating Consultants &
Contractors feedbacks.
Maintaining calendar, plan and schedule meetings, conferences, and travel
arrangements etc for Operations Manager, Area Programme Delivery
manager and for Engineering & Design Managers.
Checking & approving time sheets and employee overtime submissions from
sub-contractors.
Maintaining and updating employees leave request and forwarding to H.R
for further process.
Coordinating with document control department for maintaining and
updating the project files & contact information.
Duties performed as below:
Accepting & Administrating Purchase Orders.
Validating Sales Handovers for Operations Dept.
Booking all service & spares projects in Oracle.
Creating SR and activities in Siebel.
Maintaining Time sheets & Site visit reports.
Placing purchase orders to Honeywell factory and to third parties.
Assuring timely delivery of service & spares to customers.
Dealing with customers and vendors and answering to customer enquiries.
Responsible for invoicing to customers based on project milestones and time
sheets.
Managing customer contracts like Parts Management Programme (PMP),
Software Enhancement Support Programme (SESP) etc. in Oracle & Siebel.
Placing Rush orders and delivering materials within the stipulated time.
Providing logistics support for the projects & customer orders.
Coordination with other Business Departments.
Maintaining appointment schedule by planning and scheduling meetings,
conferences, teleconferences and travel arrangements including hotel/air
bookings.
Prepares reports by collecting and analysing information.
Checking employee expense and overtime claims and arranging payments.
Checking & approving vendor invoices and arranging payments