Senior Office Administrator
Electrical Engineering Systems – (Al-Shuwayer Group)
Total years of experience :21 years, 4 Months
Present Job Responsibilities:
• Maintaining professional and effective relationships with peers, payers, and other stakeholders, serves as liaison with various internal departments and cooperative relationship with AR (Accounts Receivable) team in an effort to improve effectiveness.
• Setting up the terms and conditions of the receivable and payable balances, dealing with internal queries about payments, to ensure customers pay on time.
• Analyzing and tracking customer’s credit applications based on company standardization and other strategic efficiencies, ensuring accurate and timely benefit realization.
• Tracking overdue invoices by telephone, email & letter within agreed timescales.
• Handling customer issues, queries and complaints, coordinated and escalate between purchasing, sales, shipping & finance departments and business partners / higher management for resolution.
• Participating in revenue cycle / business planning activities, including the development / implementation of work unit objectives / projects to address current and future needs to achievement of the company business objectives.
• Maintained and established clear and effective relationship with the Customer Support Team to follow up on Inventory Management and Backorders resolution.
• Enters customer order data and billing information into Integrated Communication Operation Management system (ICOMS) and Order Management System (OMS) in an accurate and timely manner.
• Continuously follow up with vendors with respect to status of order fulfillment, as well as vendor’s submission of invoices to finance for taking corrective action in case of delays.
• Providing reports to external customers and internal business partners on open orders, shipments, backlog and returns, and managing purchase orders, create and make corrections in customer invoices.
• Working with the Sales Team to collaboratively forecast and plan customer shipments.
• Performing data analysis to support tasks as required by financial department.
• Organizing and Managing executive’s calendars, meetings, and warmly greetings to the office visitors.
• Organizing travel and itineraries, visas and accommodation and providing general assistance to the executive management, staff and General Manager as required.
• Managing office services by ensure office operations, procedures, correspondences are organized, and review and approve office supply requisitions as required as well as coordinating with IT department on all office equipment.
• Effectively and professionally, communicating and collaborated with vendors, service providers ensuring that all items are invoiced and paid on timely basis.
• Preparing reports on expenses, office budgets, and other expenditures.
• Design and implementing filing systems, to ensure important, confidential documents are maintained and up-to-date.
• Organizing for recruiting staff, employees requisition for the office, providing orientation and trainings as required.
• Managing office staff activities to ensure maximum efficiency, integrity, confidentiality of company data.
• Preparing and maintaining annual vacation records on company employees.
• Professionally managing internal staff relations, to ensure safe, secure working environment.
• Attending and participate in professional group meetings, stay abreast of new trends and innovations as required.
• Analyzing and preparing the financial statements for the General Manager and team leaders as required.
• Assist team members with day to day activities when needed to maximize teamwork and efficiencies.
• Performing various other related duties, to facilitate the productivity of the department as required.
Responsibilities:
• Compiling sales forecasts reports into a master file to submit to the finance, VP’s in monthly basis.
• Assisted Director of Sales with as requested. Typed correspondence and various documentation in proper format and proofread/distributed as assigned.
• Developed and sustained relationships with potential and existing clients by coordinating professional meetings, attending promotional events and providing effective administrative support.
• Assisted in preparing major contract for distributors Local Rebate Agreement / contracts and made sure that they met the federal terms & conditions.
• Actively supported and liaising with company sales team, suppliers and clients.
• Responding to sales queries via phone, e-mail and forwarding to the concerned departments.
• Responsibly maintained the client or customer relationship and motivated the employees for better work.
• Acts as a liaison between the assigned revenue cycle function and the Client to maintain business continuity and ensure policy and procedure compliance.
• Accepted additional duties over and above own responsibilities to increase in workload despite cutbacks in staffing.
Responsibilities:
• Provided executive-level administrative support to the Vice President and direct reports.
• Organizing travel and itineraries, visas and accommodation and, providing general assistance during the travel as required and preparing expense reports for Vice President’s.
• Maintain vice president’s calendar -- plan and schedule WebEx meetings, Polycom teleconferences.
• Maintained daily tasks list - Arranged meetings and made appointment with individuals on a priority basis and monitoring emails and responding as advised as required.
• Reminding the Vice President’s of important tasks and deadlines.
• Analyzing data and preparing sales reports which will help the executives in their decision-making procedures.
• Analyzing detailed reports collecting from all the departments for monthly / weekly sales forecast presentation.
• Preparing the conference room for sales presentations and staff meetings.
• Miscellaneous tasks to support their manager, which will vary according to the sector and to the Vice President’s remit, e.g. completing some corporate governance reporting such as complying with legislation and regulations.
• Maintained annual vacation records on departmental employees, and managing databases and filing systems.
Responsibilities:
• Providing administration support to Sales Reps, Sales Directors, and Senior Management.
• Organizing travel and itineraries, visas and accommodation and, providing general assistance during the travel as required and their expenses reports.
• Screening phone calls, Inquiries and requests, and handling them when appropriate.
• Prepared and organized paperwork and other materials as needed for meetings, conferences sales executives.
• Assisted the executives in preparing reports and presentations as needed.
• Following standardized company procedures relating to all aspects of Office performance.
• Updating, executing computerized database with confidential and relevant information, and accordingly giving feedback to the management.
• Handled minor financial transactions for the office, such as collecting checks, payments and issuing receipts as well as handling petty cash and purchasing essential office supplies when necessary.
• Collecting, and distributing incoming mails and sending correspondences for other office staff.
Job Summary :
Supported the Senior Leadership of the business by provided administration support for their roles. This included technical & administrative support to the Area Sales Manager and All Technical Engineers tasks as assigned as required.
• Organizing travel and itineraries, accommodation and, providing general assistance during the travel as required.
• Processing orders via email or phone.
• Analyzing data accuracy in purchase orders and invoices.
• Contact clients to obtain missing information or answer queries.
• Liaise with the Logistics department to ensure timely deliveries.
• Maintain and update sales and customer records.
• Greeting visitors in person or on the telephone and direct them to the appropriate departments or individuals.
• Maintain customer confidence and protects operations by keeping information confidential.
• Contributed to team effort by accomplishing related results as needed.
• Maintain general company record systems to uphold accurate files.
• Maintain files, making sure that all service and sales paperwork is filed properly so that everyone in the office is able to locate documentation.
Responsibilities:
• Research and Evaluating Suppliers Negotiates with potential vendors for goods and services, negotiating the best possible price and payment terms service guarantee, and delivery terms as required.
• Follows-ups on expedite requests and past due purchase orders.
• Schedule and Follows-ups to ensure all inbound material, supplies are received in a timely manner.
• Initiating order details (e.g. vendors info., quantities, prices) into internal databases.
• Coordinating with warehouse staff to ensures the timely purchase orders, customs clearance & delivery of materials in cooperation with the end users of the company, and proper goods storage.
• Analyzing data to optimize inventory turns and maintain sufficient inventory to meet client’s demands.
• Managing and maintaining excellent working relationships with suppliers, customers, and management.
• Familiar with the procurement aspects of the Saudi Aramco Onshore Project to ensure that objectives are met within the approved vendors ID, manufacturers ID i.e. (9COM/9CAT) according to Project scopeand schedule.
Responsibilities:
• Assist Branch Sales Manager, and Sales Representatives with administrative tasks.
• Work closely with Inventory Manager, Order Management and Distribution team to manage shipments according to given deadlines with appropriate manner.
• Responding to complaints from customers and give after-sales support when requested.
• Work closely with the Sales team to assess the progress of the department for developing Sales strategy accordingly.
• Inform clients of unforeseen delays or problems.
• Assist in the preparation and organizing of promotional material or events.
• Utilizing company resources to develop a filing system that keeps all active and available digitally and in hard copies.
• Performed as primary customer service contact for clients who have questions about their accounts or our products.
• Review general administrative process and make efficient improvements to drive work efficiency and process.
• Preparing and follows up on sales quotations made for clients, negotiating on terms as advise by the management.
• Worked with our Sales Planners and Sales Managers to assist and support in their daily responsibilities.