Office Admin & Purchase Executive
Al Faiha Electromechanical Engineering L.L.C
Total years of experience :19 years, 0 Months
Duties & Responsibilities
• Responsible for all the administrative process with in the office as well as providing general secretarial support to enable the smooth and effective running of the office.
• Handling routine correspondence and documentation including drafting of letters and emails.
• Maintaining filling system.
• To follow up orders as well as to ensure that materials are shipped and delivered on promised dates.
• To negotiate price offer and obtain price quotation from vendors.
• To handle daily inquires from company clients.
• To select and negotiate for the best purchase package in terms of quality, price, terms, deliveries and services with suppliers.
• To raise PO to supplier & coordinating with finance for clearing payment bill.
• To prepare Invoices in Office Manager
• To update databases with confidential and relevant information.
• To establish contacts with new suppliers.
• To prepare comparative report for price quotation obtained from vendors
• To ensure stock inventory levels are maintained to adequately meet operation needs.
• To monitor all inventory level and determine appropriate delivery dates.
• To control complete cycle from negotiation, purchase, delivery from vendor, till delivery to the relevant site.
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Stock Report and variation report presentation to Management
• Maintaining suitable and sufficient office stationary levels.
• To train and motivate staff, encourage them to increase both productivity and work quality.
• To evaluate office procedures and to look for more efficient ways of conducting processes.
• Screening and recruitment of office staff.
• To delegate work to staff and manage their workload and output.
• To ensure smooth running of the office.
• Evaluating and managing staff performance.
• Ensure filing systems are maintained and up to date.
• Use of content management systems to maintain and update websites and internal databases.
• Ordering and maintaining stationery and equipments.
• Managing and maintaining budgets.
• To ensure very high standards of prompt and courteous service to our clients.
• To train and motivate staff through games and incentive based competitions via the gaming terminals.
• To identify key ways for clients to drive business profitability and expand market share by running in-‐shop
promotions for regular and new shop customers.
• Collect and manage numerical data on takings and Profit/loss on a weekly basis.
• Supervise all store operations.
• Attend manager’s meetings and training sessions when required.
• To handle agency co-‐ordination from recruitment of agents to agents licensing as well as administrative
responsibilities of the branch.
• To collect and input proposal forms received from the agents and to perform quality check of the forms
and authenticate all client information.
• To check and forward documents of life insurance policies to head office and also to look after
correspondence with the clients.
• To resolve discrepancies, if any, after the final scrutiny of documents at the head office.
• To handle queries from customers and agents.
• To enteraccounts payables and accounts receivables via accounting software Tally 7.2.
• To generate sales invoice, Purchase orders, reconciledthe share trading account and handled daily portfolio
management.
• To work closely with the senior accountant and helped in preparation of annual taxation accounts for
private clients.
• To maintain daily call record and monthly sales breakdown.
• To prioritize responsibilities in an office environment.
• To analyse basic financial information in response to queries from Managers.
2:2 achieved) Subjects: -‐ Costing, Financial Accounting, Macro and Micro Economics, Taxation and Auditing