Career Opportunities: Assistant Officer, Sales Administration (14367)

Job Summary/Purpose:
Provide administrative support to the sales division of BTC.

Responsibilities:

 Operational:
1. Prepare SAP/E-System Invoices as per the Customer Purchase Orders and BTC Offers; Proforma Invoice and quotations and submit it to direct manager for approvals.
2. Analyze Bank LC Terms and Conditions, coordinate with Finance Department to prepare documents and submit to the Customer for acceptance.
3. Follow up on LC deals as per the Last Shipment Date and Expiry with Customer.
4. Submit Credit Invoices for customer as per the PO Payment Terms.
5. Maintain the expense sheet for petty cash, checklist for registration, kitchen supplies, parking fees for the Mandoubs etc.
6. Assist Sales Admin staff, Sales Executives and Cashier with sales related process, documents, customer orders, petty cash and system related issues.
7. Liaise with Service Department in preparation of service package for customers.
8. Receive delivery notification faxes/Emails from HE sales delivery department, attach the relevant documents, obtain approvals and resubmit to delivery department.
9. Finalize the vehicle registration documents and submit it to Traffic representatives and follow up.
10. File documents and ensure confidentiality of documents, scan and photocopy documents, send, receive, distribute faxes and daily mail.
11. Submit invoices, packing list received from the supplier to BTC delivery/warehouse department.
12. Coordinate with Finance to provide traffic stamp clearance letter to customers.

 Prepare periodic and ad hoc reports and presentations.
 Document and maintain records of activities and process workflows on internal communication portals.
 Adhere to Al-Sayer Group policies and health and safety regulations.
 Perform other duties as requested by management.

B-Product Knowledge

B-VMS-Administration

B-Document Archival, Security and Management

B-Procurement process

B-Business Writing

B-MS Excel

B-Policies and Procedures

B-MS Word

B-E Synergy

B-Products and Services

5 - Achievement Orientation

5 - Problem Solving

5 - Customer Orientation

5 - Execution Excellence

5 - Personal Effectiveness

5 - Impact and Influence