Administrator Assistant | alfanar Electric

Job Purpose

Support the business units in their daily administration tasks efficiently, in timely manner and quality standards as per the defined policies and procedures to achieve departmental operational plans and developments.

Key Accountability Areas

Sales Order Management

• Register sales orders in the SAP system.
• Create Outbound Deliveries (OBDs) and follow up with stores until material delivery.
• Follow up with the Sales and Accounts teams for issuing LGs, order releases, OBDs, commercial invoices, payment receipts, and new account openings.

Financial Transactions and Documentation

• Issue advance payments and commercial invoice requests for collection purposes.
• Track commercial invoices until submission to the customer.
• Follow up with the Accounts department for allocation of payments after collection.
• Submit SAP invoices monthly to the Accounts department after obtaining signatures from Sales and Customers.

Sales Support and Reporting

• Create opportunities, quotations, and tickets for new tenders.
• Arrange reports for the Sales Manager, including booking, invoicing, FGCN (Full Goods Credit Note), overdue payments, and forecasts/backlogs.

Project and Inventory Coordination

• Prepare item lists according to project nature and IPO.
• Coordinate with Demand Planning, Factory, and Product Marketing Managers for materials master creation.
• Arrange stock take-off samples, pre-qualification files, and project materials, and report to management on a weekly basis.

Role Accountability

HR Proficiency:

• Ability to obtain updated soft and technical skills related to the job
• To have a vision and a plan for the career path and how to achieve it.

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvements:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification

Work Experience

Technical / Functional Competencies