خلاصہ

RECEPTION

Answer general phone inquiries using a professional and courteous manner. Direct phone inquiries to the appropriate staff members.
Reply to general information requests with the accurate information.
Greet clients/suppliers/visitors to the organization in a professional and friendly manner.

OFFICE ADMINISTRATION

Creates and modifies various documents like Reports, Memos, Agendas, E-Mails, Drafts and presentations by using Microsoft Word, Excel, PowerPoint, Outlook and Inpage.
Involved primarily in all the internal and external E-Mails, Letters and Faxes activities of the office including sending and receiving E-Mails, Letters and Faxes for and on the behalf of the Executives.
Manage Office E-Mails Account Sort Incoming E-Mails get Print out and hand over to concerned Executive.
Prepare draft replies of the incoming E-mails/Letters show to concerned executive for checking/correction, after finalization send E-mails to concerned person and print letters on company letter head for dispatching.
Keep record of all the incoming/outgoing official information in the form of E-Mails, Faxes and letters in electronic database and manually in files also.
Sort incoming Courier Deliveries and hand over to concerned Executive.
Dispatch outgoing courier deliveries.
Prepare electronic presentations to show status of ongoing projects.
Take agenda points from all executive for weekly executive meeting prepare agenda and forward it to all executives with the date and time of the meeting.
Prepare electronic presentation for weekly executive meeting and organize meetings.
Prepare Weekly/Monthly reports of all ongoing official activities/projects.
Provide secretarial/administrative support to management and other staff like preparation of tender documents, filling, sorting, data entry, faxing, scanning and copying.
Manage Calendar for Managing Directors.
Comfortable doing two or more tasks at the same time without compromising quality of work.
Purchase, receive and store the office supplies ensuring that basic supplies are always available
Process accounts payable/receivable ensuring timeliness and accuracy of information
schedule and coordinate meetings, appointments and travel arrangements for Managers.
Perform maintenance tasks such as checking for viruses, backing up tape, upgrading software and other basic maintenance.
Maintain contact lists.
Submit and reconcile expense reports.
Assist in resolving any administrative problem.
Provide professional administrative support to recruiters.
Prepare, maintain and manage interview schedules and correspondences.
Compile and send new hire information to accepted applicants.
Maintain and file applicant information.
Performs all other related duties as assigned.

RESPONSIBILITIES AS PROCUREMENT ASSISTANT

To bring to the notice of the manager all the tenders inquires of Directorate General Defence Purchase (DGDP), Directorate of Procurement (AIR), Pakistan Aeronautical Complex (PAC), Air Weapon Complex (AWC), Pakistan Air Force (PAF), Heavy Mechanical Complex (HMC) and Civil Aviation Authority (CAA) for tools, spares/repairs and misc.
Prepare quotations, tender document and submit to concerned organization before closing date.
Obtain RFQs (Rate for Quotation) for spares / repair of different aircraft systems of Pakistan air force by e-mail, fax and personally by hand.
Find out reliable and competitive suppliers for earlier ordered spares and explore several new suppliers for newest demanded spares.
Send RFQs to suppliers and request for quotation before closing date.
Received quotations from suppliers then corroborate goods/supplies NSN/Part Numbers with RFQS.
Prepare comparative statement and find out most accurate, perfect, exact and most economical quotation and submit it to concerned organization/client before submission date.
Prepare earnest money/bank guarantee pay orders in respect of concerned organizations through banks.
Attend tender openings.
On award of purchase order corroborate goods/supplies NSN/part numbers with quotation. If there is no discrepancies send it to concerned supplier and follow up with it for timely delivery to client.
Approach to concerned supplier for replacement in case of rejection of goods/supplies.
Keep record of all the RFQS and orders in electronic database and manually in files also.
Keep viewing the status of all orders and approach to concerned organization/client on completion of delivery for the release of CRVs / cheques.
Collect CRVS and send it to supplier for the early release of the payments.
Prepare registration documents for registration as supplier/vendor.
Maintain files for all official projects and clients.
Organize and maintain contact details of all the clients.