RECEPTION · ANSWER GENERAL PHONE INQUIRIES USING A PROFESSIONAL AND COURTEOUS MANNER · DIRECT PHONE INQUIRES 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 · USE COMPUTER WORD PROCESSING, SPREADSHEET, AND DATABASE SOFTWARE TO PREPARE REPORTS, MEMOS, AND DOCUMENTS · SORT INCOMING MAIL, FAXES, AND COURIER DELIVERIES FOR DISTRIBUTION · PREPARE AND SEND OUTGOING FAXES, MAIL, AND COURIER PARCELS· SORT OUT INCOMING EMAILS GET PRINT AND HANDOVER TO CONCERNED EXECUTIVE. FORWARD INCOMING E-MAILS TO THE APPROPRIATE STAFF MEMBER· PURCHASE, RECEIVE AND STORE THE OFFICE SUPPLIES ENSURING THAT BASIC SUPPLIES ARE ALWAYS AVAILABLE· CODE AND FILE MATERIAL ACCORDING TO THE ESTABLISHED PROCEDURES· UPDATE AND ENSURE THE ACCURACY OF THE ORGANIZATION'S DATABASES· BACK-UP ELECTRONIC FILES USING PROPER PROCEDURES · PROVIDE SECRETARIAL AND ADMINISTRATIVE SUPPORT TO MANAGEMENT AND OTHER EXECUTIVES · MAKE TRAVEL, MEETING AND OTHER ARRANGEMENTS FOR STAFF· COORDINATE THE MAINTENANCE OF OFFICE EQUIPMENT.
ASSIST WITH FINANCIAL MANAGEMENT · USE COMPUTER SOFTWARE TO PREPARE INVOICES AND FINANCIAL STATEMENTS · CODE AND FILE FINANCIAL MATERIAL ACCORDING TO ESTABLISHED RECORDS MANAGEMENT PROCEDURES · PROCESS ACCOUNTS PAYABLE ENSURING TIMELINESS AND ACCURACY OF INFORMATION · PROCESS ACCOUNTS RECEIVABLE ENSURING TIMELINESS, ACCURACY OF CODES AND APPROPRIATE BACKUP· PREPARE ACCURATE BANK RECONCILIATIONS AND DEPOSITS · ADMINISTER PETTY CASH ACCORDING TO ESTABLISHED PROCEDURES · ASSIST WITH FINANCIAL REPORTS AS REQUIRED.
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 BOARD (PACB), PAKISTAN AIR FORCE (PAF) AND CIVAL AVIATION FOR TOOLS, SPARES/REPAIR OF AIRCRAFTS 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 DIFFERENT DIRECTORATES BY E-MAIL, FAX AND PERSONALY BY HAND.
FIND OUT RELIABLE AND COMPETITIVE SUPPLIERS FOR EARLIER ORDERED SPARES AND EXPLORE SEVERAL NEW SUPPLIERS FOR NEWEST DEMANDED SPARES. SEND RFQS TO SEVERAL SUPPLIERS AND REQUEST FOR QUOTATION BEFORE CLOSING DATE. RECEIVED QUOTATIONS FROM SEVERAL SUPPLIERS THEN CORBORATE QUOTATIONS NSN/PART NUMBERS WITH RFQS. REPARE COMPARATIVE STATEMENT AND FIND OUT MOST ACCURATE, PERFECT, EXACT AND ECONOMICAL QUOTATION AND SUBMIT IT TO CONCERNED DIRECTORATE / CLIENT BEFORE SUBMISSION DATE. PREPARE TENDER DOCUMENTS AND PREPARE EARNEST MONEY / BANK GUARNTEE DRAFT THROUGH BANK · ATTEND TENDER OPENING. ON AWARD OF PURCHASE ORDER CORROBORATE ORDER WITH QUOTATION. IF THERE IS NO DISCREPANCY SEND IT TO CONCERNED SUPPLIER AND FOLLOW UP WITH IT FOR TIMELY DELIVERY TO CLIENT. APPROACH CONCERNED SUPPLIER FOR REPLACEMENT IN CASE OF REJECTION OF ANY ITEM. KEEP RECORD OF ALL THE RFQS AND ORDERS IN ELECTRONIC DATABASE AND MANUALLY IN FILES ALSO. KEEP VIEWING STATUS OF THE ALL ORDERS AND APPROACH TO CONCERNED DIRECTORATE ON THE COMPLETION OF DELIVERY FOR THE RELEASE OF CRVS / CHEQUES. COLLECT CRVS AND SEND IT TO SUPPLIER FOR THE EARLY RELEASE OF THE PAYMENTS MAINTAIN FILES FOR ALL OFFICIAL PROJECTS AND CLIENTS. ORGANIZE AND MAINTAIN CONTACT DETAILS OF ALL THE CLIENTS.