Experience as Procurement Assistant / Tender Support Assistant / Document Controller

• Employer

• From

  02 November 2012

• To

• Detail

  RESPONSIBILITIES AS A PROCUREMENT ASSISTANT:
  
  - Understand and work in line with project requirement.
  - Follow the instruction/tasks given by Procurement Manager / Project Manager / Construction Manager and complete on time.
  - Arrange Project Insurance as per client requirement.
  - Generate enquiries and obtain quotations from the relevant sub-contractors/suppliers/manufacturer as per project/site requirement.
  - To prepare price Comparison for Procurement Manager in order to negotiate with sub-contractors/manufacturer.
  - Arrange necessary meetings with Vendors to finalize the order as and when required.
  - Negotiation with local suppliers for the discounted price, payment terms & other conditions.
  - Preparing LOA/Purchase Contracts/Purchase Orders/Work orders and obtain approval from management.
  - Follow-up with the manufacturer/ suppliers/ sub-contractors for the supply of the materials/ Equipment’s/ Vehicles/ Manpower’s to site as per site requirement and as per order placed.
  - Coordination with vendors for establishment of new Letter of Credit (LC) prior to shipment of materials.
  - Coordination with vendors for submission of technical documents.
  - Arrange Bank Guarantees from respective vendors.
  - Coordination with vendor & shipping agency for the shipment of materials & clearing the materials from port.
  - To review and confirm the shipping documents like Bill of lading, Certificate of Origin, Shipping Invoice, Packing List & Quality Certificate as per Letter of Credit (LC) & as per Client requirement prior to shipment.
  - Amending Work orders in time in order to continue the hiring period of Equipment’s/ Vehicles/ Manpower at site.
  - Processing of vendors monthly Invoice to accounts and timely follow-up for payment with accounts.
  - Maintaining Purchase Order/Work Order register.
  - Arrange/ Attend Client meeting as per requirement.
  
  RESPONSIBILITIES AS A BID SUPPORT ASSISTANT:
  
  - Obtain Tender technical requirement from technical team and send enquiry to respective manufacturers/suppliers.
  - Circulate specific notices/PTC as received from Client.
  - Closely follow-up & arrange commercial offer & technical documents from manufacturers/suppliers within due date and circulate to technical team for review.
  - Update Tender RFQ status on daily basis.
  - Compiling of technical documents and preparing material book for submission as per Client requirement.
  - Preparation & submission of Pre-Qualification documents as per requirement for Client approval.
  
  RESPONSIBILITIES AS A DOCUMENT CONTROLLER:
  
  - Submission of documents/drawings as per Client requirement & as per standard.
  - Distribution of documents received from Client to respective department and follow-up for timely submission of documents to client for approval.
  - Follow-up with client for document approval.
  - Maintaining Document Control Register (DCR).
  - Submission of Letter to client, responding to client’s letter & maintaining letter register.
  - Update Procurement status, document register & letters register to Procurement/Project Manager on weekly basis.
  - Preparing & Submission of daily site report to client.
  - Coordination with Construction Manager/ Site Engineer for daily site activities/requirements.
  - Proper maintenance of project documents and filling system.
  - Also involve in internal audit as per ISO standards.