Lobna Ahmed Abdel Salam

Senior Officer - Coordinator and Executive Assistant to the Country ManagerFull Time

• Job Details: ▪ Responding to all incoming sales enquiries by telephone, fax and email. ▪ Follow up enquiries, prepare proposals and quotations then submitting them to the clients ▪ Coordinate between the sales engineers and clients. ▪ Ensure a good tracking system for all paper work. ▪ Issue work orders once receiving purchase orders from clients and liaise with our yard team to make sure they deliver materials on time. ▪ Ensure all job files are up to date and maintain critical documents such as invoices, delivery tickets, purchase orders and work orders. ▪ Manage negotiations about any loss or damages in our rented materials, follow up with clients and make sure they are informed about our terms and conditions. ▪ Updating CRM with all active, won or lost quotations on daily basis ▪ Keep a register with our existing clients and potential future clients. ▪ Keeping a register for quotations and market opportunities with high/medium/low probabilities to present in weekly meetings. ▪ Manage Travel Arrangements. ▪ Devising and maintaining office systems. ▪ Serving as administrative liaison for all positions reporting to the general manager. Providing administrative support, which included organization and daily maintenance of office, communication system, filing, correspondence, copying, etc. ▪ Organizing and maintaining diaries and making appointments. ▪ Liaising with clients, suppliers and other staff. ▪ Arrange meetings and conference calls ▪ Procuring monthly office stationary ▪ Travel Arrangements: o Flights and Accommodation Booking o Visa Arrangements o Invitation and Business letters ▪ Manage all related correspondences ▪ Coordinate between office departments and set up an efficient and reliable filing system ▪ Receive and send invoices to clients ▪ Organize and schedule appointments ▪ Responsible for Meetings Minutes ▪ Liaising with clients and suppliers