Muhammad Ameen

Manage administratively the office staff personnel (Officer Buyer and storekeepers), schedules, appraisals and trainings. Ensure smooth process of purchase requests allocated by Director of Materials Management to all buyers including self Ensure to set policy and procedures (quotations, documentation, specification and explanation) are being followed and practiced. Ensure availability of storerooms stocks at all times according to set Min Max stock levels Ensure to verify that daily market list is delivered. Question discrepancies and delays Ensure to verify all system updates concerning data stock items, regarding name, packing, weight and units Ensure to review, check and update constantly entered quotations concerning price and duration validity Ensure to coordinate with the Head Storekeeper by reviewing periodically the established Min / Max Storerooms stock levels for update requirements Ensure that all issuance (Fax) for all approved purchase orders to the respective vendors are delivered on time Ensure to print the weekly “Order Pending Report” to follow up and verify approved requests, items not delivered according to the specified vendor’s delivery dates Ensure and coordinate with the Head Storekeeper the proper Hygiene & Safety procedures in all storerooms Ensure to provide constant and accurate feedback to the Materials Manager and Department Heads on market conditions, items availability, seasonal items, delivery lead times and price trends Manage to identify and recommend new market products in terms of quality and price competitiveness Ensure to monitor vendors reliability and services, establishes new contracts with prospective vendors Operate in a safe and environmentally friendly way to protect guests’ and employees’ health and safety, as well as protect and conserve the environment Comply with the hotel environmental, health and safety policies and procedures

Performs related duties and any assigned projects as and when requested. Responsible for all administrative function of the Materials Department, Staffing, training and fulfillment of others related duties. Responsible for physical control of all stores items until issued, fully documented. Ensure that all issuance (fax) for all approved purchase orders to the respective vendors are delivered on time. To print the weekly “order Pending Report” to follow up and verify approved requests, items not delivered according to the specified vendors delivery dates. Provide constant and accurate feedback to the Director of Materials and Department heads on market conditions, items availability, seasonal items, delivery lead times and price trends. Monitors vendors reliability and services, establishes new contract with prospective vendors. Performs related duties and any assigned special project as and when requested. Ensure that set policy and procedures quotations, documentation, and specification, are being followed and practiced.

Responsible for checking the system daily and completing all administration procedures concerning allocated received requests and orders. Check queries and request clarifications or any concerns regarding received purchase request data, description, units, quantities and specifications. Responsible for requesting and negotiating best price quotations, ensuring best quality for all received orders and forwarding same for approval, while ensuring the best delivery schedule. Responsible for the timely handling of the daily market list, allocating orders, checking new items included for price and availability, ensuring approvals for onward vendor order confirmation. Ensures daily market list timely deliveries, verify and immediate follow up on discrepancies. Check and ensures that all approved & authorized purchase orders are timely forwarded (faxed or delivered) to the concerned vendors. Responsible for verifying and follow up on all pending orders (approved & under approval) through system reports and/or by reporting any concerns. Investigates and clarifies price, quantity and quality discrepancies with the approved order being reported upon delivery by the vendors. Responsible for reviewing and updating all personally entered (locked) price quotations, quotes validity and supplier’s data in the system. Advises through market knowledge, special offers, discounted products, cost saving substitutes and possible brand shortages, serving the benefit of the property. Monitors vendors’ reliability and services, establishes new contacts with prospective vendors and updates data regularly.

Set-up and maintained a comprehensive filing system. Writing memos, letters and reports using MS Word. Preparing and disseminating confidential correspondences internally and externally. Generating spreadsheets, and database reports using MS Excel. Resolving routine administrative problems and answering inquiries concerning activities. Managed the accounts receivable and payable. Maintaining the Cash Book, Bank Book, Payment Vouchers and ledgers. Dealing with local banks & looking after day to day transactions. Preparing & reconciling the Bank statement every month. Preparing Salary sheet & Wages sheet for the staff & contractors. Maintaining accounts of the local vendors. Preparing the monthly accounts statement of the organization & submitting to the finance Manager. Dealing with Chamber of Commerce & other departments concerned. Ensuring the efficient and effective operations of the office.