Admin Assistant

**EMPLOYEE JOB SCOPE AND JOB DESCRIPTION**

**OBJECTIVE**:
To provides information that helps both supervisors and employees understand what tasks the employee will perform

And also help employee understand what is his / her role and responsible in the company

NAME:
DESIGNATION: ADMIN ASSISTANT EMPLOYEE NO:
SUBSIDIARY / DEPT: REL-Procurement Department DATE JOINED:
DURATION : UPDATED DATE:
**Main Task**

1 Handle Shipment & Logistics

3 Vendor Presentation & Training as per request

4 Vendor Pre-Q

5 PO Creation

**Details Task for Shipment & Logistics**

1 Source of potential Forwarder and understand their strength

2 Assisting for Forwarder / Vendor Pre-Q

3 Evaluate and update new/exisiting Forwarder into Approved Vendor List

4 Ensure the appropriate Incoterms specified on the purchase order are carried out.

5 Prepare Bid Tab if required for Shipping Cost & Discuss on issuing of Puchase Order

6 Process order and ensure timely Shipment and Delivery of Purchased products

7 Coordinate & provide assistance between Requester, Suppliers and Forwarders and Receivers

8 Corodinate and assist with all necessary Import & Export Documentation for all Projects

9 Ensure documents are given to Forwarders before vessel ETA & avoid any Storage or Demurrage charges

10 Ensure timely return of Containers to yard & avoid Detention charges

11 Provide all necessary Import / Export documents to Finance for their processing on GST

12 Corodinate with FIN for payment if any issues with Forwarder invoices

**Details Task for Shipping Guarantee**

2 To liase with Finance, Supplier and Shipping Line to ensure receipt of Shipping Documents from Bank on time for clearance

3 Make arrangements to send shipping documents for overseas projects on time to relevant personnel.

4 Arrange to return back original Shipping Guarantee to bank once receive Original BL

**Vendor Presentation**

1 Send invitation to Vendors to conduct Vendor Presentation

2 Ensure topic is relevant to our projects

3 Coordinate for date time and venue

4 Inform all users on the Vendor Presentation / Training

**PO Creation**

1 Convert PR to PO for Shipment

2 Once Purchase Order is created, save the WO copy PO in PDF and send it to requestor/buyer to check and advise for release

3 Once Purchase Order is checked and released, save it in PDF format in the G-Drive and send for e-Approval

4 For PO more than SGD50K, hard-copy PO is to be printed and send for signature

Once Purchase order is signed, keep a PDF copy in appropriate PO folder and send the approved purchase order to vendor for their
5 action and cc to project team for their info

**KPI**

1 To meet Training Hours of 65 hours for calender Year by attending Rotary's Internal courses & External Courses

Arrange Vendor Presentation/Training and Coordinate with Supplier and Requestor to arrange Vendor Presentation/Training within
2

3 days from request.

3 To do training on shipment 2 times a year

4 Clear Shipments from Singapore port within 3 days of arrival.

**Other Tasks**

1 Send signed NDA to suppliers

2 Get Pre-Q supporting documents from Requester & forward for processing

3 Send Invoicing Process & Code of Conduct Letter to suppliers & give weekly update

4 In-Charge of Vendor's Pre-Qualification

5 Update Report - Tracking List & Yearly & Monthly Report (Pre-Qualification)

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**Salary**: ₹8,086.00 - ₹15,000.00 per month

**Benefits**:

- Health insurance
- Internet reimbursement

Schedule:

- Day shift

Supplemental Pay:

- Overtime pay
- Yearly bonus

Ability to commute/relocate:

- Chennai, Chennai - 600113, Tamil Nadu: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Bachelor's (preferred)

**Experience**:

- total work: 1 year (preferred)

**Language**:

- Hindi (preferred)
- English (preferred)

**Speak with the employer**

+91-XXXXXXXXXX