Purchase Assistant/Administration/Hr/Coordinator/

LILIAN AUGUSTUS

Mobile: 971-**-*******

Email: *********@*****.***

PROFESSIONAL SUMMARY

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A dedicated, focused Purchase/Administrative professional with significant experience in

Purchase Assistance, and administrative abilities. Proven interpersonal, communications and

multi-tasking skills. Adaptable team player recognized for willingness to learn. Person with a

positive attitude and an unquestionable integrity.

SUMMARY

Demonstrated Purchasing & Administrative Expertise: in supply, purchasing, file

management and storage, equipment repair co ordination and maintenance of corporate

account statements.

Provided Support to Several Directors: Conducting MS-Outlook calendar

management, meeting coordination, travel arrangements, scheduling for internal and

external staff training.

Performed Secretarial Functions: including preparing expense reports, PowerPoint

presentations, correspondence and other duties assigned.

Computer Proficiency: MS-Word, PowerPoint, MS-Excel MS Outlook, ERP, Sun

systems and Aconex.

PROFESSIONAL EXPERIENCE – 16 YEARS (8 YEARS GULF EXP.)

ALSTOM TRANSPORT

Assistant Buyer / PURCHASER

(Reporting to Supply Chain Manager)

(March 2013 – Present)

Within the context of Dubai Tramway Project.

Responsibilities with Sourcing Department

Provide effective procurement, database and administrative support within the

Procurement Department.

Assist the Procurement Manager by providing administrative support to manage

suppliers.

Update list of approved/preferred suppliers, ensure accuracy of data input and on-going

maintenance of data within the supplier database for the Procurement department.

Communicate in writing and verbally with clients and suppliers and ensure all internal or

external requests are dealt with promptly and accurately.

Preparing of Purchase Requisitions, Purchase orders and Credit applications.

Processing of payment to Suppliers in coordination with the Finance Department.

Reviewing and resolving supplier invoice discrepancies.

Supplier’s follow-up (deliveries, invoicing, quality control…) and liaising with warehouse

personnel.

Preparing SEQ (Supplier Evaluation Questionnaire) and ensuring it is accurate for

QA/QC Evaluation.

Follow-up and handing over of Materials to concerned Sub Systems.

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Administrate RFQ process including compilation of packages, receipt, tracking of

documents, and set-up of supplier files and assist pre-qualification of suppliers, maintain

tracker of all Procurement.

Perform other duties as directed by the Procurement Manager.

Preparing o MRIR Reports and forwarding the same to relevant departments.

Preparing document transmittals.

Review Letters/ Minutes of Meetings /Transmittals/ RFI’s (Request for Information) and

FCN’s/ Technical Bulletin from Besix and forward the same to the concerned

departments via emails and proper recording of the same documents.

EDMS – Aconex: Download incoming DDR’s (Design documentation Review) and

Letters from Aconex.

Prepare daily incoming folder on network, circulate and notify project team about

Incoming mails. Prepare daily circulation folder with all incoming letters for the

management.

Review documents and data (e.g. incoming requisitions, past purchases, reconciliations,

inventories, etc.) for the purpose of ensuring completeness and accuracy of purchasing

process.

VIA-BANGALORE.COM ( TRAVEL AND TOURISM )

HR Executive / Department Secretary

(September 2010 – 31st July 2012)

Responsibilities and Contributions

Provide administrative/secretarial support for the department

Liaise with payroll. Assist in the Performance Appraisal process.

Maintain the personnel filing system.

Carry out any other duties in order to support the Director.

Organize and coordinate meetings, conferences, travel arrangements.

Maintain schedules and calendars and maintain filing systems.

Coordinate with suppliers for Office Supplies.

Preparing Appointment letters and Employment Contracts.

DODSAL ENGINEERING AND CONSTRUCTION PTE LTD, DUBAI, UAE

Secretary / HR Administrator (Reporting to Executive Director - Operations)

(August 2004 - February 2010)

Responsibilities and Contributions

Responsible for managing all executive level administrative tasks that includes

conference calls, meetings and arrangement of travel and hotel booking for the Director.

Establish and maintain departments and/or project files (i.e. inputting of resumes or HR

Database) and Building employee database.

Provided assistance in development of reports and presentations and day to day

Administrative duties as assigned

Responsible for employee record management system for progressing executive travel

related accounting documentation.

Network with other support staff to coverage during absence.

Prepare Employment Agreements for all staff categories for various Dodsal offices.

Co-ordinate with HR personnel at site offices and ensure other assignments are

completed.

Managed secretarial duties as assigned by the Director – Operations.

Assisted the Operational team on documentation and recording.

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IBM, BANGALORE

Customer Care Executive/ ITS Coordinator (Reporting to the VP - Integrated

Technical Services)

(September 2001 - January 2004)

Responsibilities and Contributions

In-charge of Customer Support Division

Preparing invoices/job cards and assigning tasks to the Service Engineers.

Involved in the preparation of quotations for upgrades/sale of spares

Negotiate effectively and generate revenue, bring leads for Facility Management and AMCs

Effective follow-up to retain old AMCs, interact and co-ordinate with business partners

Effectively allocate/co-ordinate with Service Engineers for Installation / after sales support.

Log calls for ThinkPad repairs for external and internal customers and co-ordinate with

Departmental Heads.

Day to day correspondence and follow up with suppliers and THINKPAD clients

Liaising with Warehouse personnel and stores on stock of goods and preparing for internal

and external dispatch.

CITIBANK, BANGALORE

Assistant to Personal Secretary to the CFO (Reporting to Secretary to CFO)

(Jan 2001- August 2001 – Contract)

Responsibilities and Contributions:

Responsible for managing all executive level administrative tasks that includes conference

calls, meetings and arrangement of travel and done other tasks as assigned.

Preparation of reports and presentations of executive levels.

Responsible for developing innovative records management system for progressing

executive travel related accounting documentation.

Responsible for meeting persons, special interest groups and others for management.

Purchase of Department Supplies and stationery

Coordination with other departments (Credit / Debit & Corporate Account divisions for report

generation and submittals.

Coordinate with various staff for operational support activities of the unit; serve as a liaison

between departments and operating units in the resolution of day-to-day administrative and

operational process.

Scheduling and organized meetings or conferences for the CFO

SAATCHI & SAATCHI (AD AGENCY), BANGALORE

Administrator (Reporting to Manager Administration)

(May 1997 - January 2001)

Responsibilities and Contributions

Schedule and coordinate meetings, appointments, events and other similar activities for

supervisors, which also include travel and lodging arrangements.

Co-ordinate with representatives from Media on appointments, process vendors payments.

Coordinate and perform staff and operational support activities for the unit; liaise with other

departments and operating units to resolve day-to-day admin and operational problems.

Book keeping, petty cash, filing, correspondence, and interaction with suppliers and

supervisors, responsible for stock control, obtaining quotations from the suppliers and

negotiation.

In charge of administration, staff payroll, bank correspondence etc.

Make travel bookings (International and Domestic)

Monitor HR functions like staff attendance, Coordinate with staff for operational support

activities of the unit; liaise between departments and operating units to resolve day-to-day

admin and operational problems.

Procurement of office supplies and arranging of inbound and outbound freight

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EDUCATIONAL QUALIFICATIONS

MBA(HR), with Sikkim Manipal University,

Post Graduate Diploma in Industrial Relation and Personnel Management, from

Bharatiya Vidya Bhavan’s College of Management studies, Bangalore.

Bachelor of Commerce from Bangalore University

Diploma in Windows 2007 and Advanced Excel, from Sanford University, Bangalore

PERSONAL DETAILS

Date of Birth : 01.01.1977

Marital Status : Married

Nationality : Indian

Visa Status : Employment Visa

Languages known : English, Hindi, Tamil & Kannada

Passport Number : E6018891

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