6th week-Thursday 13th Dec 2012

Today was the last day in my work-placement with AL Rostamani Communications. I had only corrected the report errors and reprint it and submit it again to FM.

6th week-Wednesday 12th Dec 2012

I was trained by the Senior Accountant she asked to me post 20 Customer Received Vouchers (CRV). Then print the Debit and Credit transaction.

6th week-Tuesday 11th Dec 2012

I was trained by Accountant; he taught me the Payments Procedure, the General Entries and the Bank Reconciliation.

6th week-Monday 10th Dec 2012

Today I have worked with the Admin and Account executive and she gave me a general idea about her work. For example, she is responsible of the “Petty Cash”. It refers to the expenses spent when the employees in ARC goes out to do some tasks related to their work such as meetings. So money they paid will be compensated to them as they present the petty cash form and the invoices.

The Admin and Account executive first calculate the invoices and then enter it to the system and divided them in categories. This process done to match their budget with their expenses and then it is used in preparing the Balance Sheet.

What I have done:

·        I had entered three petty cash for ARC-Dubai and one for ARC-Abu Dhabi

·        Then I wrote two cheques, one for total amount for ARC-Dubai and another one for ARC-Abu Dhabi

(The money will be withdrawal from the company’s account in NBQ)

·        After that I entered the cheques reference number, the amounts and the accounts numbers on the system. Show the Debits and Credit balances

·        Print it out for FM and GM signatures with the cheques attached to the papers

·        I have calculated the amount in the invoices that belong to each employee and check the categories. Insure that the totals are correct

I wrote a cheque for Etisalat in order to pay the manager’s Telephone expenses after deducting the cost of the personal calls

6th week-Sunday 9th Dec 2012

This week I’m assigned to be trained by the accounting department staff. Since it is the end of the year, accounting staff has to close the current year and do the budgeting for the next year. So, I was not trained by anyone.

5th week-Thursday 6th Dec 2012

As planned today is the report’s dead-line. So, as I reached the office I went through what I have written already and search for any error. Then I wrote the recommendations and the conclusion and finally print it out and submit it to the finance manager.

5th week-Wednesday 5th Dec 2012

Today I had discussed the findings; I had mentioned to him that I didn’t find a gap where the subordinates work didn’t match the managers’ expectations. After that I continue writing the report.

5th week-Tuesday 4th Dec 2012

I continued working on the report according the format that the finance manager discussed with me.

5th week-Sunday 2nd & Monday 3rd Dec 2012

National Day vacation

4th week-Thursday 29th Oct 2012

AL Rostanami Group has organized a National Day celebration which started at 10 o’clock. After that ARC has organized a lunch for all the staff to enjoy.

4th week-Wednesday 28th Oct 2012

Today I started with the report which summarizes the objectives and the expectations of the business managers, the finance manager and the consultants on how procedures are followed by commercial coordinators. And I have to list expectations gap as bullet points and discuss them with the finance manager.



4th week-Tuesday 27th Oct 2012

I met with the business managers in order to discuss with them about their expectations from the commercial coordinators and their team.

4th week-Monday 26th Oct 2012

I met with two sales consultants to continue asking them about their expectations from the commercial coordinator and the accountants. Then I met with finance manager to list down his expectations from both the commercial coordinator and the accountants. In the time between each meeting I organized my notes and list new possible questions. Because it is difficult to meet finance people due to busy schedule.

4th week-Sunday 25th Oct 2012

As part of AL Rostanami Group rules, all UAE national must participate in preparing for the national day celebration. So, my superior was told to let me free today.

3rd week-Thursday 22nd Oct 2012

As planned today I discussed with the Consultants or the Products Managers about their expectation from the commercial coordinator and accountants in term of finish all procedures on time without delaying, give high priority for big customers, support the sales person and updated them with the transaction status. I had allocated twenty minutes with each consultant that I met. I managed to meet three of five consultants due to a lot of tasks they got today as it is the end of the week. Later I was asked to review a contact between ARC and Government of Sharjah-Director of Town Planning and Survey, to installation a telephone system. I had read the contract in English and compare it to the translated one. After that I checked if the three translated copies, the Arabic copies, were the same. I was checking the wording and the amounts of money mentioned.

3rd week-Wednesday 21st Oct 2012

Today I’m supposed to be assigned to meet the managers in ARC in order to know what their expectations are. But I couldn’t proceed with that because they were either in meetings and preparing for presentations or in a leave. So, as I got the chance to meet my supervisor (at 12:15) I discuss with him the issue and find out I solution. The solution was to swap meeting the managers with another task which is to meet the consultants to and discuss on their expectation from the commercial coordinators. But certainly I had bad luck today because all of the five consultants were at sites. However, I used the time to list down all the possible questions that I can ask. Hopefully I will able to meet them tomorrow.

3rd week-Tuesday 20th Oct 2012

I have entered the sales order in the system and then get the commercial coordinator’s, the department manager’s and finance manager’s signatures. The Finance manager had released it after approximately 20 minutes. Then I create an invoice and print it, and arrange for a carrier to send it to the customer as soon as possible. Finally, I send an e-mail to the customer informing him that we sent the invoice and reminding him to sign the invoice copy and send it back to ARC. I participated in one hour meeting organized by Al Rostamani HR department for the UAE nationals to share ideas about how to celebrate the National day on Thursday 29^th Nov.2012. And what decorations does each department or company from Al Rotamani Group want to do.

3rd week-Monday 19th Oct 2012

As the Services Commercial Coordinator reached the office she printed out seven invoices that must be sent to the customers to sign. The invoices were range from AMCs payment due and maintenance or any services costs of non-AMC customers. I had arranged for a carrier to send the invoices.

I had done one sales order for a service done for one of Al Rostamani Group that doesn’t have an AMC. Later, I had gone through the comprehensive AMC and see what it covers specifically and what are its terms and conditions.

3rd week-Sunday 18th Oct 2012

I was assigned to be trained by the Services Commercial coordinator for three days. The Services Commercial Coordinator is responsible about the maintenance done after the installation of IT or Telephone systems for the customer. Normally each customer gets 45 days as warranty. Despite that, many customers request maintenance service after the 45 days. So in this case they have to pay AED 500 per working hour or AED 350 per working hour if the customer was from Al Rostamani Group in addition to any spare parts that they have to change. To avoid paying these amounts of money, ARC provides an Annual Maintenance Contracts, AMC, for its customers. There are two types of AMC which are comprehensive and non-comprehensive AMCs. The comprehensive AMC covers the spare parts, services any time and periodical maintenance. While the non-comprehensive AMC covers only the programming, configuration and periodical maintenance.

AMC cost: depends on how big is the IT or Telephone system is and the facilities that it contains.

Who does the Services Commercial Coordinator supervise?

She supervises five engineers and one technician who work in different systems. The technician is an expert in cabling and knows how to deal with the different systems.

System Name	NEC	Avaya	AL Catal	Philips
No. Engineers	1	2	1	1

 

What else dose the Services Commercial Coordinator?

1-    Follow up the engineers every day by calling them and record the work that have done and the locations. This record must be submitted to the General Manager in a weekly basis

2-    Follow up the payments when they are due, usually 20 days after sending the invoice to the customer

3-    Prepare a new AMC in advance for a customer with an AMC due to expire soon. Then send it and follow up if the customer agreed and signed or not

4-    Billing: To prepare an Excel sheet that contains the total amount of invoice under each engineer name and match it with their monthly target. This excel sheet must be submitted to the General Manager in a monthly basis

5-    Maintenance follow up: to allocate the months for each customer for the periodical maintenance

(She prepared an excel sheet that includes the customers’ names, their contract expiry date and their details. She highlighted the months that the service is done at. So, it is will be easy for here to know when are the following maintenance services must be done)

2nd week-Thursday 15th Oct 2012

New Hijri Year Vacation.

2nd week-Wednesday 14th Oct 2012

I’ve received a Local Purchase Order (LPO) from Dubai Marine Beach Resort and Spa asking for cabling structure. But I noticed that there was a difference between the total amount in numbers and in words. So, I send an e-mail to the sales manager in the Al Rostomani Communications, using the Commercial Coordinator’s Outlook, to check with him the exact amount. As I’m waiting for the sales manager to reply I practiced several times entering another LPO in the training system and then enter it to the actual system. My mentor visited ARC at that day and met my supervisor and then had a short meeting with me. As my mentor left ARC the sales manager has replied the correct amount. So, I proceed with the required process of the LPO.

2nd week-Tuesday 13th Oct 2012

I started my day with following the customers who didn’t respond yesterday. After that I followed three new customers who have to start the payment procedure soon. The rest of the day I participate with all staff in the “Dewally” celebration which was organized by them, had lunch together and enjoy talking about different thing. This was a great experience as it is my first time to dine with such large number of people who are not my relatives.

2nd week-Monday 12th Oct 2012

It was the first challenging day that I faced. I did nothing on the first two hours. That was because the commercial coordinator didn’t want me to help her in her work, beside that she said that she is so busy today which means that she won’t be able to train me in something new. Despite that, I was patient and try my best in following her in what she is doing and even try to ask questions which require short answers if I didn’t understand some steps . After that, when I realized that she had fewer tasks to do, I asked her to let me follow the customers whose payments are due. Finally she gave me four customer’s details to follow their payment process.

2nd week-Sunday 11th Oct 2012

According to the working plan, I was assigned to be trained by another commercial coordinator in Cabling Department to practice the same transactions that I’d learned before but with different materials (goods). In addition, the commercial coordinator gave me three orders to enter to the system as projects, to connect their revenues with their costs. But before I entered the order in the actual system I practices entering them in a training system that they set upped for me. After entering them in the actual system I print out them and get the Finance Manager signature. At 11 o’clock I had left early for a meeting with my college’s colleagues to complete the Investment Management Project.

1st week-Thursday 8th Oct 2012

She taught me how to connect the Revenue (invoices) and the Costs (Sales orders) to get the Gross Profit.

1st week-Wednesday 7th Oct 2012

Purchase Order àInvoicing

She explained to me the process followed in details when a purchase order is received from the sale person on the behalf of the customer in case of the availability of the goods as inventories in the Al Rostamani Group warehouses.

And the process followed in details when a purchase order is received from the sale person on the behalf of the customer in case if the goods are not available as inventories in the Al Rostamani Group warehouses and they have to order them from a domestic or foreign supplier.

1st week-Tuesday 6th Oct 2012

She mentioned to me that it is the end of the financial month for the organization, so they don’t get a lot of orders and if there was any she can’t enter them to the system because the new financial month is still not opened by the Financial Manager.

However, she showed me how to do the Customer Collection. That was simply by following up the payments either by phone or via e-mails and make sure that they respond till the payment is done.

She let me follow five customers to experience it practically.

1st week-Monday 5th Oct 2012

I was introduced to the Commercial Coordinator. She briefly explained to me the procedure that an order goes through since receiving it from the customer. The chart below shows who dose the Commercial Coordinators coordinates with. I was assigned to work with her for ten day starting from today.

 

 

She showed me how to create a Purchase Order, how to arrange to get the goods from the organization’s warehouses or order them from a supplier.

1st week-Sunday 4th Oct 2012

I met an HR employee called Farida who gave me an overview about Al Rostamani Group, HR Department and introduced me to HR staff. She also, discussed with me about my working hours and the companies rules.

Then I met the Financial Manager he Kindly welcomed me and asked for a brief introduction about myself, my studies, my future plans and what I’m expecting to learn from their organization and what skills that I want to develop.

He told me an overview about Al Rostanami Communication then he introduced me to the staff.