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.
Thursday 22 November 2012
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 29th 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)
Saturday 17 November 2012
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.
Wednesday 14 November 2012
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.
Thursday 8 November 2012
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
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.
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