LUCY BARRETTO

1. Post contract preparation -

• To ensure the contract folders is updated with the correct contract duly signed by both the parties.
• Client credit authorisation form to be vetted by the finance director and to be uploaded on the system.

2. Pre start process -

• Intrepretating all RFP ( requests for purchase ) into purchase orders, after validating costs , quantity , deliverables timelines , site restrictions and other key critical information required to ensure flawless delivery. ( Weekly activity )
• Sharing correct information on delivery timelines. Updating the client portal with delivery details so that we avoid any disruption to services. ( as per delivery scheduled /programmes shared)
• Sharing all relevant information with reference to the project to all internal and external stakeholders. ( as and when required )
• Setting realistic timelines for non stocked items and items with long lead times , giving the preferred suppliers a heads up on an estimate quantity required. ( for all projects pre start )
• Setting sub contractors and labour agencies on the system. verifying the required credentials and compliance documents in place prior to start work on site. ( every pre start to the project ).
• Liaising with the area safety advisor to ensure PPE requirements are ordered in line with safety regulations and adhered to. ( for every project )
• Any hire of plant and equipments is carried out before we go live on site as it gives enough time to obtain at least 3 quotations and finalise a cost effective way to either hire or purchase an item. ( for all Capex and Opex ) or as instructed by the Branch Manager.
• Highlighting any discrepancies in estimate versus actual order or any spec change in a product . ( pre start to the project )
• Always chasing internal stakeholders to follow company process and protocols while raising a request for procurement, like using company templates,
• It is always ensured that there is a two way and free flowing transparent communication all the time across all stake holders
• Maintaining trackers to ensure delivery schedules are adhered.
• Logistics plan is studied and sent to all suppliers and if required visit site to see the challenges arises if any materials has to be unloaded and offloaded.

Purchase to Pay :

• Chase POD ( Proof of delivery received on site on time )
• GRN - goods received notice for every project to be able to capture costs and analyse overspend.
• Processing of 200 to 300 and more Invoice monthly
• Highlighting discrepancies and chasing credits immediately.
• Promptly authorising Invoices after allocating them to the correct cost allocation and contracts .
• Ensuring vendors/suppliers are paid as per the payment terms agreed.
• Sub contractor wages are paid as per the sub contract agreement agreed.
• Accruing for the correct costs.
• Ensuring any variance is supported with references and justification.
• Ensuring weekly checks of ledger to clear outstanding and disputed payments.
• In all instances to avoid late costs on a project.
• Follow the approval authority matrix.
• Always trying to keep payment ledger clean and tidy to avoid any vendor/supplier conflict and delays of services due to non payment.
• Maintaining records of all these documents under each contract. ( this is a manually done in each contract folder )

Customer and Supplier relationship and internal stakeholder management.

• I have always maintained a cordial and professional relationship always adhering to the code of conduct of the organisation.

Special point of contact for internal audit and external audit .

• checking of all compliance documents and chasing site personnel to complete it prior to all ISO audits.
• Building Manager audits all paper work checked and uploaded to ensure compliance.

Other Administrative duties for the branch

• Liaising with Human Resources to organise yearly health check ups
• Sending staff absence reports to head office.
• Upkeep and ordering of stationery and other consumables for the branch.
• Organising health and safety meetings , taking minutes of the meetings , arranging refreshments.
• Booking of meeting rooms for clients and staff
• Checking and processing staff expense claim.

This work experience was of 16 fulfilling years, starting my career as an Administration executive to Administration Manager for a Business process outsourcing orgainsition with 4500 employees working. 24/7 . All task under the Administration from facilities to travel was managed and executed with the help of 6 team members reporting in to me.

Brief details can be shared if required.