Subhash Kumar V.S

Sales Quotation Management Responsibilities

Maintaining Project Enquiries & RFQ Log Sheet

• Receive project enquiry emails from sales representatives across all branches.

• Record each enquiry as an RFQ under the appropriate category (Job on Hand or Bidding). Download all supporting documents from the email, create a dedicated folder for the RFQ, and file all related documents.

• Once the sales quotation is received from the Estimation Head (Solutions Department), enter the quotation number and update the RFQ Log Sheet. If the quotation is not received before the deadline, send follow-up reminders to the Estimation Department.

• Every Thursday, send the updated RFQ Log Sheet to all branch sales representatives and collect their updated status. Update the RFQ Log Sheet based on their remarks as follows:
Update status to:
PO Received
Cancelled
Pending
Lost – If lost, obtain a valid reason from the sales representative and record it.
• Submit the updated log sheet every Sunday to the Sales Head, take his remarks, update the log sheet accordingly, and then submit the final version to the CEO.

Quotation Collection: Receive all sales quotations from different branches through email.

Discount Review:Check each quotation for applicable discount limits. If a discount exceeds the permissible range, obtain approval from the corresponding department before proceeding.

Quotation Numbering & Recording: Assign a unique quotation number and record it in the Master Quotation Log maintained in Excel.

Approval Coordination: Send quotations for internal approval and follow up regularly with the responsible person until the approval is granted.

Log Sheet Maintenance: Maintain a comprehensive Excel-based Quotation Log Sheet.

Archiving:Archive all approved quotations and their supporting documents systematically for future reference.

Revision Control:Maintain proper version control for any quotation revisions and ensure that updates are clearly tracked and documented.

Status Updates:

At the time of creation, set the status as Pending.

Update status to:

PO Received

Cancelled

Lost – If lost, obtain a valid reason from the sales representative and record it.

· Document Upload: Upload all relevant documents (quotation files, approvals, revisions, and correspondence) to SharePoint for centralized access and backup.

· Weekly Coordination: Send the updated quotation log sheet to each branch weekly, collect feedback or updates, and update the Master Log accordingly.

· SAP Conversion: Upon receiving a Purchase Order (PO), convert the approved quotation into a SAP quotation to initiate further processing.

Maintaining Purchase orders for the project and Maintaining all project related documents.

Once the PO is received, obtain approvals from:
a. Estimation Department
b. Finance Department
c. Legal Department
d. Administration Department

Collect all related documents (Technical Submittal, Shop Drawings, Cost Statement, Quotation for the approved PO, Client CR, VAT Certificate, National Address, and Payment Documents). Maintain a log sheet for all submittals with approved transmittal forms, assigned with unique transmittal numbers, and send them to the client for approval. Once approved, update the log sheet and arrange the PDF files on OneDrive.

After receiving approval for the Technical Submittal and Shop Drawings, request a breakdown of all items related to the PO from the Estimation Team.

Prepare the Project Builder in the SAP system and add the materials under the WBS.

Segregate foreign purchases, local purchases, stock-reserved items, and self-assembled items (control panels).

Prepare the Purchase Request (PR) for local and foreign purchases after receiving approvals from the Salesman, Estimation Manager, General Manager, Chief Finance Officer (CFO), and Chief Executive Officer (CEO).

Collect materials as per the PO and the approved material list from the warehouse. Once ready for delivery, prepare the Delivery Advice Slip from the store and send the materials to the site.

After delivery to the site, issue Material Inspection Requests (MIR) for all materials received, as per the Delivery Note issued by the store.

After installation of materials on site, issue Requests for Inspection (RFI) for all installed items.

After the approvals of MIRs and RFIs, prepare the Handing Over Documents, including As-built Drawings, Test Certificates, Warranty Certificates, O&M Manuals, and Testing & Commissioning reports.

Follow up on the balance payments and ensure that all materials have been delivered to the site. Then prepare the invoice, send it to the client, and follow up until final payment is received.

• Maintaining Back log for all the projects,
• Maintaining Purchase Request Log sheet
• Maintaining Project Order log sheet with complete break down of materials

• Project Documentation Responsibilities
• Document Control: Maintain all project-related documents, including Specifications, BOQ (Bill of Quantities), PQP (Project Quality Plan), ITP (Inspection & Test Plan), IFC (Issued for Construction) Drawings, and Design Drawings.
• Submittal Preparation & Tracking: Prepare and upload Shop Drawings, Record Print Drawings, Asphalt Drawings, and Sketches to the Document Management System (DMS). Submit to and receive documents from Consultants, maintaining accurate logs in Excel and saving files in PDF format.
• Material and Technical Submittals: Prepare and manage Material Submittals, Technical Proposals, Calculations, Method Statements, and Test Results (from RGF Laboratory). Upload to DMS, submit to Consultant, and keep records updated in Excel and PDF format.
• Construction Communication: Prepare RFI (Request for Information), MIR (Material Inspection Request), and SCR (Site Clarification Request) by discipline. Upload, submit to Consultant, and maintain records in Excel and PDFs.
• Correspondence Management: Maintain incoming and outgoing letters, Site Memos, and NCRs (Non-Conformance Reports). Submit, track, and archive all correspondence via Excel logs and PDF files.
• Daily Coordination: Share daily updates with responsible engineers via email.
• Reporting: Prepare and circulate Daily, Weekly, and Monthly Reports to department heads via email.
• Archiving: Ensure all documents are saved in soft copy and properly archived for future reference.
• Www.alfouzan.com
• Department: ALL
• Project: Behavioural Care Specialist Hospital (BCSH)
• Saudi Basic Industries Corporation(SABIC)
• Period: 2019-11-01 to 2022-10-25
• Location: Riyadh, K.S.A.
• Project: Jubail University Collage(JUC)
• Royal Commission Jubail(RC)
• Period: 2019-09-01 to 2019-10-31
• Location: Jubail, K.S.A.
• Project: Government Agencies Compound (GAC)
• Ministry of Finance(MOF)
• Period: 2014-11-14 to 2019-08-31
• Location: Riyadh, K.S.A.

• Inspection and Documentation Management Responsibilities
• Inspection Requests (IR): Prepare and maintain Inspection Requests (IR) for Civil, Architectural, Structural, Electrical, and Mechanical disciplines. Assign IR numbers, submit to Consultant, incorporate feedback, scan and upload finalized IRs into client software (PRIMAVERA Expedition). Generate IR Monitoring Reports on a weekly, monthly, and yearly basis for Head Office personnel. Prepare IR Monthly Progress Reports with graphical analysis for management reporting.
• Material Inspection Requests (MIR): Prepare and maintain Material Inspection Requests (MIR) across all disciplines (Civil, Architectural, Structural, Electrical, Mechanical). Assign MIR numbers, submit to Consultant, incorporate comments, scan and upload into PRIMAVERA Expedition. Generate MIR Monitoring Reports weekly, monthly, and annually for Head Office reference.
• Drawing Management: Prepare and maintain logs and summary reports for all received drawings.
• Submittal Preparation: Compile and prepare submittals including Method Statements, Test Reports, Engineering Calculations, and related technical documents.
• Internal Memos and Non-Conformance Notices: Draft internal memos and NNCs (Notices for Non-Conformance) as required.
• Consultant Correspondence: Receive Site Memos and NCRs (Non-Conformance Reports) from the Consultant and ensure timely distribution to relevant departments/personnel.
• Www.saudioger.com
• Department: QA/QC
• Project: King Abdullah Financial District
• Location: Riyadh, K.S.A.

• Duration: 8 Years
• Delivered computer education and training to students across various levels. Provided instruction in software applications, operating systems, and basic hardware.

• Duration: 2 Years
• Responsible for system administration tasks including assembling PCs, troubleshooting hardware/software issues, performing regular maintenance, and software installations. Simultaneously served as a computer instructor.

• Duration: 6 Months
• Handled data entry and document digitization tasks with high accuracy, ensuring the proper organization and archiving of patient records.

• Duration: 1 Year
• Supervised day-to-day warehouse operations including inventory control, logistics coordination, stock management, and team supervision in a tile distribution company.