Operations and Administration Officer (Temporary Position)
D Software FZ LLC
Total years of experience :16 years, 6 months
Role and Responsibilities:
- ORDERS PROCESSING - OPERATIONS DEPT.
• Place and manage orders with Dell (for all products) and ensure a smooth and timely delivery of the product to distributors;
• Handles all issues related to order processing and coordinate with Dell on the distributors’ requirements for shipment and license-related enquiries;
• Maintain Order Processing files for Dell products;
• Report on the status of orders placed with Dell, on a weekly basis, in addition to reporting on general admin/HR tasks.
- ADMINISTRATION DEPT.
• Book tickets in relation to business trips, according to company policy;
• Follow up on staff leave forms and make sure they go through the proper channel;
• Maintain personnel files for employees in addition to other admin filing system, as per company policy;
• Liaise with suppliers on various office supplies requirements.
- EXECUTIVE/ PERSONAL ASSISTANT to the Chairman/C.E.O.
Jan. 2012 - Aug. 2013
• Managed the overall operations of the new business venture of the company - Luxury Stay which provides vacation rental package mostly to international clients.
• Created business profiles, executive summaries and reports of all the properties exclusively handled by the Chairman/CEO and created its database for easy retrieval.
• Efficiently act as Property Manager for the Chairman/CEO properties.
• Prepares business proposals to company’s clients and business partners.
• Reviews and gives feed back to the Chairman on company’s agreements such as Non-Disclosure Agreements and Purchase/Sale Agreement.
• Provides administrative support such as preparing reports, meetings’ minutes, presentation and profiling properties for sale, rent and for property management.
• Prepares/reviews Tenancy Contracts and act as Property Manager of the Chairman’s personal real estate properties.
• Conducts research and summarizes market analysis significant to development of a new business concept.
• Transcribes drafts for TV interviews and coordinate with media/TV reporters.
• Maintain and ensures proper documentations with strict confidentiality of company’s files as well as the Chairman’s personal bills/bank statements and properties.
• Plans, coordinates, follow up and confirmed corporate meetings, travel arrangements, airline/ hotel bookings and efficiently managed Chairman’s calendars/diaries
• Prepares LPO and manage budget against actual expenses of guests/clients.
• Serves as first point of contact - screened and received visitors, calls and correspondences for the Chairman.
• Manages new applications or renewals of passports, visas, IDs and insurance policies.
- Front Desk & Customer Service Executive
• Handles phone queries of clients’ regarding properties for rent/buy/sell promptly and courteously.
• Responsible for the company’s Portal Chat to assist client’s online enquiries.
• Received emails coming from the company website () as well as faxes and disseminates the enquiry accordingly.
• Automatically encodes client’s details in the company’s system (Brightfox) to maintain an updated and accurate CRM database.
• Assigns and directs enquiries to the Property & Leasing Consultant based on their area of specialization.
• Coordinates and makes sure that the complete requirement is passed to the Property & Leasing Consultant to assist the client’s needs efficiently.
• Sits at the front desk to assist walk-in clients and answer calls from switchboard & toll free number of the company.
• Assists the Property Management department in handling tenant’s tenancy contract renewal, enquiries, maintenance requests and complaints.
• Coordinates with the building maintenance team for tenants’ complaints and repair requests;
- Executive Secretary to the Operation Manager and CEO
• Arranges and coordinates meetings.
• Responsible for airline and hotel bookings.
• In charge for the correspondence, business calls and diary management.
• Create daily report of clients’ enquiry and weekly sales report.
• Prepares/reviews and handles Tenancy Contracts renewal of CEO’s clients.
• Maintain proper documentations with strict confidentiality of the properties owned/managed by the CEO.
• Provides day to day administrative support.
- Office Administrator
• Manage the filing, storage and security of company documents.
• Receives all incoming documents, invoices, rent payment requests and other related office documents.
• Ensures incoming & outgoing documents are monitored and distributed to the personnel concerned.
• Over all in charge of the company’s office supplies in terms of ordering, monitoring and distribution.
• Coordinates with the Leasing Property Management of the company’s office for maintenance requests and tenancy issues of the company.
• Ensures on time delivery and collection of documents through courier services.
• Assists the Accounts department in preparing LPOs and provides back up support to Department Heads as needed.
- HR Assistant/Coordinator
• Monitors employees’ daily attendance and maintains files for HR Information Database System.
• Acts as the HR Coordinator in the absence of the HR Supervisor and perform HR tasks as required for.
• Gathers documents of employees’ for visa & labor processes and coordinates closely with the PRO.
- College Instructor
IT Department |May, 2006 - April, 2008
• Teaches computer subjects assigned by the Department Head.
• Prepares yearly syllabi and periodic course outlines of the assigned subject to be taught.
• Prepares test questions for each subject handled and evaluates the performance of students.
• Monitors attendance and behavior of students and prepares student attendance report.
• Serves as coach for students during competitions held within and outside the school.
• Occasionally prepares departmental meeting minutes, program scripts and serves as emcee in the school’s activities.
- Computer Subject Teacher
High School Teacher (SY 2000- 2006)
Part-time College Instructor (SY 2003- 2004)
• Assists parents & students during enrollment and orients them about the school’s policies and regulations.
• Handles first year to fourth year classes and taught the assigned computer subject.
• Prepares yearly syllabi, periodic course outlines and weekly lesson plans.
• Prepares test questions for each subject handled and evaluates students’ performance.
- Class Adviser (SY 2003- 2006)
• Monitors attendance & behavior of students and prepares monthly class register & student violation report.
• Facilitates quarterly parents-teacher meeting and meeting’s minutes.
• Discusses class performance of students with their parents or guardian.
• Organizes and coordinates the involvement of the class in different school events.
• Prepares class promotional report at the end of the academic year.
- Computer Club Moderator (SY 2000- 2006)
• Prepares plan of activities and club event for the entire academic year.
• Prepares knowledge-sharing topics for club meetings and evaluates members’ performance.
• Provides club members with basic training on web designing and computer animation.
• Inspects and repairs hardware defects of laptop computers and LCD’s.
• Assists Computer Engineers (Process Engineering I Dept.) in troubleshooting small boards.
• Prepares daily detailed report on repaired laptops and LCD’s.
During this time, I am a college instructor at St. Mary's College of Baliuag and got a full scholarship grant to enroll in Summer Institute of Graduate Studies which is one of the programs of De La Salle University. Classes are only offered during summer. I have completed and passed all the Academic units for the course.
• 18 Units Basic Education (Bachelor of Science in Basic Education) Bulacan State University- Philippines April 2000 - May 2001 • Passed - The Licensure Examination for Teacher - Secondary Level, Philippines August 2001
This is a four year course and before I graduated, I took an interships/ practicum for 3 months in Inchem Philippines as admin support in their IT/ Accounts Dept.