Executive Secretary / Secretary to MD
Cleghorn Wilton & Associates
Total years of experience :9 years, 3 Months
Update and Monitor Surveyor’s and Employees Attendance.
• Arranged all the necessary reports needed submitted by the surveyor’s.
• Prepare all the necessary documents for surveyor’s gatepass offshore/onshore.
• Prepare survey memo request/job request for the incoming jobs.
• Answer telephone calls.
• Prepare /print MOM Manuals for Offshore Projects.
• Prepare proforma invoices/invoices.
• Compile information to prepare statement of accounts.
• Prepare survey memo request/job request for incoming Offshore Jobs.
• Support the MD that involves travel arrangments, emails, and documents management.
• Arrange Visa and Ticket for Surveyor’s /Engineer’s for the jobs outside UAE
Provide administrative and clerical supports.
• Sorting and follow-up emails inbound and outbound.
• Screen incoming mails and calls and redirect correspondence to the appropriate person obtaining additional information where necessary.
• Provide secretarial services to the General Manager by attending to routine administrative work.
• Coordinate office management activities.
• Coordinate travel arrangements, prepare itineraries, compiles and maintains travel vouchers and records.
• Prepare confidential and sensitive documents.
• Determine matters of top priority and handle it accordingly.
• Maintain office procedures.
• Operate office equipment, such as photocopy machine, fax and scanner.
• Monitor and maintain the daily schedule of the General Manager and provide the
• required documentations for meetings and appointments.
• Monitor and maintain the diaries of the General Manager.
• Maintaining office petty cash.
• Monitor all the ship certificates (Class and Statutory).
• Monitor the survey status of the ships.
• Coordinate with the Logistic Department related to crewing; i.e. visa and ticket.
• Coordinate with the filing system related to ISM documents.
• Maintain and monitor files related to projects i.e. drawings, documentation etc.
• Arrange for outgoing mail and packages to be picked up.
• Schedule meetings and arrange conference rooms and prepare meeting agendas.
• Greet and receive visitors.
• Help and coordinate for preparing office budget.
• Handle information request.
SEPTEMBER 2009 up to SAMCC-Shipping Cargo (DUBAI, U.A.E)
present Position Title: Executive Secretary/
Admin Assistant & Coordinator
= Follow-up e-mails, shipments and transaction.
= Coordinate and assist the Technical Superintendent.
= Follow up any related jobs in Deck and Engine works such as repairs, defects and damage report.
= To send enquiry and follow up quotation.
= Reviewing incoming mail for Technical Department and determine
course of action.
= Preparing correspondence as requested.
= Collects and coordinates data needed by Technical Department.
= Maintain records and data system.
= Arrange requisition such as provisions, spare parts, fuel oil, diesel oil,
lube oil and repairs.
= To ensure that all the requested items must be supply before sailing to the concern person onboard at the right time.
= To set appointments and attend calls related to Technical Department.
= Operate office equipments phones, fax and copiers.
= Organize paper works and systematic files.
= Set and finalized invoices before forwarding to accounts.
= Arrange flight bookings.
= Prepare agenda, memos and minutes of meeting.
= Prepare responses to correspondence containing routine inquiries.
= Make travel arrangements.
= Prepare invoices, reports, memos, letters, financial statements and all other documents.
= Compile, transcribe and distribute minutes of meetings.
= Prepare agendas and all other meetings.
= Open, sort and distribute incoming correspondence.
= Perform general office duties such as ordering supplies and maintaining records.
MARCH 12, 2009 to SEPTEMBER 2009 GRANDWELD-Shipping Company (DUBAI, U.A.E) Position Title: Secretary cum Receptionist
= Prepare and type a quotation.
= Make a Job sheets for the newly open project of New Building and Repairs.
= In charge of the ISO Document of the New Building or the
Engineering Department.
= Attending and screened all telephone calls.
= Encoding, photocopying and scanning.
= Prepare a Work Completion Certificate after the job is finished.
= Analyze and verify the applicants to determine the client's
credit worthiness.
= Helps clients apply for loans.
= To assist in processing at the same time making secure your borrower is
attended during the entire loan process.
= Advice borrowers on financial status and methods of payments,
includes collection, loan servicing officers and loan underwriters.
= Approve loans within specified limits.
= Meet with applicants to obtain information for loan applications and to answer about process.
= Analyze applicant's financial status, credit and property evaluation to determine feasibility of granting loans.
= Explain customers the different type of loans and credit options that are
available, as well as terms of those services.
= Obtain and compile copies of loan applicant's credit histories, financial
statements and other financial information.
= Compute payment schedules.
= Handle customer's complaints and take appropriate action to resolve.
Position Title: Loans Clerk
= Entertain customer's needs and wants.
= Handling complaints and issues related to billing or services
= Entertained clients for their queries
= Prepare materials for mailing.
= Alphabetize and sort documents.
= In-charge of Loan Repayments.
= Follow-up overdue and delinquent accounts.
Position Title: Cashier / Teller
= Enter all media from register into the tally program
= Accurately and efficiently ring on registers and accurately maintain all cash and media at the registers.
= Receive and disburse money usually involves use of electronic scanners and cash register.
= Received payment by cash or check.
= Issue receipts, refunds, credits, or change due to customers.
= Count money at the beginning and end of the day.
= Greet customers and a friendly smile.
= Provide information of on procedure and policies.
= Compute and record total of transactions.
= Make a daily and monthly report of cash.
June 1997 to April 2002 = A Graduate of Bachelor of Science in Commerce Major in Banking & Finance Saint Michael's College-Iligan City, Philippines TRAININGS & SEMINAR Effective Cashier/Teller, Loans Monitoring, Developing effective Customer Service thru team building and Safety Training Held in Dubai, U.A.E.