SECRETARY/SALES COORDINATOR
AL MASAOOD OIL INDUSTRY SUPPLIES & SERVICES
Total years of experience :27 years, 9 Months
Reception:
1. Welcomes and greets visitors as they come to the office, makes them relax and offers tea/coffee/water as they wait for their scheduled appointment. 2. Receives emails coming in for the company’s email address and forward them to the concerned staff. 3. Handles all couriers receive for/or send by the company (TNT, FedEx, Aramex, DHL, etc.) and records them in the file, and forwards to the concerned sections.
Procurement/Sales Department:
1. Prepares quotations made by the sales staff for the enquiries submitted by the customers or for offers made by suppliers. 2. Prepares purchase orders (local and foreign) 3. Performs secretarial duties such as typing, preparing correspondences (by email or fax), general reports, price list, filing, photocopying, scanning.
HR Department:
1. Applies for the health Insurance of workers in the HR Department. 2. Prepares the expense claims of my superiors. 3. Prepares the flight /booking arrangement of my superior. 4. Assists in the preparations of documents for workers applying for salary certificates, sick leave, applying for visa, or going home for vacation
Accounts Department:
1. Assists in the preparation, sorting, recording and filing of the Invoices and Purchase Order request in the Accounts Section. 2. Prepares the Invoices for sending by driver or mail to the respective companies outside. 3. Performs secretarial roles such as typing, filing, making reports, photocopying and scanning
Telephone Operator Room:
1. In charge of outgoing calls of the company and receives incoming calls, and transfer them to the persons concerned. 2. In charge of sending outgoing faxes and receiving incoming faxes using EASYFAX software.
1. Mainly responsible for the processing and application for all workers of their Residence Permit, Labor Contracts, Labor Cards and Emirates ID.
2. Responsible for application of Health Insurance of all workers and distribute to them Insurance Cards and certificates.
3. Process documents and coordinate with Health Insurance regarding claims, benefits of workers in case of accident or death.
4. Manage Labor Contracts, send to sites for signature of workers, then submit to Ministry of Labor for issuance of Labor Cards (pataka).
5. Arrange documents for sending to Typing Center for Residence permit and labor contracts/labor cards.
6. Arrange medical and fingerprint schedules of workers.
7. Arrange for the temporary accommodation of newly arrived workers while processing their medical and fingerprint.
8. Responsible to answering and solving issues concerning Labor Cards, Emirates Cards such as loss, renewal, modification, or delay of issuance.
9. Coordinates with sites people regarding request for information and documents of workers and provide them copies as needed.
10, Receive original documents like passport and visa from workers, photocopy them, place ID number, and keep them in the filing cabinets.
11. Maintain soft copies of documents in the computer.
12. Answer queries of site people to the best of my knowledge.
13. Performs basic office functions such as photocopying, scanning, as well as receiving and sending fax messages and telephone calls.
1. Mostly does the clerical works in the Barangay Hall.
2. Keeps and maintains all records and documents of the Barangay.
3. Responsible for any requests made from the Barangay regarding certifications, endorsements, clearances, and other forms.
4. Takes minutes of all the meetings of the assembly.
5. Records all proceedings that take place in the hall such as grievances and disputes.
6. Prepares the assembly minutes and posts it in conspicuous places within the Barangay.
7. Provides administrative support to all Barangay officials.
8. Maintains an updated records of all the residents of the Barangay that include the name, address, place and date of birth, sex, civil status, citizenship and occupation.
9. Assists the municipal civil registrar in birth, death and marriage registrations within the unit.
10. Submits a monthly report on registered births, deaths and marriages of the Barangay, as well as the annual number of residents with their respective local civil registrars.
11. Assists in the preparation of forms during the election period.
12. Promotes and supports initiatives, campaigns regarding election, referenda or plebiscites in coordination with the Commission on Elections.
13. Helps in maintaining the peace and order during election, whether it involves national or local elections.
14. Assists the Barangay Chairman in implementing his duties and responsibilities.
15. Provides personal assistance to the Barangay Chairman during seminars/conferences and attendance to official meetings.
16. Responsible for keeping the peace, public order and safety in the community.
17. Works hand in hand with the different Barangay officials in initiating and implementing various local projects that may involve health care, social work, public works, education and entrepreneurial initiatives.
18. Helps in regulating the use of Barangay facilities such as the use of
1. Serves as mediator between workers and the company regarding labor matters.
2. Assists workers as they come to the office to file for vacation, emergency leave or resignation, and helps them fill up required forms, arrange ticket and flight schedule.
3. Receives original documents like passports and visas from newly arrived workers and keeps them in the document room.
4. Arranges the medical and fingerprint schedule of new workers.
5. Manages attendance and time record of the workers.
1. The position calls for the highest level of confidentiality and efficiency.
2. Performs all relevant clerical and administrative duties such as filing,
setting of appointments etc. within the labor affairs section.
3. Given the task to draft correspondences related to Labor Affairs.
4. Acts as mediator between workers and the company regarding matters
concerning the salary, questions on contract/agreement, working hours,
food, accommodation, etc.
5. Maintain and update personnel information records and other databases
6. Maintain time & attendance of workers.
7. Accommodates workers and answers their queries about their work
status.
8. Assist employees when applicable in completing any forms regarding
labor affairs matters.
9. Establish and maintain computer records, including general files,
fingerprint and medical tests, and other information on sick leave, payroll,
vacation, resignation, placement fee, violations, penalty, attendance and
daily time records; maintains confidential employee information and
records.
10. Disseminates information to different sections in the form of
memorandum, bulletin or letters for their reference and guidance.
11. Handles the payroll for hourly rate workers.
12. Prepares salary envelopes and in charge of salary distribution to workers.
13. Receives original documents (i.e. passport, visa) from newly-arrived
workers; provides photocopies of these documents for gate pass
application and personal records; and keeps these original documents in
the document room.
14. Also maintains an electronic filing of these documents by saving them in
the computer.
15. Prepares schedule for medical test and fingerprint test to new workers
and records the result afterwards.
16. Prepares daily notice of newly-arrived workers in site.
1. Lists down all the schedule of activities, appointments, seminars/conferences and meetings of my boss and reminds him of his attendance on such occasion.
2. Independently handles all office routine works that include both clerical and non-clerical.
3. Office administration that include filing, maintaining files and records in accordance
with approved policies and procedures.
4. Management of document control, forms and records.
5. Very careful with keeping records and following written procedures.
6. Secures and presents information as requested from files.
7. Prepares agenda and makes arrangement for meeting, etc.
8. Records minutes of meetings.
9. Prepares reports in the form of Power Point presentation during the meeting.
10. Writes correspondence that include e-mail, letters and memos and reviews them for editing regarding proper format, enclosures, grammar, spelling, etc.
11. Distributes routine correspondence, reports and other forms of communication to the different offices for receipt and signature.
12. Receives and consolidate information or reports from different offices and sort them in the filing cabinet.
13. Assists in designing, planning and implementing office policies / procedures.
14. Handles and monitors with politeness and good manners all incoming and outgoing phone calls of the department, answer queries, takes messages and refers other matters as appropriate.
15. Receives, sorts and answers back mails from various organizations.
16. Prepares all the requisitions of the department that include office supplies, equipment, construction/repair, printing, etc.
17. Makes follow-up reminder on any item or services not yet given immediate action after a specified period of time following request.
18. Monitors and controls the proper use/utilization of supplies/equipment of the department to make sure that no items will be wasted, and to make sure that no request will be made more than what are actually needed.