Executive Assistant
Media City
Total years of experience :12 years, 11 months
Represents the Managing Director by welcoming visitors, reviewing correspondence; arranging company dinners and other corporate functions; answering questions and meeting requests directed to the Managing Director.
Completes a broad variety of administrative tasks for the Managing Director & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
Overseeing administrative policies within an organization and within the office; recommending changes as appropriate.
Provide project support by managing what the team needs and ensure all deadlines are being met.
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B. Name of Company: Jacobs Project Philippines, Inc. for Shell Asia Retail Network Development Programme
Negotiate with external vendors to secure the most advantageous terms and conditions.
Examine and re-evaluate existing contracts for company’s advantageous.
Track and report key functional metrics to reduce expenses and improve effectiveness.
Preparing Purchase Requisition and releasing Purchase Order based from quotation submitted by the supplier.
Purchasing and evaluating construction materials for Shell Gas Station to be delivered to site for construction.
Collaborate with key personnel to ensure the clarity of the specifications and expectations of the client.
Foresee alterations in the comparative negotiating ability of suppliers and clients.
Perform risk management regarding supply contracts and agreements.
Control and monitor the spending of projects requirements.
Performs Asset Capitalization on completed projects. Breaks down the amount spent into assets.
Resolves Site Assurance Audits. Locates missing assets and perform necessary actions.
Monitor materials inventory from supplier to warehouse to project site,
Conducts random site asset audits on completed projects.
Performs actions in GSAP; asset transfers, asset transfer values, asset write-off and asset capitalization.
Responsible of Asset Inventory Accuracy in Shell Warehouse.
Finalize details of orders and deliveries specifically for Shell projects.
Creation of Feasibility / Design Reports for Shell Projects to be reviewed and signed by the PMC Manager.
Ensure completeness of project documentation from E2E process by conducting Document Management Audit for all the projects in the document storage portal, DMCA.
Coordinates with the Delivery Team or Sub-Contractor for the project documentation.
Keep an up-to-date inventory of office furniture and equipment.
Oversees the office maintenance.
Maintains office supplies records, including inventory and office machines.
Assists in the upkeep and renewal of all Company legal registration in a timely and efficient manner (Municipality, Chamber of Commerce, and Civil Defence Licenses).
Assist in preparing payments of office expenses (Telephones, Water / Electricity, and Rents).
Purchasing office supplies (e.g. stationery items).
Assists in ticketing and hotel reservations for newly joined staff and guest.
Assists in organizing company’s social and sports events.
Coordinates with camp supervisor on labour camp issues.
Ensures that all invoices related to office and camp charges are prepared on a monthly basis and allocated on all the ongoing sites and respective internal division.
Ensure all office related contracts are properly maintained.
Visiting camp accommodation for inspection.
Dealing with Insurance Company for applying staff and their dependents in the insurance policy. Maintaining a log for insurance claims and making a constant follow up regarding the claims of staff.
Preparing a monthly report of Telephone and Water / Electricity payments.
Monthly purchase of pantry items for the office.
Perform other tasks to be assigned from time to time.
Performed also Document Controller and Receptionist for temporary replacement.
Assigned to promote UMCI products to selected designers enable to specify the products on their on-going and future projects.
Task to coordinate with other departments regarding the schedule of delivery installation.
Responsible for following up the status of bid proposal submitted and prepare status report to the Sales Manager for appropriate action.
Assigned at the Showroom once a week to entertain inquiries and to assist walk-in clients for possible sales.
Task to prepare/submit monthly report to the Sales Manager regarding competitor’s activities and the latest product trends available in the market.
Perform other tasks to be assigned from time to time.
Assists / entertain client’s inquiries and prepare quotation as per requirement.
Provides Sales Executives the product catalogue / brochures.
Responsible for maintaining customer’s information record and copy of sales documents.
Task to coordinate with the suppliers regarding the possible delivery of CTC’s ordered items.
Encoding of daily sales transactions (Sales Invoices and delivery receipt of everyday customer).
Follow up payment from customers with long standing accounts.
•Perform other tasks to be assigned from time to time.
Assigned in auditing vouchers of suppliers and encoding.
Managed payroll of employees.
Perform Administrative / Clerical tasks.
Assisting other OJT students to finish task on time.
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