Coordinator/Secretary
Emirates Islamc Bank
Total years of experience :10 years, 9 months
o Act as Personal Assistant to the Head of Business Banking First point of Contact and liaise with people from both internal and external organizations
o Responsible for drafting correspondence, official letters, agendas, minutes of meeting, memos, presentations and other related documents
o Provide administrative support to all Management and staff
o Coordinate regular internal meetings and conferences call/ multi-time zone meetings. Schedule and coordinate appointments, meetings and events, including booking arrangements as necessary. Allows sufficient time between meetings without conflicts. Meeting space is available as arranged, and attendees are timely notified
o Follow up with Direct Reportee on various action points to meet the deadlines
o Ensure that confidential and sensitive business information is protected
o Ensure that all filing, maintenance of records, file management and day to day activities are undertaken to the required standards
o Responsible in maintaining the MIS of the Department and prepare the raw data for the portfolio of the Department to be presented to the CEO
o Responsible in assisting the new joiners and preparing workstation and their assets
o Coordinate with relevant Group Function on any issues relating to physical office maintenance and upkeep. Responsible in maintaining and processing requests for office supplies and furniture, office equipment, stationary for the Unit/Department
o Coordinate events and celebration for the Department. Support during engagement activities with Cakes, gifts, etc and accordingly liaise with HR.
o Arrange travel arrangement as required
o Manage the reception and attend incoming calls to ensure effective telephone and e-mail communications both internally and externally to maintain professional image.
o Serves as first point of contact locally and globally
o Arrange and manage travel and accommodation for all employees (CEO, COO, CFO, CHRD, VP, all Senior Manager, GM, Executives, staff)
o Provide and prepare documents required for visa (UAE Tourist Visa and Business Visa for all the countries) processing for ( CEO, COO, CFO, CHRD, VP, all Senior Manager, GM, Executives, staff)
o Manage the incoming and outgoing mails while dealing effectively with couriers.
o Provide administrative support to all Management and staff globally
o Attending queries and complaints from clients regarding services and visa processing of Saudi Visa and escalating it to concerned department,
o Prepare MIS reports for hotel booking and travel which are clear and easy to understand
o Verify Invoices of Vendors and prepare summary report for accounts
o Schedule and coordinate appointments, meetings and events, including booking arrangements as necessary. Allows sufficient time between meetings without conflicts. Meeting space is available as arranged, and attendees are timely notified
o Draft general correspondence for signature if needed
o Ensure that confidential and sensitive business information is protected
o Ensure that all filing, maintenance of records, file management and day to day activities are undertaken to the required standards
o Coordinate with relevant Group Function (Concordia or Strata) on any issues relating to physical office maintenance and upkeep
o Process requests for office supplies and furniture, office equipment, etc. Support during engagement activities with Cakes, gifts, etc and accordingly liaise with HR.
o Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
o Handover of the receiving documents to related departments
o Acts as liaison with other departments and outside offices.
o Actively working after office hours and on weekends from home and for urgent matters, related to travels and hotel bookings.
SALES ADMINISTRATION CUM: ARAB TECHNICAL ESTABLISHMENT
SECRETARY/RECEPTIONIST/ August 18, 2007 - February 21, 2013
Dubai, United Arab Emirates
Duties and Responsibilities: A. Admin/Secretarial: ➢ Maintains and organize the showroom.
➢ Receives incoming telephone calls, provides answers to routine inquiries and/or refers them to other personnel.
➢ Receives and prepare couriers for the offices.
➢ Maintains records and files such as Incoming and Outgoing faxes (ATE & LEMUR)
➢ Keep Important or Legal Documents such as Case Files, Passport Copies, License (ATE & LEMUR)
➢ Handling petty cash funds in the showroom (ATE & LEMUR)
➢ Handling travel booking including ticketing, hotel reservation
➢ Arranging and sending all the posts, invitations and documents and receiving the courier
➢ Office related arrangements and co-ordinations as and when required
➢ Arranging meeting and appointments and do the requested follow-ups
➢ Handover of the receiving documents to related departments
➢ Transports through mail or fax confidential materials when necessary from customer
➢ Responds to more complicated inquiries or requests for information or determines which requests should be handled by another staff person.
➢ Composes correspondence for managers and other staff and provides clerical and procedural support as needed.
➢ Prepare and bind ATE Catalogues for the showroom and customer.
➢ Acts as liaison with other departments and outside offices.
➢ Screens and greets visitors and prepare coffee as needed.
➢ Maintains and Order stationary supplies and grocery supplies in the showroom
B. Sales
➢ Prepare or Transfer Delivery Note to Invoice (ATE, LEMUR, ASKOF)
➢ Post Cash Sales Invoices of Showroom
➢ Prepare Bank Deposit and Bank Transfers of Cash Sales Invoices
➢ Assist Showroom in Sales
➢ Do Modified Sales Return or Modified Invoices for necessary corrections in the GPS
➢ Assists in collections or payments within the office and cash sales.
➢ Create Customer ID in the GPS
➢ Prepare Cash and PDC Receipt Voucher for our customer
➢ Prepare Statement of Accounts for our customer
➢ Prepare Sales Report for our Local Products (Makita and Jotun)
➢ Prepare and Assist in the Monthly Report of Lemur
C. Purchase and Inventory
➢ Post Inventory Transfers
➢ Prepare Transfer of Good Hand to Damaged Store in the GPS
➢ Encode and Post Product Transfers Note and Issued to Production (Production)
➢ Prepare Local Purchase Order (ATE, LEMUR, ASKOF) and coordinate for shipment and deliveries.
➢ Close and Post Material Inward/Local Purchase Order (ATE, LEMUR, ASKOF)
➢ Follow-up Orders and Invoices from our Local Vendors (ATE)
➢ Create Vendor ID in the GPS
➢ Create Inventory items in the GPS and assigned to the specified Vendor
➢ Check the item allocation, sorting and inventory of stock in the GPS.
➢ Do Store Adjustment/Variances
➢ Do Adjustment of Cost in The GPS
➢ Prepare or Request Sample for Showroom, DIP store and Customer (ATE, LEMUR)
➢ Prepare the Year End Stock Counting Report
DISTRICT CLERK: DEPARTMENT OF EDUCATION BANTAY DISTRICT OFFICE
: August 15, 2006 to August 15, 2007.
Address: Zone 5, Bantay, Ilocos Sur, Philippines
Duties and Responsibilities: ➢ Responsible in preparing reports to be passed in the division office
➢ Responsible in consolidating reports of the school heads
➢ Responsible in preparing pertinent papers for promotion and permanent position of teachers
➢ Computerized report regarding vacant positions, first day of service, recommendation, endorsement and other reports to passed in the district office.
➢ Responsible in filing the important documents and reports
➢ Plan and schedule district meetings; assist District Supervisor and School Heads with their reports
➢ maintain accounts payable ledger
➢ Work extensively with MS Word, Excel, Outlook and PowerPoint to prepare correspondence,
➢ Order office supplies and coordinate shipments and deliveries
➢ Greet more than 50 visitors and handle incoming calls each day
ADMINISTRATIVE CREW: CHOWKING VIGAN
: March 25, 2006- August 14, 2006
: Vigan City, Philippines
Duties and Responsibilities:
➢ Tasked to encode daily sales report, daily & weekly purchases, monthly reports.
➢ Responsible of monthly inventory of major stocks
➢ In charge of daily and monthly posting of sales and purchases
➢ Cashiering
➢ In charge of company's petty cash fund and expenses
➢ Assist costumer and entertain their needs by providing good services and high quality products especially.
➢ Responsible in telemarketing products to customers
➢ Responsible in dispensing money for the cashier and in the bank
➢ Responsible in the clerical works
➢ Responsible in sending data to the main branch of the company
College: University of Baguio Month/Year Graduated: March 21, 2004 Course: Bachelor of Science in Physical Therapy
High School: St. Paul College of Ilocos Sur Month/Year Graduated: March 24, 1998
Elementary: St. Paul College of Ilocos Sur Month/Year Graduated: March 21, 1994