Administrative Assistant
Paradigm Engineering Trading & Contracting
Total years of experience :11 years, 4 months
• Reporting to the Managing Director
• Liase with Managing Director on Daily basis for incoming and outgoing documents.
• Directly assisting HR & Account manager
• Maintaining effective office records and administration.
• Maintain documentation for projects and making in use of project numbering system for easy traceability and proper filing (soft and hard copy).
• Established and maintain office files, logs control records or other information concerning the work.
• Maintain the confidentiality of documents and information received.
• Received and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) and / or management staff.
• Responsible for the Office stationary stocks.
• Monitoring and preparing Monthly attendance of all staff and forwarding the final report to the HR & Account Department
• Preparing and sending project tender to the client.
• Preparing Project Submittals.
• Outstanding payment follow up to the client.
• Assistance in sales and supply of new elevators. Reporting directly to the manager.
• Directly coordinating to the new and existing client by accurately and efficiently responding to their need and requirements.
• Handling day‐to‐day documentation activities such as;
• Business correspondent’s (letters, profiles, reports and inquiries).
• Preparing and sending new sales and maintenance quotation to the client.
• Follow up costumer for the quotation confirmation.
• Sending new elevator and spare parts enquiry to the suppliers (SIGMA & SUNNY ELEVATORS) and do the price negotiation.
• Preparing purchase order and submit to the supplier (SIGMA/ SUNNY ELEVATORS).
• Fully responsible for shipment tracking, receiving material/stocks and shipping documents.
• Handling and controlling elevator spare parts and material stocks monitoring.
• Coordinating to project in‐charge for the delivery of the materials at site and monitoring project status update.
• Preparing and sending Sales & Maintenance contract to the clients.
• Preparing sales and maintenance invoice base on the contract.
• Issuing project payment letters, handing over and warranty letter to the client.
• Sending Statement of accounts to customers and follow up for payments. (Sales and maintenance).
• Responsible for maintenance call center such as receiving customer daily call back, distributing all calls to the trouble shooter and maintenance team.
• Preparing and monitoring monthly maintenance work schedule and ensuring to register all the documents before distributing to the Engineer in‐charge.
Duties and Responsibilities
• Preparation of Maintenance Contract prior to the expiry date.
• Follow up all the Maintenance Contract till returned signed.
• Posting the signed Maintenance contract to the Oracle System.
• Prepare and issue Maintenance invoices as per the contract through manual system and Oracle system.
• Preparing and analyzing statement of accounts using Oracle system.
• Follow up all the Maintenance outstanding payments to the clients.
• Prepare reports, memos, and letters, using word processing, spreadsheet, and database or presentation software.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Prepare responses to correspondence containing routine inquiries.
• Responsible in executing and provisioning lift and escalator services on all consumer/residential customers.
• Supervise and coordinate all activities related to consumer/residential customers to maintain high standard of Services.
• Supervise field technician’s activities and ensure awarded works are completed on time.
• Prepare WOs to field technicians with related to manual & documents to execute the works.
• Monitor & evaluate the performance of field staff.
• Prepare all require statistical reports of field staff activities.
• Enhance customer satisfaction by providing quick related services, improving quality of services and interacting with customers in the best manners.
• Plan all activities related to consumer/residential customers, make sure that those activities are carried out as per plan and in accordance of standards.
• Analyze the site problems, coordinate with concerned people and provide guidance to solve the problem.
• Coordinate with other Department/Sections like Sales Section and Project Sections to maintain high quality services to customers without any delay.
• Ensure problems related to network quality, service degradation and capacity issues are properly addressed and resolved.
• Preparing and closing material requisitions for maintenance jobs through Oracle System
• Responsible in preparing petty cash reimbursement and disbursement.
Duties and Responsibilities
• Responsible for preparation of budget, monthly reporting, variances analysis and liaising with auditor.
• Monitor Account Receivables and Account Payables aging.
• Prepare and review cheques disbursement voucher and write manual cheque based on accounts payables voucher.
• Preparation, verification and monitor bank reconciliation.
• Check and release approve petty cash disbursement and site cash advances.
• Prepare Weekly Cash Report.
• Prepare Quarterly Certificate of Creditable Tax Withheld from subcontractors & suppliers.
• Prepare monthly reports and remittances of insurances and healthcare payments.
• Payroll Processing through Activity Based Costing Program.
• Processing of unclaimed wages already receipted/deposited to bank.
• Prepare Debit Advice / Memo for ATM Weekly Payroll.
Bachelor of Science and Business Administration- Major in Economics