Assistant to Marketing Team / Office Administration/ Executive Secretary
Schneider Electric
Total years of experience :20 years, 5 Months
Assistant to Marketing Team:
• Analysis sales figures, weekly and monthly basis and reporting to Marketing Manager
• Assist marketing team ion their day to day administrative duties
• Manage & maintaining product & data information within the company system
• Assist in organizing promotional events, arrange venue in hotel and exhibition center to exhibit company's new launched products
• Liaising with customers and suppliers on daily basis
• Work with sales team to maintain and update pricing / listing details.
Office Administrator & Executive Secretary:
• Office Administration, safety & security in accordance with ISO standard
• Make travel arrangements, hotel booking and itineraries, arrange business visa for project related visits.
• Prepare & maintain staffs’ travel and expense reports.
• Responsible for general office duties, assisting on various projects if needed.
• Setup and coordinate meetings and conference.
• Handle & control office stationery, mail distribution, logistics etc.
• Assist facility manager on their routine work and make sure all the facility setup is done in proper way.
• Initiate Purchasing request (PR) for head office & branches (which includes stationary, grocery, office rent, utility bills, training, events, facility & project related requirement etc). Follow up with purchasing dept. and concerned departments to get validated the PRs, & POs.
• Follow up with vendors for the requested items for delivery, ensure the requested items are delivered on-time, keep records of delivered items, inspect quality of the delivered items (defect or shortage).
• Receive invoices from vendors, record, assign cost center on each invoice, get approval from commodity owners and submit the invoices to account department for payment process, follow up and update the payment status to the vendors.
• Ensure PR creation policies are performed in accordance with company policies and procedures.
Responsibilities as an Accountant:
• Record and maintain all payable, receivable, fixed assets, petty cash, and bank transaction up to date on daily basis
• Record and maintain invoices from local purchase.
• Prepare and maintain debit and credit notes.
• Prepare timely payment for all utility bills, petty cash and rental payments.
• Follow up with customers for cheque collection.
• Reconciliation of Bank statement and reconcile supplier statement with company books every month.
• Preparation of monthly cash flow statement and monitoring on revenue and expenditure.
• Assisting to prepare company’s forecast and budgeting.
• Responsible for the month MIS report which include: Sales reports, supplier reports, petty cash expense reports.
• Dealing with banks for all company related tasks.
• Assisting and coordinate the undergoing company finalization work and audit with Auditors.
• Ensuring that all transaction is accurately recorded.
• Efficiently process vendor invoices and maintain up-to-date system.
• Open and assign new vendor account.
• Track all payment received and prepare deposits.
• Monitoring staff expenses and ensuring proper support/invoices before payment.
Responsibilities as Purchasing Officer:
• Initiate Purchasing request (PR) for head office & branches (It includes stationary, grocery, office rent, hotels, courier, rent a car, travel agency, utility bills, training, events, facility & project related requirement etc).
• Contact supplier to obtain quotation and perform negotiations on the price, and payment terms.
• Ensure that all purchase operations are performed in accordance with company policies and procedures.
• Coordinate with suppliers to ensure that goods are delivered on-time.
• Inspect goods for any defects and missing parts.
• Receive invoices from supplier, verify the invoice with delivery notes, submit the invoices to account dept for payment process, follow up, and update the payment status to supplier.
• Recommend improvements to purchasing procedures for operational efficiency.
• Perform purchase operations within the assigned budget.
• Managed information technology resources for business.
• Prepared monthly Performance Status Reports.
• Collated, analyzed and documented company’s quarterly and half yearly performance details.
• Generated, maintained and analyzed Sales, Quality and Client Service reports.
• Reviewed history of current reporting.
• Maintained and updated all details of service agreements with clients.
• Performed Trend Analysis of Data and Automation of reports.
• Prepared variance reports such as Forecast vs. Actual sales.
• Monitored implementation of MIS processes and evaluated their effectiveness.
• Prepare charts & graphs in Powerpoint, Data Entry in SPSS and analyze the data.
• Prepare sales and projects reports.
Responsibilities as IT Administrator:
All types of IT related jobs which mainly includes:
• Overall responsibility of Installing, configuring and troubleshooting Microsoft Windows 2003 server and Microsoft Exchange Server 2003.
• Install router, switches and their configuration.
• Setting up, maintaining and troubleshooting LAN/WAN.
• Install and maintenance network and monitor its performance.
• Backing up/restoring user’s settings/ local files and installing new configured PCs & trouble shooting.
• Install software and its trouble shooting.
• Provide Desk support and troubleshooting.
• Prepare annual IT budget and ensure all approved budgets are maintained.
This course represents Windows server installation and Networking.