Executive Secretary Cum Admin Executive
Royal Joinery
مجموع سنوات الخبرة :7 years, 7 أشهر
Executive Secretary cum Admin Executive
▪ Provides high-level administrative support and assistance to the General Manager and other assigned leadership staff.
▪ Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
▪ Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
▪ Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
▪ Performs additional duties as assigned by executives.
▪ Open, sort, and distribute incoming correspondence, including faxes and email.
▪ File and retrieve corporate documents, records, and reports.
▪ Greet visitors and determine whether they should be given access to specific individuals.
▪ Prepare responses to correspondence containing routine inquiries.
▪ Prepare agendas and make arrangements for committee, board, and other meetings.
▪ Make travel arrangements for executives.
▪ Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
▪ Compile, transcribe, and distribute minutes of meetings.
▪ Manage and maintain executives' schedules.
▪ Set up and oversee administrative policies and procedures for offices and/or organizations.
▪ Supervise and train other clerical staff.
▪ Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
▪ Interpret administrative and operating policies and procedures for employees.
▪ Managing diaries and organizing meetings and appointments
▪ Reminding the Executive Manager of important tasks and deadlines
▪ Reminding the Executive Manager of his meetings
▪ Liaising with staff, suppliers and clients
▪ Typing, compiling and preparing reports, presentations and correspondence
▪ Prepare Staff & Managers Memo, Warning letters & Increments
▪ Booking and arranging travel, transport and accommodation
▪ Meeting and greeting visitors at all levels of seniority
▪ Distribute emails & correspondence to different Departments
▪ Handling Petty cash of the Executive Managers
▪ Updating Company Instragram & Snapchat
▪ Responsible of recording, logging, distributing and safekeeping of all incoming & outgoing correspondences
▪ Maintaining all documentation / records
▪ Maintain a proper and user-friendly filing and document control system for recording and tracking of all documents.
▪ Perform data-entry, recording, printing, and filing duties.
▪ Distributing emails/correspondence, drawings, RFI’S and all data received
▪ Facilitates email, fax, and letter correspondence
Provide a complete secretarial and administrative service to streamline and organize work.
•Produce various forms of documentation such us reports, memo and e-mails.
•Process Invoices in liaison with finance team ensuring the compliance of the company’s procurement and finance procedures.
•Provide complete telephone and correspondence services, routing correspondence and calls as necessary and replying where appropriate to ensure that all mail and calls are dealt with efficiency.
•In charge of arranging meetings
•Preparing quotations as required
•Sending Enquiries
•In charge of making a Man Power Report
•In charge of making attendance
•In charge of making PO (Purchase Order)
•In charge of making PC (Payment Certificates)
•In charge of making VO (Variation Order)
•In charge of making BID Summary
•Arranging LOA (Letter of Award) as required by the PM/MEP Manager
•Arranging and booking shipments for import orders
•Assist in preparing Omission/Addition
•Preparing & arranging Cost Impact to submit with the client
•In charge for submission of Drawing Approval Request (DAR), Site Instruction (SI) & Request for Information (RFI), Non-Conformance Report (NCR), ITR, As-Built Drawings, MIR, MAR, etc..
•Doing Material Log, Procurement Log, Drawing Log, Site Instruction Log & RFI (Request for Information Log, NCR (Non-Conformance Report) Log, As-Built Log & ITR Log, etc..
Checking of customer documents
•Generate daily motorcycle sales and inventory report
•Receive Delivery Receipts from suppliers
•Update paid accounts of customer
•Responsible for handling branch’s Petty Cash Fund
•Responsible for monitoring branch expenses
•Responsible for paying branch bills
•Update and monitor product prices
•Perform various monthly reports
Parts and Service Staff
Responsible for answering customer queries through email, telephone as well as walk-in customers in a professional manner
•Follow up of payments due to the customer/client.
•Responsible for purchasing of materials
•Monitor various company documents such as Supplier Invoices, Delivery Copies, Bank Accounts, etc.)
•Generate product quotations
•Generate Local Purchase Orders (LPO), cash invoices and company cheques
•Generate Delivery Notes
•Responsible for handling petty cash fund
•Responsible for balancing of cash invoices (manual)
•Arrange and coordinate establishment meetings
Screen telephone calls for managers and employees
•Prepare client name sheets
•Perform various data encoding duties
•Assist in preparing BIR forms 2306 & 2307 (government forms)
•Enroll clients to various LBP programs such as I-Access (Internet banking)
•Perform various administrative functions for the branch
Monitor and check Free Service Coupons (FSC) and warranty registration cards
•Responsible for supervising On The Job Trainees
•Generate Statement of
Perform online product inquiries with different suppliers using company’s account
•Perform price analysis for purchase purpose
•Online processing of Certificates of Origin
•In charge for processing attestation & legalization of shipment documents
•Checking rates for air freight shipments
•In charge for Booking air shipment
•Answer phone calls & attend to various type of communications through email
•Generate item stock listings
•Prepare Delivery Notes
•Prepare invoices, Purchase Orders and Sales Order
•Prepare Sales Quotations
•Checking Packing list against Invoice and doing reports
•Responsible for handling petty cash fund
•Responsible for postings of incoming and outgoing cash
•Responsible for posting PDC’s
•In charge for making payment & receipt vouchers
•Process company cash and cheque deposits in the Bank
•Responsible for paying company bills (Credit card bills, Electric Bills, etc.)
•Monitor various company documents, making updates and data entries, filing and scanning of documents
•Maintaining inventory of office supplies (Stationeries and Pantry items)
•Prepare Documents for employment Visa
•Track passport, Labour Card, Health Card expiry dates and assist in preparing renewal requirements
•Assist in arranging travel bookings
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