Admin & Finance Secretary
JX Nippon Oil & Gas Exploration
Total years of experience :2 years, 5 Months
Responsibilities:
• Handled all administrative activities including reception, transportation, logistics, procurement, accommodation, etc.
• Arranged employee’s mobilization to demobilization as well as arranged and coordinated logistics services for employees’ documents and parcels.
• Managed timely and cost effective travel arrangements of company employees and visitors including ticketing, transportation and accommodations.
• Monitored inventory of office supplies and the purchasing of new material with focus on budgetary constraints.
• Handled all reception duties including receiving calls, greeting visitors, handling and distributing documents and invoices.
• Oversaw and managed all administrative contracts and registers; issued and circulated admin related correspondences.
• Managed and resolved all employee and vendor concerns related to administration (accommodation, communication, transportation, medical and general office administration).
• Supported PRO with relevant documentation and employee coordination, and handled minor issues during his absence.
• Oversaw drivers and transportation arrangement during administration officer’s leave.
• Processed all administration related invoices, prepared cheques and vouchers for payments and assisted the finance division in preparing payment slips and peach tree documents.
• Supported the group in bank transaction during deposits and withdrawals.
• Applied credit facility for vendors and managed all vendor concerns related to the payment and return of deposits.
• Managed supplier payments including travel & ticketing, courier services, transportation, etc.
• Rendered managerial support to GM, DGM, Commercial Representative and Administration Manager.
• Coordinated and arranged for meetings and correspondences with QP.
Responsibilities:
• Accountable to maintain professional work environment, supervised front-office staff & provided administrative support.
• Greeted all guests of the company with a friendly manner while following the company’s policies and procedures.
• Managed all daily front desk operations and ensured front desk/lobby areas are always clean and organized.
• Processed and prepared memos, correspondence, travel vouchers and other documents; collected, sorted, distributed and drafted mails, messages and coordinated all courier deliveries.
• Performed administrative such as booking tickets for the managers/employees as and when required.
• Filed/maintained all relevant records as per the filing system; assisted other managers in filing & distributing documents.
• Performed various general office and clerical duties (sorting mail, paper filing, documentation, etc.) as required.
• Ensured inter-departmental communication and cooperation in the interest of better guest satisfaction.
• Participated in recruitment process including preparing advertisements, inviting applications, evaluating candidates to ensure they meet company’s hiring standards, and preparing offer letters.
Responsibilities:
• Provided executive and administrative support to senior management team including managing, coordinating and maintaining calendar including appointments, meetings and travel.
• Dealt with incoming email, faxes and posts, corresponded on behalf of senior management, organized and maintained diaries and made appointments.
• Arranged travel & logistics including flights, visa requirements, accommodation, hotel reservation and managed meeting schedules for the senior management team.
• Monitored and responded to incoming communications to the senior management team including emails, phone calls, faxes and walk-ins, ensuring correct department distribution.
• Rendered secretarial support for meetings including drafting and circulating meeting agendas, preparing minutes of meeting, and writing and distributing comprehensive minutes and action points to all members post meeting.
• Handle a variety of administrative duties and reception duties including greeting visitors and directing them to the appropriate person, handling screening, incoming phone calls & taking messages.
• Managed the office environment including monitoring inventory of office supplies and the purchasing of new material with attention to budgetary constraints; monitored costs and expenses to assist in budget preparation.
