IT Administrative Staff & Group Assistant to IT Management Office
Al Futtaim Company LLC
Total years of experience :18 years, 7 Months
IT Administration Support
▪ Coordinates with the internal and external vendor for the IT requirements required by the IT Support Team.
▪ Create purchase order using SAP system.
▪ Monitor the delivery schedule of the ordered items and coordinate to the receiving staff at the warehouse.
▪ Clearing the order’s invoice using SAP system and submitted it to Group Finance Department.
▪ Play a key role in the asset management function for the entire Al Futtaim Group to fulfill IT requirement of the group.
▪ Responsible for maintenance, movement & record keeping of all IT equipment across the AF Group to ensure smooth IT operation and best support to all users.
▪ Administer, manage & coordinate telecommunication records, summaries the billings for the entire Al Futtaim Group to ensure smooth network support and streamline the telecommunication billing for the group.
▪ Manage clearances and payments of department’s utilities, rent, telephone bills and courier service.
▪ Administer finance & accounts responsibilities for the IT Group including petty cash, debit notes maintenance, charge out recoveries, and various management reports to ensure smooth operation of the finance & accounts function in coordination with the Group Finance Department.
▪ Coordinate and provide supporting documents to other AF Group of companies for their monthly operational cost charges and debit notes.
▪ Manage divisional administrative work for IT Group including internal & external responsibilities to ensure an excellent working environment, service to all employees and a smooth management reporting system.
▪ Monitor and provide support for the IT Field Support Engineers’ vehicle regarding its registration and insurance renewal, arrangement for services, maintenance, traffic fines and all accident related matters.
▪ Monitor and assist on special projects conducted for the entire Al Futtaim Group as required.
Executive Support
▪ Assessing, prioritizing and organizing meetings and appointments.
▪ Coordination of Top Management Meetings including preparation of agenda.
▪ Attending to telephone calls and assessing and resolving inquiries.
▪ Responding to invitations, drafting responses to routine matters and issues and taking minutes of meeting.
▪ Assisting with research and gathering information relating to various projects undertaken by the IT Management.
▪ Act as a first point of contact for the IT Management for a range of queries.
Travel Arrangements
▪ To plan, organize and arrange the IT Management’s travel itinerary including ticket, hotel bookings, visa processing and other documentations related to travel and ensure that it is in compliance with the Company’s International and Local Travel Policy.
▪ Responsible for preparing travel expense reimbursements in line with the Company’s International and Local Travel Policy.
Office Management
▪ Responsible for the upkeep and maintenance of the IT Management’s office and ensure that all office equipment and facilities are in working condition.
▪ Responsible for devising and maintaining office systems, including data management, filing and document tracking and circulation.
▪ Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the IT Management.
▪ Provide support and assistance to other departments and senior managers whenever required.
▪ Assist with the coordination of events (including preparation of invitations, programs, catering, facilities and other resources) as required.
• Provide administrative and secretarial support to Managing Director.
• Prepare and submit quotations and Purchase Order forms to the clients and production department in Spain respectively.
• Manage all documents and payments needed for shipment, port clearances and site delivery of wood panels.
• Manage all banking related responsibilities (i.e. L/C collection, document negotiation, document correction and preparation).
• Manage all accounting and bookkeeping requirement of the company.
• File and retrieve company’s documents, records and reports.
• Prepare responses through telephone, fax message and email to correspondence containing routine inquiries.
• Maintain hard copy and electronic filing system.
• Set up meeting room and prepare materials (i.e. wood samples and catalogues) that will be used in meetings.
• Perform general office duties such as researching and ordering of supplies, maintaining company and staff records, sorting and distribute received packages, mails and faxes.
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing and filing.
• Make travel arrangements.
• Answer telephone and transfer to appropriate staff member.
• Meet and greet clients and visitors.
• Send samples and catalogues to clients.
• Assist daily operational activities.
Production In-Charge
▪ Responsible for the monthly set-up and implementation of production capacity and required resources (i.e. operators, machines and materials) needed based on monthly plan received.
▪ Responsible for shift schedule to include: target output, work station assignments/ rotations, operators’ training, vacations and breaks, overtime assignment, and back-up for absent operators.
▪ Ensure steady flow of production activities to produce the right product in the right quality, quantity and at the right time.
▪ Investigate, troubleshoot and provide solutions and actions to prevent the reoccurrence of any nonconformities relating to the products, process and quality system.
▪ Lead a team of production technicians and operators to meet production yield and target.
▪ Communicate with other Section In-Charges and Managers.
▪ Train, coach and conduct operators’ performance review and evaluations.
▪ Manage reviews, improvements and implementations of work standard procedures.
▪ File and retrieve process work records, documents and reports.
▪ Assist in production as necessary.
▪ Responsible for operators’ morale as well as clean and safe work area.
Warehouse In-Charge
▪ Responsible for the monthly set-up and implementation of order quantity and delivery schedule of supply to production and order from supplier of each material.
▪ Manage inventory accuracy through monitoring daily warehouse activities (i.e. received from suppliers and supply to production of the materials) with the use of ABC control graph.
▪ Approve material purchase order and signed on material delivery documents.
▪ Ensure stocks of each material are within the acceptable limit, which is in the A-control, to prevent overstock and critical stock of the material.
▪ Ensure quality of each material from the time it was received from the suppliers up to supplying it to the production.
▪ Communicate with Production Department, Purchasing Department and Production Control Department.
▪ Investigate and provide counter measures to prevent the reoccurrence of variance relating to monthly material inventory.
▪ Manage reviews, improvements and implementation of procedures for the smooth in and out flow of materials, arrangements and layouts.
▪ File and retrieve purchase order forms, delivery receipts and material quality control documents.
▪ Assist in warehouse as necessary.
▪ Ensure clean and safe work area through health and safety compliance of warehouse staff in accordance with company policy.
• Handles and troubleshoots internet connection problems of the client.
• Follows step procedures in the system when conducting troubleshoot to the client’s issue.
• Check status availability in the location of the internet connection.
• Record client’s issue and troubleshoot procedure for future references.
• Target to handle calls within the average handling time.
• Greets and discuss client’s issue with a politely and friendly manner.
• Escalates the call to TSR Level 2 when problem occurs to the equipment used.
• Escalates the call to the respective other departments when the client’s issue is for other departments concern.
PROJECTS HANDLED:
• Technician Ratio Project at the Die Bond and Wire Bond Station of different packages at Plant 2, 3 and 4 of Amkor.
• Feasibility Study of Transferring Waste Management Facility of Amkor where AutoCAD 2d used as a tool in this project.
• Cost Reduction Project at the Laundry System of Smock and Bunny Suits of Plant 1 of Amkor.
GPA: 89% Theses Handled: • Simulation of Technician Ratio at Wire Bond Process of Amkor Technology • Jag's Messengerial Services (Feasibility Study) • System Improvement of Aling Nena's Christmas Lantern Making • Marketing Strategy of Chuckie Chocolate Drink Internship: 5 months training in Amkor Technology Philippines
GPA Elementary: 90% GPA High School: 94% Thesis Handled: Vandalism as a form of Communication Awards Received: • Loyalty Award • MVP Women's Basketball '01 • Mythical 6 Women's Volleyball '98-'01
