Secretary cum Admin Coordinator
Darwish Petroleum & Industrial Services
Total years of experience :5 years, 7 Months
Perform administrative and secretarial activities for the division Manager, and to our sponsored company (BUCHEN Industrial Services, Thyssenkrupp XERVON Qatar, Nalco champion ( ECOLAB company), and Emirates Industrial Laboratory). Duties include reception works, word processing, filing, and MEMOs and faxing.
• Provide full secretarial and admin support to the project team and department to ensure
the smooth running of the department operations
• Perform data-entry, recording, printing and filing duties
• Assist to check and verify staff claims and invoices for project team
• Prepare advance payment for the client, vendors and staff
• Draft, Log and Issue Correspondence (Head office and Site office Letters)
• Responsible for the insurance renewal of company vehicles
• Update the employee data ( leave request, duty resumption, ID renewal)
• Preparing invoices
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• Manage and maintain the filing, storage and security of documents
• Respond to customer inquiries
• Ensure that the outgoing and incoming mail is allocated to the right department within the organization.
• Clerical duties that involve the ordering of equipment, office supplies and other inventories that are required.
• Organize and assist fellow employees with meetings, conferences and direct telephone calls.
• Manage the booking of ticket and hotel reservation.
• Assist the CEO, sales director and other managers.
• Prepare quotations, invoices and LPO
• Dealing with email and telephone calls and transferring to the right person.
• Track office supply inventory and approves supply order.
• Assists office staff in maintaining files and database
• Prepare attendance sheet daily
• Prepare sales report and correspondence
• Arranging travel and accommodation of our staff and business partner
• Photocopying, printing and faxing various documents and computer based information
• Sorting and distributing incoming post and organizing and sending outgoing post
. Exposure in SAP
• Coordinate and monitoring of pending documents and payment with other department
• Preparing payment request to the finance department ( payment for the suppliers abroad and local) via wire transfer
• Develop and maintain good business relationship with customers and suppliers
• Maintain good customer service for customer and for co-workers.
• Monitor and prepares detailed daily, weekly, and monthly report of sales updates.
• Responsible in supporting the preparation of reports and handle activities of the department such as Monitoring WIP (work in progress)
• Preparing and Sending reports to MV Augusta (Motorbikes supplier) in Italy
• Handling petty cash for the showroom and workshop
• Files correspondence and other records related to sales activities of the department both workshop and showroom.
• Secures copy of all documents to 201 file, and other relative documents to achieve confidentiality.
• Attend calls and e-mails of customers regarding inquiries and concerns.
• Monitor and follow up status of LPO/Purchase requests/ orders to suppliers abroad and locally.
• Directly in charge of making invoices and quotation as per request of my immediate superior.
• Monitor sales expense for both workshop and showroom
• In charge of the proper inventory of all office supplies, workshop/showroom supplies, pantry supplies.
• Manage and evaluate administrative requests from within department and ensure all are within corporate guidelines including manpower movements, leave, duty resumption, business trip and ticket rebate request
• Prepare invoices, reports, memos letters and financial statements and other documents using word processing, spreadsheet.
• organizing records to file and retrieving records including business permit, contract agreement, etc
• classification of documents of long term and short term archiving and disposal according to company policy
• Develop and maintain good business relationship with customers
• Monitor and prepares detailed daily, weekly, and monthly report of manpower updates.
Files correspondence and other records related to sales activities of the department.
• Secures copy of all documents to 201 file, and other relative documents to achieve confidentiality.
• Attend calls and e-mails of customers regarding inquiries and concerns.
• Monitor and follow up status of all man power requests to partner’s agencies abroad.
• Directly in charge of making invoices and quotation as per request of my immediate superior.
• In charge of the proper inventory of all office supplies.
• In charge for the preparation of the employee contract, for the shortlisted applicants.
• Prepare invoices, reports, memos letters and financial statements and other documents using word processing, spreadsheet.
• Make documents like job orders to process in Embassies for attestation.
UNIVERSITY OF NORTHERN PHILIPPINES- Ilocos Sur Philippines Tertiary Level Bachelor of Science in Nursing- Ladderized Registered Midwife