Vivian Longhinos

Provide administrative and support services to office staffs. Answer phone calls and customer questions in a professional manner. Sort and distribute mails Prepare work to be estimated by gathering proposals, invoice, specifications, and related documents. To submit for approval to the estimation manager. Responsible for handling all documents to be archived.

Assist in preparing reports, analysis, letters and communications as requested by the division chief/department manager Arrange and control office supplies for the division/department such as stationery, equipment, and accessories,

Responsible for running a technical library, accessing dozens of records daily Overhauled the entire document management system to improve working practices.

Responsible for handling all documents to be archived. Ensured that all archived documents were stored in compliance with the relevant health and safety regulations.

Consistently meet deadlines, ability to use tact and diplomacy in communicating and safeguarding confidential, matters High proficiency in Microsoft Office, Word, Excel and PowerPoint.
Relationships, People Skills, Interpersonal Savvy, Problem Solving, and Multi-tasking.
Provide administrative and secretarial support services to the division/department, coordinating and making meeting arrangements, travel arrangements, and correspondences. Produced written reports on a quarterly basis for the document control manager.

Organize and maintain the division chief/department manager calendar, and ensure that all meetings, interviews, duty trips are accurately planned /scheduled and advise the division chief/department manager on of their daily program.

Prepare Necessary Document for Visa Processing outside the Country. Search for landscape Exhibition around the World for registration & exhibits.

Collect all documents for Business Development General Manager signatures like : Tender approval /RFQ request, LPO’s, Manpower Daily Report, Contracts, Payment Certificate, Commercial offer / Quotation’s Follow up meetings for presentation for the clients Gathered full details for company exhibits presentations Communicate & coordinate with different companies Planning & scheduling meetings & appointments.

Reporting to General Manager, Project Managers, and Site Manager, monitors and organize schedules and appointment.

Prepares correspondences based on brief notes and emails. Screens Telephone calls and handle then personally if possible and give information based on Knowledge at hand. Makes Airline booking, Visa’s and Hotel Booking, Maintaining hard copy and electronic system.

Maintain quality control / satisfaction records. Liaising with suppliers to check the progressive of existing orders. Responsible in checking the status of 24 Company Vehicles and Rental a car - accident reports Estimara’s validity, insurance for each vehicle, Teyseer Card refueling, etc.

Make an order for office Stationeries, uniforms, warehouse requirements, vehicles, office furniture etc. Make visa interview schedule in the embassy. Facilitate their needs & administrative office routine.

Facilitate Business Visa & Renewal of Visa’s for subcontractors from other countries. process exit permit, updates passport, and arrange all passport by arrival dates. preparing leave request, joining report & expense claim of employees, Preparing LPO’s, Quotation’s, Letters, Invoices, Memo’s and Job Completion Report.

Conducting market research to identify selling possibilities and evaluate customer needs
Actively seeking out new sales opportunities through cold calling, networking and social media
Setting up meetings with potential clients and listening to their wishes and concerns.

Prepares correspondences based on brief notes and emails. Screens Telephone calls and handle then personally if possible and give information based on Knowledge at hand. Makes Airline booking, Visa’s and Hotel Booking, Maintaining hard copy and electronic system.

Answer incoming calls and respond to customer's emails. Management and resolve customer complaints.

Handles incoming calls from customers. responsible to receive calls at the call center from customers and answer questions, receive complaints, or troubleshoot.