Personal Assistant
MKM Commercial Holdings LLC
Total years of experience :21 years, 5 Months
Administration & Organization
• Helped and assisted Office Manager create a highly effective organizational and filing systems, including quick and thorough indexing, filing and offsite storage, resulting in easy access to critical information and streamlined office functioning
• Updated and maintained databases and an up-to-date record of paper and electronic correspondence, project drawings and other legal documents
• Coordinated and set up high-level conference calls, board and management meetings
• Organized complex travel arrangements for business trips and processing of visas for senior management and visiting VIPs
• Conducted extensive Internet research on potential suppliers, specialized products and references, reported findings to Director
• Efficiently managed Directors day-to-day activities; updated and maintained calendars and diaries for meetings and appointments
• Prepared general correspondence, letters, emails; drafted projects agreements, minutes and other documents ensuring accuracy and consistency
• Produced, collated and timely disseminated documents, briefing papers, agendas, minutes, company reports, slide presentations and confidential materials for meetings, maintaining high level of confidentiality and discretion at all times
• Prepared and arranged item and supplier creations, good receive notes and purchase orders using company system
• Dealt with any incoming documents for directors’ approval and signature such as cheques, invoices, capital expenditures, HR related documents, etc. ensuring proper distribution and dispatch
• Provided HR support and assistance to directors
Communication & Client Relations
• Provided effective interface among the directors’ individual direct reports, management, shareholders, staff, and visitors to ensure proper lines of communication
• Answered a high volume of incoming calls and in-person inquiries from clients and colleagues; providing information and referrals, treating each person with respect
• Liaised and conducted follow-ups with clients, customers, landlords, contractors for invoices, tenders, payments, quotations, agreements etc.
• Assisted HR Manager in handling the company’s appointed travel provider and acted as a point of reference of all business units’ travel co-ordinators
Event Management
• Assisted in organizing social, formal and informal functions, management meetings, receptions, management training, travel coordinators trainings and seminars
• Provided assistance with recruitment - posting of job vacancies, assessing applications (CVs), conducted screening, short listing & preliminary interview of applicants
• Assisted the HR Manager in defining, developing and implementing HR plans, policies and procedures to all business units
• Managed the HR Manager's diary, fixing meetings and appointments
• HR point of contact - provided guidance and advise to department heads/coordinators on company policies and procedures, and on all HR related issues and queries, ensuring HR standards are properly adhered to • Maintained and updated files of over 600 employees and ensuring that filling system is kept by set standards, including updating of records of staff accommodation/room allocation lists
• Arranged induction and orientation of new employees & handing out of Employee Handbook
• Prepared Offer of Employment, Contracts, Employment Status Change, Salary/Employment/Service/No Objection Certificates, Termination Letter, Resignation Acceptance Letter, References
• Produced monthly reports on staff accommodation movement, DEWA consumption in staff accommodation and staff cafeteria's monthly figures/usage
• Responsible in tracking, monitoring and updating of employees' documentation expiry such as passports, visas, work permits, health cards using MS Access database
• Preparation of necessary documents for processing application or renewal of residence visa, work permits, health card/medical insurance
• Managed leave and air ticket administration, travel bookings
• Coordinated with Accounts Department for payroll, leave pay, final settlement calculation
• Maintained high level of discretion and confidentiality at all times
• Any ad hoc duties as required
• Welcomes & greets visitors to the company's facility in a prompt, pleasant and helpful manner
• Operating the multi-line switchboard by responding to incoming calls, routing calls to the appropriate area & personnel, taking and relaying messages
• Answers queries about the company and provides callers with address, directions, and other information
• Provided efficient administrative assistance to Leasing Manager - deliveries of memos & letters to Mall tenants, draft lease agreements, receives and sorts mails, faxes and courier deliveries, ordering of office & pantry supplies
- Passed the Philippines Board Exam for Teachers – January 1992 - Passed Professional Civil Service Examination – September 1991