برناديت Ramos

Project Secretary

• Provide full secretarial and admin support to the project team and department to ensure the smooth running of the department operations
• Preparation of office correspondences (i.e., letters, fax messages, memos).
• Maintain records of Engineers and assist in their movements
• Take minutes of meeting and maintain records for the operations and project team
• Develop and maintain document control processes for the efficient management
• Maintain a proper and user friendly filing and document control system for recording and tracking of all documents for the project team and department
• Support the officers and project team in daily admin roles and assist to keep stock of stationary supplies for the department
• Perform data-entry, recording, printing and filing duties
• Undertake any ad-hoc admin projects/duties as required
• Assist to check and verify staff claims and invoices for project team
• Prepare purchase orders and send copies to suppliers and to departments originating requests.
• Determine if inventory quantities are sufficient for needs, ordering more materials when necessary.
• Respond to customer and supplier inquiries about order status, changes, or cancellations.
• Perform buying duties when necessary.
• Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
• Review requisition orders in order to verify accuracy, terminology, and specifications.

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Arrange conferences, meetings, and travel reservations.
• Complete forms in accordance with company procedures.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Mail newsletters, promotional material, and other information.
• Maintain scheduling and event calendars, coordinate conferences and meeting and take minutes of the meeting.
• Make copies of correspondence and other printed material.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Establish work procedures and schedules, and keep track of the daily work of clerical staff.
• Order and dispense supplies.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Supervise other clerical staff, and provide training and orientation to new staff.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, and other applications.
• Provide full secretarial support to the whole Sales departments by preparing their invoices, service contract paper and other necessary papers/document needed for their customer.
• Other duties assigned.

• Enter data such as imported goods, sales transactions, transfers, etc. in the system on a day to day basis. Perform Local purchase / processing of orders and other procurement related activities.
• Perform office general office duties such as preparation of operation reports, prepare reply to clients order terms & conditions, typing of Memo’s, distribution/sorting of emails, fax to the designated person. Arranging for courier, receiving/distributing at the same time.
• Filing of company’s documents, reports and memos.
• Release Purchase Requisitions after ascertaining correctness of costing, timely indent of materials and deliveries. Verify all Purchase Order’s are in line with cost estimates.
• Verification of subcontractors’ and vendors bills and pass for payments. Coordination with Operations and Accounts department.
• Other duties assigned.

• Serves as Secretary to Senior Project Manager, Project Manager at site.
• Prepare correspondence, reports and distributes meeting notes.
• Answer and screen phone calls & deal with any inquiries that don’s need to be passed on, take message, transfer calls & provide information to other department upon request.
• Meet and greet clients and visitors.
• Perform general clerical duties to include but not limited to: photocopying, faxing mailing and filing.
• Maintaining own files for incoming and outgoing correspondence. In charge for document control (e.g. transmittals, submittals, RFA, GRN, Inspection Request, Engineers Instruction, Minutes of Meetings and all projects confidential and important documents).
• Coordinate with contractors, consultants, supplier & other department to provide administrative support to organize the project.
• Research, price and purchase office supplies.
• Establish work procedure & schedules; keep track of the daily work of clerical staff. Supervise other staff & provide orientation to new staff.
• Review work done by others to check for correct spelling & grammar, ensure that company format policies followed and recommend revisions.
• Other duties as assigned.

• Serves as receptionist or information clerk; determines purpose of contact; provides general information and assists in preparation of forms if needed; directs individuals to proper destination; receives and distributes messages, and schedules and arranges appointments as necessary.
• Processes and distributes mail according to established procedures; prepares material for mailing.
• Establishes and maintains filing systems; prepares records for storage and archiving.
• Maintains equipment and supply inventory; maintains records relating to receipt and issuance of materials or equipment; prepares purchase and supply requisitions, or other program or agency documents.
• Reviews documents for accuracy, completeness and compliance; proofreads completed work.
• Operates standard office equipment.
• Serves as a lead worker providing guidance, direction and training to a small group of clerical employees; reviews work for accuracy, timeliness and compliance with instructions and procedures; participates in the evaluation of employee performance as assigned.
• Types a variety of materials on an incidental basis.

• To delight customers, above and beyond the call of duty, has intimate knowledge of the customers bank needs, has empathy for the customers situation
• is able to communicate clearly, both written and in speech
• talks in a way the customer can understand
• has a "thick skin" and is able to handle complaints, even when handling unpleasant customers
• handles in the best interest of both customer and company