Office Administrator cum Executive Assistant
Mars GCC
Total years of experience :10 years, 3 Months
Office Administrator cum Executive Assistant - (October 9, 2011 - up to Present)
Mars GCC
Gate 4, Junction 6, Jebel Ali Free Zone, Dubai, United Arab Emirates
Job Purpose: • Co-ordinate and ensure that an effective, efficient and clean office environment is maintained for Mars GCC Site.
• To coordinate local site projects as appropriate. Includes office refurbishment and desk moves.
• Supervise the Reception as a team to ensure office effectiveness
• Coordinate all cafeteria operational related services including supervising of service provider.
• Liaison and day to day management of outsourced companies: Abela & Transguard
• Holiday cover for other Assistants - ie: LT & SO
• Basic administration support for Regional Team and event management
• General administration relating to office
Principal Accountabilities as Office Administrator:
Office Services
• Maintain the confidential safe filing system for critical documents and provide confidential administration support.
• Co-ordinate the services of reception service providers and office support to ensure that an efficient reception and mail service is maintained.
• Monitors the quality of delivery of Workplace Effectiveness' third party service providers to the site. Escalates issues and provides feedback to the Workplace Effectiveness Manager for the services concerns. Takes site based action on request of the Workplace Effectiveness Manager.
• Coordinates operational escalation issues for the Cleaning Services contract. Ensure that team standards and processes are maintained, working with the Client Manager for Office Cleaning and Commercial.
• Coordinates desk moves according to the defined process and only after approval by the Workplace Effectiveness Manager. Manages all new joiners for desk allocation and troubleshoots for finding space.
• Works with Workplace Effectiveness Manager to provide solutions for desk allocation.
• Review and check all office related invoices.
• Be available to answer queries for new associates on office procedures.
• Co-ordinate the Reception team to ensure adequate supply of stationery, Medical supplies and refreshments stock levels are maintained.
Cafeteria
• Co-ordinate the services of service provider to ensure that an efficient cafeteria service is maintained.
• Co-ordinates any extra ordinary service requests with stakeholder and service provider.
• Monitors the quality of delivery of service provider through Surveys bi-annually and escalates issues with Commercial Department and provides feedback to the Workplace Effectiveness Manager or R & D for the services concerns.
Principal Accountabilities as Executive Assistant
• Organization / Co-ordination: Prioritize and manage the executive's functions and daily activities, managing their schedule, dealing with calendar issues.
• Practical Arrangements: travel reservations, handling expenses, making appointments, arranging meetings.
• Secretarial Functions: receiving, composing and editing letters, memoranda and general correspondence, taking and distributing minutes of meetings, managing records, maintaining contacts / rolodex.
• Preparing Documents: material for board meetings, presentations, charts, departmental reports.
• Right-Hand Person: anticipating needs, dealing with the unexpected, acting as liaison between Executive and staff, handling confidential matters.
Pricing / Accounts Payable Coordinator/ Master Data SPOC (May 01, 2008 - October 6, 2011)
PROCTER & GAMBLE GULF FZE
Gate 7, Junction 12, Jebel Ali Free Zone, Dubai, United Arab Emirates
• as Pricing Coordinator: prepared price structures for analysts' review; successfully migrated PSs to new format for Saudi-based categories; prepared master data files for all Saudi PSs for steam uploads and approvals with PS; dispatched approved PSs to distributors; drafted communications -- transmittal, acknowledgment receipt, replies on queries/issues/requests; monitored all PS dispatches, receipts and followed up on not returned documents; maintained files; checked with respective analysts, logged comments and provided feedback on price related queries received; organized monthly tracking report on all processed, dispatched, returned and not returned PSs for performance compliance monitoring.
• as Accounts Payable Coordinator: verified credit/debit-note claims from distributors against commercial invoice, Price Structure and system price; retrieved from Master Data the system pricing; liaised with respective analysts for confirmation of price difference claims and uploaded for steam approvals; tracked and provided feedback to originators.
• as Master Data SPOC (Single Point of Contact): Request the Activation, Costing and Pricing for a specific product code via Tracking file, Provide correct Vendor and Sourcing plant of Shipments after product maintenance, Send all the requests to Master Data - Warsaw Poland via Share point for final maintenance to be able to ship all products to all source.
Secretary cum Client Services In charge (July 5, 2006 - April 30, 2008)
Touchwood Investments Ltd. Dubai, UAE
• Provides secretarial and clerical supports to the Branch Manager
• Serve as the primary administrative support to an executive office by performing a wide variety of highly complex, responsible, and confidential office technical clerical and professional administrative duties for the General Manager.
• Respond to complex inquiries for information from the Senior Staff and refer to other staff where appropriate
• Attending and routing phone calls and responded to email or fax inquiries
• Channel incoming calls to concern parties accordingly
• Coordinate/make travel, meeting, conference arrangements; maintain appointment schedules/calendars.
• Maintain and/or oversee executive office employee records including time cards, payroll, evaluations, memoranda etc.
• First in line assistance for Customer Service
• Maintain efficient filing system
• Maintain up-to-date records of all meetings
• Maintain for clear, complete and accurate Documents and files and other accounts files
• Handle some accounting files such as Petty Cash, Payment Vouchers, Payroll, Cash Receipts & Sales Journals
• Responsible in the Monthly Sales Journal and Daily Sales Reports
• Handle administrative works. Monitoring employees files or any other office needs
• In charge of Sending and receiving Couriers
• In assistant for the Clients Annual Fee Collection and issue Telegraphic Transfer for the Payment
Secretary cum Receptionist (October 5, 2005 - June 30, 2006)
Al Selsal General Trading LLC, Dubai, UAE
• Provides secretarial and clerical supports to the Managing Director
• Coordinate office activities and schedules; perform or oversee executive office clerical duties such as filing, distributing mail, and typing and/or creating a wide range of letters and other material.
• Coordinates and facilitates the director's calendar to arrange appointments, meetings and conferences.
• Recommends actions to be taken on office expenditures such as equipment and supply needs.
• Operates standard office equipment including a computer, typewriter, calculator, fax machine, copier, printer, and other related peripheral equipment
• Receives incoming calls, announces callers, takes messages and/or refers caller to appropriate sources
• Channel incoming calls to concern parties accordingly
• First in line assistance for Customer Service
• Responsible for a busy front office area
• Maintain efficient filing system
• maintain up-to-date records of all meetings
• Strive for clear, complete, accurate and up-to-date records
Account Executive (August 17, 2004- June 30, 2005)
Information Technology Supplies Dist. Inc. (ITSDI) Philippines
• Generate Sales on HP (Hewlett Packard) Supplies such as HP inks, HP toners and some of the media papers i.e. special paper, photo paper and glossy paper.
• Attends HP's monthly update Seminars and Trainings
• Answers phone inquiries and introduce products, as the company is the only HP Supplies Distributor in whole Visayas and Mindanao Region in the Philippines.
• Prepare Daily Client Call Reports
• Prepare Daily and Monthly End Sales Funnels
• Conduct meetings and training prior to new product update
• Coordinate office activities and schedules; perform or oversee executive office clerical duties such as filing, distributing mail, and typing and/or creating a wide range of letters and other material.
Marketing Coordinator (April 7, 2003- August 15, 2004)
Handumanan Development Corporation, Philippines
• Directly Reports to the General Manager and the President of the company
• Serve as the primary administrative support to an executive office by performing a wide variety of highly complex, responsible, and confidential office technical clerical and professional administrative duties for the General Manager
• Accompany Walk In Clients for house & lot units viewing
• Initiate, maintain and monitor executive office records, files and logs; screen calls, visitors and mail.
• Conducts Seminars regarding company's profile, business nature, and product presentation
• Answers phone inquiries and present product profile
• Prepare Monthly Water Bill for the Association
• Prepare Petty Cash Voucher and Liquidation
• Prepare Employees, Foremen and Laborers Payroll and daily time record
• Prepare Homeowners document files i.e. Contract to Sell, Deed of Sale, Deed of Restrictions, Title, Tax Declaration, Traffic Map and Special Power of Attorney.
Front Desk Officer cum Receptionist (November 8, 2001-March 31, 2003)
Linmarr Apartelle Davao City, Philippines
ESSENTIAL FUNCTIONS OF THE JOB: • Provides excellence in service while checking owners and guests in and out of the property
• Responding to inquiries telephone and fax messages regarding services throughout the duration of their stay
• Inputs information into the computerized reservations system to update and maintain records
• Accesses reservation system to determine unit availability and makes advance reservations or changes as required.
• Generates invoices and collects monies due through the rental program and Issues and controls unit keys and maintains safe deposit boxes
• Maintains weekly owner and rental confirmation files.
Degree: Bachelor of Science in Commerce Year Graduate: 2001 Major in Marketing Holy Cross of Davao College Davao City Philippines