Administrative Assistant
Nation Hospital
Total years of experience :27 years, 8 Months
Reporting directly to the Director of Facilities and Biomedical Engineering Department. I performed administrative and office support for the entire department. Providing office services in addition to the following duties:
• Organized the scheduling of meetings; distributed minutes for them.
• Performed various secretarial/clerical duties such as preparation of draft letters, documenting, photocopying, mailing, and organizing filing system.
• Managing transportation requests.
• Answered telephones and transferred calls to appropriate staff members
• Sorted and distributed incoming communication data, letters and emails.
• Coordinated agendas for meetings with other departments.
• Maintained the office database for the Facility Department such as operation maintenance manuals, maintenance reports, vendor contracts, service agreements and department policies.
• Implemented administrative policies and procedures for the office.
• Filed and recorded company and project documentation, electronic files, and reports.
•Evaluates the completeness of documents submitted to the Project Director for signature and approval.
•Monitor and distribute signed documents to the designated departments.
•Setup and arrangement of meetings.
•Answer telephone and handle in appropriate manner.
•Meet and greet clients and visitors.
•Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
•Maintain the filing of important documents
•Act as Document Controller for Design Dept. who is responsible for the monitoring and of Shop and As-built Drawings.
•Maintain updated records of all approved documents and drawings and their distribution clearly.
•Input document data into the standard register ensuring that the information is accurate and up to date.
•Coordinated with the consultant on all approval of drawings/control of documents.
•Make sure that the latest approved drawings are given to the appropriate staff or department as applicable.
•Maintain the documents and drawings in document control office under the safe custody.
•Performs other duties as assigned.
• Prepare and draft letters.
• Monitor and distribute signed documents to the designated sections.
• Maintain updated records of incoming letters, outgoing letters, claims, daily reports, site instructions, and their distribution.
• Input document data into the standard register ensuring that the information is accurate and up to date.
• Monitor the un-response incoming letters in order to be replied on timely manner.
• Prepare monthly progress report for the Client.
• Prepare required reports as requested.
• Scan and maintain the filing of documents.
• Prepare attendance time sheets.
• Performs other duties as assigned.
Samsung Engineering & Construction
Palm Jebel Ali, Dubai, U.A.E.
Main and Crescent Bridges Project
January 19, 2009 to May 3, 2009
Secretary of the Project Director
• Evaluates the completeness of documents submitted to the Project Director for signature and approval.
• Monitor and distribute signed documents to the designated departments.
• Setup and arrangement of meetings.
• Answer telephone and handle in appropriate manner.
• Meet and greet clients and visitors.
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
• Maintain the filing of important documents
• Assists other tasks assigned to the Document Controller such as updating and monitoring of incoming and outgoing transmittals, shop drawings, and daily reports.
• Act as a reliever of the Document Controller on her/his absence.
• Sign for UPS/Fed Ex/Airborne packages.
• Performs other duties as assigned.
Samsung Engineering & Construction
Palm Jebel Ali, Dubai, U.A.E.
Main and Crescent Bridges Project
October 5, 2007 up to January 18, 2009
Receptionist cum Admin Assistant
• Manages Company's lobby area
• Greets and directs all visitors, clients, job candidates, and VIP's.
• Handles incoming calls and performs general administrative duties.
• Coordinates incoming visitors to Security Control Office for security procedures.
• Assist other administrative staff with overflow work, including word processing, data entry and internet research tasks.
Extraordinary Development Corporation
38th Floor Orient Square Building
Emerald Avenue, Ortigas Centre
Pasig City
September 15, 2000 to June 2007
Purchasing Coordinator
• Mainly responsible in analyzing proposals and negotiating price, terms, and conditions of suppliers;
• Reviews and analyzes the financial condition and technical expertise of offers;
• Evaluates proposals and recommends the selection of suppliers to be awarded on a particular requirement;
• Analyses competitive bids and request for quotation;
• Accredits possible suppliers needed for various requirements;
• Maintains accurate records and documentation on all purchases, contracts, correspondence and related documents;
• Recommends improvement through more efficient procurement methods such as standardization and value analysis.
April 1, 2000 to September 2000
HR Clerk / Timekeeper
• Reviews, verifies and authorizes personnel action forms for accuracy and completeness. Obtains additional information as needed;
• Places, answer, screens, and directs telephone calls, Takes messages as required;
• Photocopies employment applications and forwards to departments for review;
• Responsible to process new hire;
• Schedules and coordinate meetings and appointments;
• Compiles, records and logs information;
• Screens and direct office visitors;
• Composes routine correspondence;
• Compile employee time, production, and payroll data from time sheets and other records;
• Review time sheets, works chart, and other information in order to detect and reconcile payroll discrepancies;
• Record employee information, such as exemptions, transfer, and resignation, in order to maintain and update payroll records;
• Responsible for complete time sheets showing employees' arrival and departure times.
June 11, 1997 to March 31, 2000
Purchasing Assistant
• Canvass of office supplies, office machines and other office related requirements;
• Prepares request for quotations and purchase orders;
• Updates and monitors delivery of ordered items
• Handling cash advances and petty cash fund for purchasing department;
• Maintains filing of purchase orders, quotations correspondence, and other related documents;
• Attends to other functions assigned by superiors.
June 7, 1996 to June 1997
Purchasing Encoder
• Responsible for the receiving of material delivery reports;
• Encoding daily deliveries of construction materials from different projects of the company;
• Assists purchasing assistant to attend errands from the superior
• Maintains the filing of material delivery reports.