Senior Administration Specialists
Trend Micro DMCC
Total years of experience :30 years, 11 Months
• Oversee Reception;
• Supports Sales Team on received queries and request from clients and partners with regards to quotes and documentary requirements. Promptly qualify and escalate new leads from various sources and existing business, making sure that all new leads, additional business and renewals are attended by the Sales Manager concerned, helping the team achieve their budget or the company as a whole.
• Provide support to Technical Team in the escalation and coordination of technical support request received from end-users and partners for technical issues to be resolved promptly.
• Acts efficiently as training coordinator for internal and external trainings be it for the company or for our clients and partners and has made forms from planning, confirmations, documentations and other requirements for a well-prepared training;
• Diligent in monitoring contracts of service providers relating to lease, office equipment maintenance, cleaning maintenance, subscriptions, pest control, parking and coordinates with the concerned persons in negotiating for renewals, payments and its requirements for non-disruption of service and to avoid penalties;
• Managed Marketing stock and office supplies’ inventory & control and replied promptly on requirements for marketing events and sales team request for clients and partners;
• Do Bid Desk for Order Management and promptly assign owners of opportunities in SalesForce for prompt action of Sales Manager handling the lead/account;
• Travel arrangement including provision of necessary travel documentation in relation to visa requirements and hotel accommodation. Coordinates with assigned travel agency for prompt submission of LPO and meet with various local hotels for requirements and corporate rates;
• Manages the office support staff (cleaners) and check the upkeep of the office and made sure that required necessities
are provided;
• ACCOUNTS Related Function:
a.) Diligently manages Accounts Payables for suppliers and service providers for prompt payment of suppliers and accounting of expenses. In-charge in the requisition of office equipments, office supplies, groceries and other items needed for the company; making sure that it is within the budget;
b.) On time submission of reconciliations for staff Corporate Credit cards purchases, Petty Cash and reimbursement of expense claim;
c.) Managed accounts reconciliation when needed especially related to pending invoices and POs.
• As HR GENERALIST:
a.) Prompt processing of employment visa requirements for new joiners, visa renewals for old staff and leavers. Coordinate with Finance regarding End of Service and with HR regarding documentary requirements for visa processing;
b.) Attentively coordinates with HR Manager for any HR related requirements and queries for the MMEA Staff including staff benefits, insurance and medical claims of employees and their beneficiaries;
c.) Coordinates with the appropriate line manager that new joiners are all set up in the system like in IT, HR, Webexpense, PO system and Salesforce before their joining date and making sure that all necessary things needed for their assigned desk like stationeries, laptop and starter kit are all prepared.
d.) Manages attendance and leaves of all staff.
e.) Manages queries and requirements with regards to local processes affecting employees’ visa and their dependents’ residency.
f.) Involved in negotiation and processing of medical insurance scheme of Dubai and Turkey Office staff;
• Prompt submission of documentary requirements and payments in coordination with Facilities Management - H.O. and Finance with regards company’s trade license renewal, establishment card renewals and DMCCA compliance;
• Other administrative works assigned from time to time including sales, marketing and technical support.
• Promptly attends to queries and provide information to assist clients/colleagues from external/internal companies or refer them to appropriate contacts, either in the organization or elsewhere;
• Diligent in carrying out word processing and filing of documents; prepared correspondences and minutes of meeting promptly; diary management and travel arrangement;
• Managed turnovers/transfers/resignation of staff of external companies to other department with the coordination of HR Department;
• Managed external companies in making follow-ups of cheques and documents that needs approval from COO, CFO, CEO or President for suppliers and other business requirements;
• Prompt consolidation of various financial and non-financial reports of all external companies e.g. monthly flash reports and make financial analysis for each one of them, cash reports of all branches of Federal Exchange, Daily Work Report, and other reports needed for COO’s review and for an on time submission to the Office of the President or CEO.
• Managed to arrange interview schedule and prepare necessary documents for short listed applicants scheduled for interview with COO and in liaising with Recruitment and Admin. for the processing of their employment visa/other papers for hired applicants;
• Prompt coordination with PRO with regards to COO’s travel requirements and to Corporate Accountant for expense claim and for department’s payables;
• Acted as liaison for external companies and other department/division in the company for various concerns with COO knowledge;
• Managed the requisition of office supplies for the department and maintains/check the upkeep of the office;
• Assisted CEO or CFO’s office when their EAs were not available or on leave.
• Oversee Reception and managed switchboard and diligently keep records of calls received for future reference especially with regards to complaints;
• Promptly attended complaints/service request and liaise with technical department/engineer in-charge/Construction Delivery Group for follow-ups made by the residents and Call Center based on the CRMs logged in the ORACLE database and Work Order in Infor EAM;
• Efficiently carried out word processing, filing, and distribution of faxed documents/memos /mails received to the concerned personnel;
• Promptly prepared correspondences and minutes of meeting and follow-up updates for any completed works from concerned departments especially on pending works at site;
• Managed the documentary requirements for temporary security pass of the resident’s contractors as well as Nakheel’s contractors and subcontractors;
• Initial contact of suppliers for quotes; purchase of supplies for the maintenance group.
• Maintained and checked the upkeep of the office;
• Organized staff trainings, seminars, meetings and events of the department;
• Prompt turnovers/transfers of staff to other department;
• In-charged in key management and diligent monitoring of pool cars for service maintenance and repairs.
• Document control on files relating to drawings, MEP and Safety.
• Timely request for office supplies and groceries within the required monthly budget.
Accounts & Finance - additional work responsibility
• Efficiently do accounts/finance related function as to receiving of payments for additional auto tags request, service charges for Jumeirah Islands facility management services and security pass of contractors; and prompt submission of daily collection reports with the cash/checks received to Finance Department;
• Diligently do payment approval request for suppliers; petty cash management; bank reconciliation, inventory of FFE and supplies;
• Reports directly to both Area Business Manager and Area Operations Manager and acted as liaison of other branches, subsidiaries or units for any banking transactions that affects their unit;
• Diligently maintained quality service that the bank provides to its customers based on the bank’s KYC policy and procedures and in compliance with the Anti-Money Laundering (AMLA) requirements and internal controls;
• Managed in maintaining good client relationships at all levels; promptly handled customer queries & complaints;
• Meticulously reviewed/verified documentary requirements, and has promptly made assessments and recommendations for Area BM’s approval for clients who wants to avail a credit line/second-endorsed check facility and has diligently monitored client’s outstanding availments to be up to date for future additional availment requests, verification of account performance and to be always ready when reports are requested from either Finance or from top management;
• Accuratelly made reviews and approve transactions and documents for internal and pre-audit purposes and prompt reporting of exceptions noted to Quality Assurance Officer for a satisfactory yearly audit performance from either internal, external or Central Bank Audit;
• As Assistant to the Branch Business Manager - Managed diary of the Branch Business Manager relating to his client calls, management meetings and staff meeting and sometimes included in the meeting itself or represents him in his absence; prepared marketing presentations as required, supported his volume objectives through in-house cross-selling of products and services, prompt verification and approvals of account opening documentation, made follow-ups for his client’s unsubmitted documents to achieved prompt completion of documentations, preparation of annual budget and budget control for the branch, and other administrative tasks assigned from time to time;
• As Branch Accountant - Managed maintenance and inventory of fixed assets; prompt GL entries for transaction that needs workaround accounting procedures due to uncaptured accounts in the database, intersystem reconciliation/adjustments, AP/AR/expense monitoring and payments, variance analysis and liase with Central Accounting in Head Office Manila for any transactions affecting their intersystems and in providing them financial reports as required; responsible for insuring that the branch will have a satisfactory audit results be it with internal, external and Central Bank audit; ;
• Made unscheduled cash count for Cash in Main Vault and Cash in ATM Vault, and witness the loading and unloading of cash to/from ATM and monitor cash availability for internal control purposes;
• Assisted Tellers and Cashier especially during peak days or when there is absences;
• Other administrative and HR tasks : Coordinated personnel actions with Area Office and HRDD including but not limited to, hiring, performance appraisals, promotions, transfers, leaves and medical reimbursements/liquidations;
• Reports directly to the Branch Service Manager and directly supervises the Branch New Accounts Clerk;
• Handles queries and complaints of customers;
• Processes transactions needed for workaround accounting procedures (e.g. suspense & intersystem accounts, payables, receivables);
• Signature verification and co-approval of transactions;
• Supports the Business Manager volume-objectives through in-house cross-selling;
• Line balance as Branch Sales Assistant - New Accounts or Cashier when needed.
Support the Business Manager volume objectives through in-house cross-selling and fresh funds marketed outside the branch within or beyond the established budget provided by head office. Line balance as Customer Service Officer when needed especially during busy days and absences.
• Reports directly to CSO;
• Processes account opening (consumer/retails products, treasury and trust accounts, Safety Box Deposit), and Managers Check/Gift Check/Demand Draft/telegraphic transfers application;
• Obtains approval for Diners Club and SB MasterCard credit card cash advance over-the-counter transactions and processes Automatic Debit Arrangement (ADA) and other bills payment enrollment, cash back promos, etc.;
• Front Desk functions such as attending to customer’s queries, greeting visitors, attending calls, mails, etc.;
• Handles accounting for payables, receivables and other transactions needed for GL posting;
• Processes/Check various bills payments received over-the-counter and as assigned, prepares periodic financial reports required by Head Office, BSP (Central Bank of the Philippines) and other government agencies;
• In-charge in the purchasing of supplies locally and through intranet e-source.
• Summarized daily transactions for GL posting and prepares advices for intersystem accounts and GL adjustments;
• Signature verification of in-clearing checks from PCHC and prepares bank statements for distribution;
• Call-back transactions to check any discrepancies from GL entries and postings made by the branch;
• As assigned, prepared periodic financial reports required by Area Office, Head Office, BSP (Central Bank of the Philippines) and other government agencies;
• Assisted Clearing Unit in preparing checks for PCHC;
• Assisted ATM Custodian in unloading and loading of cash at off-site ATMs and check any ATM discrepancies from computer generated report against the ATM journals based on the complaints received, cash shortages and cash overages.
• In-charged in monitoring and payments of Accounts Payables for suppliers and inter-branch expenses.
• Processes the opening, maturities and termination of fixed/time deposit accounts,
• Requests from Regional Office for time deposit special rates and submit duplicate TD certificates to Commission on Audit daily to check for compliance;
• Handles Modified Disbursement Scheme for the monthly budget allocations of various government agencies from Department of Budget and Management;
• Encode and reconcile entries against the advices received from various government agencies for their issued MDS checks;
• Assists/Line balance as New Accounts Clerk when needed.
• Reports directly to the branch accountant;
• Prepares and encode journal entries for the day’s transactions based on source documents per office and ensures that inter-office accounts are in balance, before proofsheets per office, transaction edit lists, consolidated proofsheet, daily statement of earnings and expenses and daily statement of condition are generated;
• Send copies of statements, reports and back-up diskette to Head Office daily;
• Generates monthly GL & SL and required monthly/quarterly reports.
•Communicated with clients whose properties were affected by soil erosion problem and make recommendation for relocation/transfer;
•Liaised with Accounting Unit for any AP-Clients/AR-Clients for cancelled accounts and accounts relocated to a bigger or smaller lot and change of house model;
•Liaised with Admin II for any modification of loan documentation and loan application of relocated properties.
•Prepared housing loan documents and conducts phone-in background investigation of clients applying for housing loan to verify identification and processes client’s Certificate of Loan Eligibility for new clients;
•Made lay-out plan for the house model selected by new client;
•Assisted Marketing Department in the reception/queries from walk-in /phone-in clients and during Open House.
•Accounts Payable - Suppliers monitoring and payment processing;
•Processed checks for supplies due for payments & commission of agents and liaise with Marketing Dept. for its release;
•Made accounting entries for transactions processed and assists the Chief Accountant in the monthly inventory of supplies.
•Customer Relationship Management •Effective Business Communication Skills •Business Interpersonal Skills •Managing Yourself
