Department Secretary & Front Office Administrator
ABB FZ L.L.C.
Total years of experience :23 years, 8 Months
* Assist the Facilities and Administration, IS and ERP, SCM-Purchasing and Travel Team. * Arrange the travel related documents i.e. Travel Authorization and Travel Information Sheet approval, prepare and submit visa applications and follow-up issuance of air tickets, ensure that travel insurances are up to date, hotel and transfer bookings and renting cars for Support Services team. * Prepares and submit telephone deductions of the employees monthly to HR for payroll processing and signs the Exit Checklist of employees leaving the company for the telephone bill deductions of last 3 months. * Oversees the office arrangement, coordinates with the Building Management and other subcons regarding the office maintenance, reports building problems and follow-up necessary actions of building/office maintenance issues. Coordinates with the suppliers for quotations, LPOs and other requirements of Admin Department thru preparation of Cost Center Purchase Requisition and Capital Expenditure and getting the necessary approvals of the Management in order to proceed with the purchase. * Assist in the logistics of the department trainings, workshops and meetings, book meeting rooms as per request/requirements of the departments, follow-up deliveries of the materials and manpower services, receives incoming mails and couriers (docs and non-docs / internal and external), prepares work permits for subcons and briefing them about safety prior start of work, prepares visitors leaflets, badges and register at the reception, administering the front desk - handling incoming and outgoing calls in a multicultural environment as well as receiving and assisting visitors and directing them to the concerned person. * Supply Chain Management Support - assists in expediting the processing of payment by reviewing the Invoices in the Basware, generating the GRN / Service Entry Sheet in the SAP system in a timely manner. Generates Indirect PR and Service PR prior issuance of LPO to the suppliers.
* Provides secretarial /administrative assistance to Support Services Team (IS, SCM Processes, Purchasing, Facility and QHSE) and MEA Regional Office (Sustainability). * Consolidates OHS Monthly reports, upload in the server and updates the OHS intranet database. * Updates the Sustainability Web Portal. * Updates the E-Learning Database trainings and all training records in the server. * Coordinates with the HR Department regarding training lists, employees for training, etc. * Prepares the sustainability communication materials, posters & campaigns (creativity). * Organizes the trainings, seminars & conferences as well as organizing the meeting venues, food deliveries and other logistics. * Performs general administrative duties: Receives and assist visitors of the department, receives and screens telephone calls, enquiries and requests and takes messages as required, handles record and file documents, prepares correspondences and expense reports, scans documents, sort and route mails/telephone bills and encode in the database, fax and photocopy documents. * Performs any other ad hoc activities assigned by the Management and colleagues. * Ensure suppliers have necessary documents and comply with the company’s requirement and standards prior adding to the Supplier Change Management database for management approval and company accreditation. * Record handling (filing, faxing, scanning, photocopying documents), prepares expense reports electronically and any other ad-hoc activities.
* Reports directly to the Project Director and the Project Manager.
* Coordinates, control and distribute incoming and outgoing transmittals and correspondences between the Project Team, Consultant, Client, Authorities and various 3rd Parties, initiate replies as appropriate, route matters requiring action to the concerned staff in the department and follow-up to ensure actions are completed.
* Prepares all documentations and make necessary arrangements for all events related to the project, including workshops, meetings and trainings.
* Maintains and updates an electronic master log of correspondence, drawings, submittals, transmittals, and history of revisions, responses, etc.
* Receives, control and maintain engineering documentation including drawings and procedures and submits material, technical, method statements and other documents for the Consultant and Client’s approval.
* Performs and coordinates the departments’ administrative activities including storing, retrieving and integrating information for dissemination to department staff.
* Exercise considerable judgment and discretion in completing assignments from one or more key executives in the organization.
* Handles confidential information in addition to other responsibilities of a technical nature such as compiling reports, furnishing information, preparing agendas, taking minutes of meeting, travel and accommodation arrangement, attends to visitors and telephone calls and any other ad hoc activities.
* Receives curriculum vitae of applicants via e-mail, by-hand and by references and categorized according to qualifications.
* Schedules meetings, appointments and interviews.
* Performs general administrative duties: filing, record handling, scanning documents, sort and route mails, faxes and photocopying.
* Maintains and updates the CV Bank using the Horizon software.
* Handles booking and ensures the full travel arrangement of personnel.
* Coordinates with the travel agents about the processing of Air tickets.
* Prepares reports / correspondence and furnishes information with accuracy and completed in a timely manner.
* Performs all duties as required and assigned by Top Management and Colleagues in a professional effective and confidential manner.
* Provides exceptional customer service through positive interactions & consistently exceed customer’s expectations with professional, efficient and reassuring phone service.
* Receives Office visitors cordially & presents a positive image of the company, scheduling meetings and appointments.
* Handles incoming and outgoing calls and route callers to appropriate destinations, seeks to resolve queries and take messages as required.
* Fosters collaborative relationships between departments & offers assistance where applicable.
* Updates staff attendance and timings.
* Facilitating inter-office communications, updating confidential personnel information as well as maintaining customer files in a systematic manner, ensuring completion, confidentiality and accuracy.
* Performs general administrative duties: filing, record handling, scanning documents, sort and route mails, couriers, faxes and photocopying.
* Performs all duties as required or assigned by Top Management and Colleagues in a professional, effective and confidential manner.
* Provides administrative / secretarial support to Top Executives of the Company.
* Provides exceptional customer service through positive interactions & consistently exceed customer’s expectations with professional, efficient and reassuring phone service.
* Researches information requested by Management and prepares presentations and reports.
* Coordinates to our Principals regarding crew matters, to Suppliers regarding company office and equipment supplies, and to Government Offices regarding company reports and business permits.
* Handles client and crew inquiries, complaints and notices in confidential and professional manner.
* Effectively manage and oversee a filing & monitoring system of company and employees' records (i.e. trade license expiry, filing of business permits, SSS, PHILHEALTH, PAG-IBIG, etc.).
* Transacts with Government bodies for the benefit of the Company (i.e. Makati City Hall, Manila City Hall, Social Security System, Philippine Health Insurance, Home Development Mutual Fund Office, etc.).
* Maintains office supplies/equipment inventories as well as proper maintenance of all office premises and equipment.
* Organizes meetings, appointments and travel coordination.
* Provides support in setting up events for seminars, workshops and forums to other organization (FAME, MFI and SAS).
* Maintains Personnel Databases in a systematic manner with confidentiality and accuracy.
* Key personnel in maintaining company’s IT (hardware and software) and telecommunication infrastructures.
* System Administrator to Linux System in Local Area Network and Email/File Server user accessibility.
* Provides technical support in IT equipment and software.
* Provides general administrative / secretarial support to Top Management of the department.
* Coordinates and arranges meetings, appointments, prepares agendas, issues information, invitation and travel coordination.
* Acts as custodian of departmental documents and records and maintains it.
* Integrate and ensures timely submission of reports (plans, drawings, test results and letters).
* Prepares forms and correspondence to Clients and Sub-Contractors in an accurate, confidential and timely manner.
* Coordinates with Clients and Sub-Contractors regarding the Daily Activity of the said project.
* Track down and monitor schedule of activities which the Project Manager and my immediate superior have to attend to.
* Reports directly to the Operations Manager and to my immediate superior.
* Provides technical support in computer hardware and software.
* Administrator to Windows NT and Novell Server (User Access and Orientation).
* Network Installations (Set-up and maintain the Local Area Network of the Company).
* Workstation troubleshooting and check-up prior to repair.
* Computer units and peripherals maintenance.
* Project Management System data entry, validation and report generation.
* Prepares Monthly Sales Report (Data coming from the QS/QC Department-Daily Activity and Final Bill of Quantity).
* Ensures timely submission of data and reports from different departments and sections as per instruction of top executives/management.
* Performs clerical functions such as filing and record handling.
* Performs other functions assigned from time to time including encoding and correspondences.
* Reports directly to the President of the Company.
* Handles incoming calls, seeks to resolve queries, and communicates messages in a timely accurate manner.
* Makes appointments and manages diary for Managers as needed.
* Performs clerical functions (Filing, record handling, couriers, faxes, photocopying, etc.).
* Transmit, follow-up requests and monitors sales of the Company.
* Prepares correspondences, technical reports, specifications, purchase orders and quotations.
* Oversee inventory of incoming and outgoing stocks.
* Handles scheduling of deliveries (goods).
* Monitors daily deployment of manpower.
* Expand sales to include mass market accounts.