Executive Secretary for Executive Vice President (Owner)
Al Hokair Group
مجموع سنوات الخبرة :23 years, 11 أشهر
Working closely with the Top Executives / Management including the Executive Vice President (owner) in providing administrative support terms of project development, hotel operations and administrative functions.
Reporting directly to the Executive Vice President and CEO (owner).
• Performs administrative and secretarial duties with wide latitude for exercising
discretion and judgment.
• Prepares project proposal/ feasibility studies, project qualification and bidding documents.
• Prepares letters, of which may be composed or compiled on the basis of personal knowledge of the subject matter. As instructed or in accordance with precedent, should be able direct mail to other staff members for their action.
• Arranges and schedules appointments for the executives, including interviewing callers, and making proper referrals; prepares material and arranges for meetings as required.
• Studies reports received checks and compares with previous reports or other data, and brings to the attention of the Executive significant items, changes, errors or omissions.
• Maintains up-to-date management manuals, directives, organizational charts for the Executive
• Sets up, maintains office files and records, keeps correspondence, and reports available for reference and efficient operation of the office.
• Maintains calendars; schedules and coordinates appointments.
• Records and/or transcribes minutes of meetings, hearings, dictation, dialogue, etc., and produces document in draft or final format.
• Reviews outgoing correspondence, writes and edits for procedural and
grammatical accuracy, conformance to general policy and factual correctness.
• Reviews incoming correspondence; initiates replies as appropriate; routes matters requiring action by staff or other companies and follows up to ensure actions are completed.
Supervise receiving, storage, inventory and delivery of goods supplied to client (Primary client - EPSON, Precision Philippines)
Directed inventory control functions from data entry to audit discrepancy resolution to maintain data integrity
o Responsible for Monthly Reconciliation of Stocks with Accounting System
Implement Just In Time System (JIT)
Ensures that day to day warehouse operations are in accordance with standard workflow and procedures
Evaluate / review current warehouse procedures for improvement
Provides Daily Parts Shortage Forecast based on actual goods stored and client’s daily production requirements.
Responsible for daily issuance and monitoring of “Critical List“ (Shortage Items List)
Responsible for ensuring that client’s requirements are available prior to its consumption by providing constant monitoring and follow up.
Close coordination with Sales-Procurement Team regarding delivery planning and monitoring
Issue Daily Kitting Production Plan based on client’s requirement
Production / Quality Assurance
Supervise day to day operation of Kitting Production
o Ensures that production meets client’s requirement
Responsible for ensuring that Quality Personnel (10 members) performs their tasks in accordance with Quality Standards
Responsible for immediate action of Parts Quality Abnormality
o Immediate coordination with client regarding quality abnormality
o Provide immediate action on Parts Abnormality Scenario
Review existing Quality Inspection procedures for improvements and suggestions
Human Resources / Administrative
Sole responsible for Human Resources and administrative matters on the site
Provide proper motivation to 13 personnel to work effectively
Responsible for monitoring the behavioral aspects of each personnel thus their compliance with the Organization’s Policy and Procedures