Executive Assistant
SETRA Co.
Total years of experience :13 years, 11 Months
• Answer internal and external telephone calls, queries and e-mails.
• Prepare business card, expenses report and Purchase order.
• Compose Memo’s and other business correspondence.
• Arrange General Manager calendars, meetings and appointments.
• Booking of Ticket and hotel reservation for the employees.
• Manage all confidential files and communication.
• Monitor and update sales report and general inventory.
• Responsible for day-to-day submittal & document control workload.
• Responsible for managing emails, queries, telephone calls to & from Client, Supplier & Subcontractor.
• Compose business letter for internal & external departments.
• Generate Purchase order, Monthly Progress report and Project Progress invoice.
• Manage Petty Cash, LOA, Job mission & Timesheet of respective Project Engineer & Project Manager.
• Organize, review & submit technical documents/drawings of engineering disciplines (Electrical, Mechanical & Civil) produced by technical teams for client review & approval.
• Sort, retrieve & archive technical and non-technical documents in a timely, accurate & efficient manner.
• Check, verify & submit invoices from Supplier, Subcontractor as well as Travel expenses to Finance department.
• Maintain & Update Snag Book, Punch List & other correspondence.
• Submission of O & M Manuals, As-Built drawings & Microstation format for project close-out.
• Arrange Meetings, Appointments & Business trip of General Manager.
• Monitor & Follow-up payment status of the supplier invoice & pending submittal and notify the involved personnel/department to ensure that delay & other issue in the progress of the project will be prevented.
• Manage office supplies and equipment.
• Distribution of documents to internal department.
• Assist Project Manager & Engineer for the review and compliance of technical comments of the submittal.
Liaise with site engineer for client site inspection and internal audit.
• Train newly hired Secretary to perform work activities such as using computer programs, fax machine, printing machine & photocopier/scanner in supporting the project department.
• Maintain and manage electronic and hard copy documents as per company procedures.
• Responsible for controlling the numbering, filing and sorting of electronically stored and hard copy documentation produced by technical teams in a timely, accurate and efficient manner.
• Manage internal & external emails & telephone calls.
• Organize & schedule meetings & appointments.
• Book business trip.
• Maintain contact lists.
• Distribute correspondence memos, letters, faxes & forms to concerned personnel/department.
• Review and update technical documents.
• Distribute project-related copies to internal teams.
• Ensure that controlled copies of latest approved documents and drawings are distributed internally and externally to Clients and Suppliers.
• Retrieve files as requested by employees and clients.
Duties & Responsibilities:
• Sort, verify and correct data to be entered.
• Manage filing and routing of source documents after entry.
• Made customer changes.
• Fix printer and scanner technical problems.
• Determine, Identify and troubleshoot technical problems related to software.
• Install and configure software programs and applications.
Duties & Responsibilities:
• Organize and Manage peripheral parts of the Machine to be used in automated election.
• Configure the PCOS machine.
• Assist voters on how to utilize the latest voting system known as "PCOS Machine" which is capable to read numbers & letters in order to count their votes.
• Rectify any Technical problems of the Machine such as paper jam etc.
• Transmit data accumulated by the machine to the server.
Completed Bachelor's Degree at STI College Cotabato City, Philippines.