Gladys Izon

Coordinate office activities and operations to secure efficiency and compliance to company policies
Supervise administrative staff and divide responsibilities to ensure performance
Manage agendas/travel arrangements/appointments etc. for the upper management
Manage phone calls and correspondence (e-mail, letters, packages etc.)
Support budgeting and bookkeeping procedures
Create and update records and databases with personnel, financial and other data

Submit timely reports and prepare presentations/proposals as assigned

Prepares reports, presentations, memorandums, proposals and correspondence
Schedules appointments and meetings for executives and upper level staff
Tracks office supply inventory and approves supply orders

Direct reporting to the General Manager
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Prepare invoices, reports, memos, letters, financial statements and other documents.
Compose, type, and distribute meeting notes, routine correspondence, and reports
Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
Locate and attach appropriate files to incoming correspondence requiring replies
Make copies of correspondence and other printed material.
Schedule and confirm appointments for clients, customers, or supervisors
Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
Establish work procedures and schedules, and keep track of the daily work of clerical staff.
Provide services to clients, such as account information.
Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
Answers question, about the organization, and provide callers with address, directions and other information

Planning and scheduling meetings and appointments
Managing projects and conducting research
Making travel and guest arrangements
Providing quality customer service
Update employee external meetings, office entry and exit log on a daily basis
Provide Tele-sales and introduction support for and on behalf of the sales team and as directed by the Executive Management of the company.
Provide sales support to assist in the production of quotations, tenders, RFI’s RFP’s and major RFQ’s
Purchase materials, services and equipment at the request of the project personnel, generate purchase orders and enter data into accounting system.
Communicate both informally and formally in scheduled meetings with management, subordinates and peers.
Enter and maintain daily backlog for billing purposes and update after billing is complete.
Carry out receptionist duties
Assist with office/technical documentations
Assist with the creation and documentations of IT systems and network.

 Answer, screen and transfer inbound phone calls

 Receive and direct visitors and clients

 General clerical duties including photocopying, fax and mailing

 Maintain electronic and hard copy filing system

 Retrieve documents from filing system

 Handle requests for information and data

 Resolve administrative problems and inquiries

 Prepare and modify documents including correspondence, reports, drafts, memos and emails

 Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors

 Prepare agendas for meetings and prepare schedules

 Record, compile, transcribe and distribute minutes of meetings

 Open, sort and distribute incoming correspondence

 Maintain office supply inventories

 Coordinate maintenance of office equipment

 Coordinate and maintain records for staff, telephones and petty cash

 Communicates with customers, employees, and other individuals to answer questions, disseminates or explains information, takes orders and address complaints.
 Answers telephones, directs calls and takes messages.
 Compiles, copies, sorts, and files records of office activities, business transactions, and other activities
 Operates office machines, such as photocopiers and scanners and personal computers.
 Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
 File and retrieve corporate documents, records, and reports.
 Open, sort, and distribute incoming correspondence, including faxes and email.
 Prepare responses to correspondence containing routine inquiries
 Coordinate and direct office services, such as records, departmental finances, budget

 Assists customers in locating merchandise and answering a variety of questions concerning general merchandise
 Stamps or attaches price tags on merchandise and/or checks tagged prices
 Set up promotional displays; makes signs or arranges merchandise on counters or tables to promote sales
 Counts and balances cash register and receipts.