Administrator, Procurement Assistant, Receptionist
Johnson Controls Inc.
Total years of experience :18 years, 3 Months
•Reports directly to the Regional Manufacturing Manager.
•Provides high-level administrative support and performing clerical functions such as preparing correspondence, arranging conference calls, and scheduling meetings; handles administrative inquiries from internal or external customers.
•In-charge in distribution of inter-office correspondence to everyone thru email particularly for factory employees or as indicated by the management.
•Managing business expense reports for the Senior Managers and the team members.
•Reviews and analyzes in-coming memos, submissions and reports in order to determine their significance and plan their distributions.
•In-charge in obtaining the approval of incoming invoices and POs to be forwarded to accounts for proper accounting / payment booking.
•Responsible in sending invoice along with the report or list of monthly outgoing domestic/overseas courier (softcopy & hardcopy) to accounts department for proper accounting.
•In-charge for the reservation of conference room or training room as requested/required.
•Provides assistance to obtain meeting facilities as needed.
•Performs miscellaneous job-related duties as assigned and gives assistance to other department as needed such as Process Order Creation (PO) - SCM, Goods Receipt Notes (GRN) - Stores/Warehouse Dept.
•Coordinates with the factory coordinator for the office facilities maintenance.
•Return with acknowledgement for any received pertinent papers or documents from the sender (original passport, pertinent papers for factory employees, courier/parcels, etc.) and coordinate with HR / PRO as needed.
•In-charge of placing order for pantry, office supplies, printing stationeries, etc. through the system called e-counterline.
•In-charge in utility bills for filing for record purpose and future reference; to update BE-Global Energy team for the updating of E2MS (Energy & Emissions Management System) tool.
•In-charge in collecting documents, hospital bills for medical reimbursement.
•Works extra-miles or as directed.
•In-charged in entering production worker’s daily time consumed in each project work activities through the Labour Time Sheet system data base for AHU/YMPC jobs.
•Generates reports to determine the man-hour consumed in a particular project, employee, project work activities, etc.
•Coordinates with Software Engineer for any data to be updated in the system.
•Responsible in reporting technical issues to be fixed by the software engineer to be able to run the system efficiently.
•Responsible in organizing business travels for the company and visitors if needed; research and arrange flight, hotel and rental car reservations in accordance with company policies and to obtain most economical and efficient travel.
•Requesting travel itinerary and schedules in accordance with authorized travel requests.
•Prepares and In-charge in obtaining TAF-Travel Authorization Form to be approved by the Managing Director /Vice-President.
•In-charge in requesting letter of invitation to any of the visiting countries to be able to obtain the approval of visa.
•Coordinates with PRO in applying business visa as per the obtained letter of invitation.
•Organizes venue for the training or seminar to be held inside or outside factory premises.
•Answers/manages multi-lined phone, transferring calls, giving directions, providing right information to customers and taking accurate message in timely manner.
•Responsible for all incoming/outgoing mails by post or courier by keeping list and compilation for future reference.
•Directs visitors to appropriate areas or leading them to the meeting room and provides them an excellent service.
•Maintains safe and clean reception area by complying with safety guidelines, procedures, rules, and regulations.
•Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
•Responsible for all in-coming & out-going documents, log-in, distribution, filling, release of approved / disapproved submittals (drawing/material) to the contractors/subcontractors.
•Maintains records at distributed notices, invoices, receipts, instructions, letters, memos, minutes of meetings to the contractors & sub-contractors.
•Follow-up and issuing reports (site progress reports, commented drawings & material submittals by site engineers/coordinators).
•Responsible for preparing invoice for all clients.
•Management of collection, depositing & withdrawal of cheques.
•Responsible in the distribution of documents received from clients to concern personnel.
•In-charge of payroll.
•Scheduling meetings of the Managing Director.
•As Liaison, I am in-charge for all paper works for processing such as, visa application for every newly hired employee (Work permit, Employment Visa & Residence Visa application) to the Ministry of Labour, renewal of company license, and all other required office documents.
•In-charge in purchasing stationery supplies, office equipments and its upkeep.