Executive Secretary
Sharaka Holdings
مجموع سنوات الخبرة :13 years, 5 أشهر
• Update and maintain inward/outward registers, monitor automated trackers and documents tracking.
• Schedule appointments and work plan for the Director of Finance and Operations.
• Take minutes of the meetings and assist in ensuring the agreed actions as well as the instructions of the DFO and Group HRM are carried out.
• Assist H.O employees and subsidiary coordinators with their queries; serve as the coordinator between GHR and other HO departments.
• Prepare and circulate Memorandums and Announcements, and any other correspondence/letters as required by the DFO and/or Group HRM.
• Assist in processing Leave and Business Trip Requests, and coordinate issuance of exit permit to the PR team whenever required.
• Collate, prepare and maintain HR Reports as may be required weekly and/or monthly basis.
• Preparation of various staff certificates to banks, embassies, etc.
• Coordinate travel arrangement plans, and assist in issuing Travel Tickets and visa application.
• Assist in the development of Human Resources policies and regulations and Board Resolutions.
• Assist in the organization and conduction of new staff orientation.
• Maintain event calendars, and organize social and corporate activities.
• Maintain a variety of employment files and records; perform record keeping and clerical functions.
• Answer telephone for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
• Any other duties as may be assigned by the Director of Finance & Operations and Group HR & Admin Manager.
• Prepare and maintain Memorandum of Agreements with Clients
• Receive and assess Job Requisition Request from clients.
• Sourcing and screening resumes/CV
• Scheduling preliminary interviews
• Coordinate final interview with client and finalize shortlisted candidates
• Coordinate Job offer, visa application, medical requirements and deployment between client and agency/candidate
• Prepare all necessary Manpower agencies legal documents and Job Order of manpower requirement
• Coordinate invoice with Finance for the Job Orders of clients
• Coordinate meetings with prospect clients and arrange schedule for the General Manager
• Prepare correspondence and letters for the General Manager
• Prepares purchase requisition for office supplies and coordinates with Procurement the timely delivery of request
• Performs clerical duties such as photocopying, scanning and printing of documents, replenishment of fax and printer paper, sorting and filing of documents
• Answers telephone for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
Recruitment and Interview of Applicant
o Screening - search through Jobsmail, Josbtreet
o Exam
o Checking of exam
o Conduct initial interview
o Prepare Interview Evaluation Report
o Recommend for 2nd Interview with HR Manager and COO
o Ask for the status of the interview (passed or failed)
o Coordinate the date of Final Interview with CEO
o Final Interview of CEO
• If not qualified - End of application process
• If qualified - Discuss the requirements
Orientation
o Discuss to the newly employed the rules and policies of the company
o Discuss the Salary and Compensation and Benefits
o Explain the Job Description
o Introduce to each department and employee
o Signing of Contract
o Issuance of Identification Card (ID)
o Fill - up ATM Application form
o Arrange 201 files
Timekeeping
o Update attendance Tracker
o Monitor offset schedules of employee’s and agents
o Monitor the tardiness and absences of employees
o Summarize the OT and Leave filed by the employee
o Monthly report of tardiness and absence
Payroll
o Computation of payroll every 15th and 30th of the month based on the cutoff dates
o Computation of OT rendered within the cutoff period
o Deduction of government mandated benefits such as SSS, Philhealth, Pag-Ibig and Income Tax
o Deduction of the tardiness and absence occurring on the given cutoff.
o Prepare Timekeeping, Payroll report and Payslip for checking of COO
o Email to COO for Inclusion of Allowance
o COO will be the one to email to Timekeeping and Payroll report to Accounting
o Distribute the payslip on the date of salary
Compensation and Benefits
o Register the new hired employee to SSS, Philhealth, Pag-Ibig
o Prepare report for SSS, Philhealth, Pag-ibig and BIR contribution - Based from 15th and 30th government deductions
o Prepare request for payment of the contribution
o Payment of the contribution should be on or before the 10th day of the month for SSS, Philhealth, Pag-Ibig and BIR and prepare the following payment forms
o Prepare reports that need to submit to SSS, Pag-ibig and Philhealth
o HR Officer should coordinate well with specific government agencies to address cases like this.
o Coordinate with government agency information that might be needed by the employee
o Computation of the use and remaining leave credits of the employees
o Employees who reach 6 months of continuous employment
Employee Relation
o Safekeeping of 201 files
o Ensure that all employees knows the company values and mission
o Implement the rules and policies of the company
o Conduct Employee Performance Evaluation
o Issue memo regarding management concerns and employees' concerns
o Make sure the employee receives administrative sanction based on the company policies, upon committing the violation
o Terminate employee through due process
o In charge on the company’s activity
o Training Modules for all employees
Monthly Reports
o Report
o HR Report
Perform other duties that might be assigned by the management concerning HR functions.
Maintain cleanliness of the office and the workplace of each employee
o Daily monitoring of office workstation of each employee
Issuing of office supplies and materials for the employee
o Base of the employee's request for supplies
o Keep track the release supplies
Make sure the employee has its own workplace, equipment and tools that are needed for their work.
Inventory of Office Supplies
Purchasing of Supplies, Materials and Equipment needed by the employee
Maintain and monitor supplies
Regular maintenance of office equipment
Coordinate with building administration the contract and other thing that concerns the safety of the employees of GameOps Inc.
Verify billing statement of utility companies and request necessary payments
Request payments for rent and association dues upon careful verification
Perform other duties that might be assigned by the management concerning Admin Functions
Assists in preparing advertisements and post as required.
Assists in collating CVs and certificates of applicants through job portals and emails.
Assists in pre-shortlisting and scheduling applicants for interviews.
Assists initial personal interviews and recommending for second and final interviews.
Sending notification letters or emails to successful and declined candidates.
Providing list of requirements to successful candidates.
Collecting and verifying documents submitted by selected candidates.
Assists in preparing Offer Letter, Appointment Letter and Inter-Office Correspondence for selected employees.
Assists in conducting pre-employment orientation of new employees.
Apply and follow-up bank account for newly joined employees.
Maintaining and updating 201 and 202 files/records of employees.
Timekeeping employees’ Daily Time Records using Jeonsoft Payroll System Suite
Assists in ensuring maintenance and monitoring of official records such as promotion, appraisal, and termination.
Assists in preparing documents of employees for regularization and End-of Contract.
Assists in investigating and resolving employment related complaints and grievances.
Assists in organizing and conducting quality meetings.
Participate in management meetings and preparation of Minutes.
Schedule and conduct counseling sessions with employees (exit interviews).
Coordinate and implement the employee performance appraisal.
Assists in conducting phone interviews to applicants.
Assists in scheduling applicants for interview of HR Manager and Departments Heads.
Assists in facilitating the completion of requirement of newly hired employees and reviewing the authenticity of the documents submitted.
Assists in maintaining and updating records of new and resigned employees.
Assists in conducting orientation for newly hired employees.
Assists in supporting the general human resource activities, especially in the area of recruitment, performance management, career development, compensation and preparation of schedule from approved management decisions.
Assist in the company rules and regulations including the termination process by conducting investigation, gathering supporting documents and other related facts of the case.
Maintain and update all employee’s records, memos, absences, and disciplinary actions taken against the employee.
Routing internal memos to each of Departments. Ensuring receving copy is secured.
Perform other task that may be assigned by the department manager from time to time.
Bachelor Degree: Bachelor of Arts in Psychology (Graduated) (2007 - 2011) University of Southern Mindanao Kabacan, Cotabato, Philippines