Administrative Supervisor
Winner Consulting Engineers
Total years of experience :9 years, 2 Months
(8 years)
General Responsibilities:
- Plans direct and coordinate the administrative functions of an organization and responsible in the
daily activities in the office and other staff.
- Screen, direct phone calls in a professional and responsive manner and distribute correspondence;
and maintain general contacts lists
- Manage calendars/schedule meetings for the Executives and General Manager; and maintain,
organize, and confirm appointments.
- Prepare expense reports, petty cash replenishments, and paying other office utilities.
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- Prepares, edit and writes all the business letters
- Updates and completes any ISO Standard related documents
- Coordinates and updates company vehicle licenses and issuing car insurances.
- Assist in Human Resource related tasks, such as coordinating employee medical insurances, support
PRO job related tasks.
- Follow-up on tasks implemented by staff and performs other assignment as per required.
Tender Department:
- Prepares tender documents and assist in making proposals and presentation
- Assist in quotation process when required and assist in calculating Tender BOQs
- Prepare invitation letters; Queries reply and queries log
- Make and update tender status log sheet of each tender
Business Development:
- Assist in preparing proposals and any registration in both private and Government vendor supplier
portals and other related marketing support
- Maintains company brochure and prequalification updated.
Project General Technical Support
- Preparing and updating status sheets and all time scheduled for all projects
- Preparing all reports and presentations required for any project status and requirements by clients
related to any project
- Maintaining minutes of meetings related to project meetings
- Preparing any letters or any correspondences required for any authority
- Maintains specifically assigned project database through project communication tool provided (e.g.
Oracle System, etc.)
- Organize, manage, maintain filing system and ensures proper document classification, sorting, filing
and proper archiving.
- Oversee and manage deadlines related to ongoing projects and open matters
- Assist with day to day operations of the Human Resource functions and duties
- Provide clerical and administrative support to Human Resources executives
- Compile, update and maintains confidential employee records, correspondence including profile of
employees, affirmative action data, and related information
- Process documentation and prepare reports relating to personnel activities (staffing, recruitment,
training, grievances, performance evaluations etc.)
- Coordinate HR projects (meetings, training, surveys etc.) and take minutes
- Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc.)
- Conduct initial orientation to newly hired employees
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- Completes and processes medical and other fringe benefits claim
- Verifies and maintains subsidiary records of employee sick, vacation and personal leaves
- Coordinates inter-departmental and institutional personnel activities
- Organizes and monitors employee professional development such as seminars, workshops,
conferences, trainings and others.
- Verifies and reconciles daily cashier’s report against bank deposits and prepares bank reconciliation
statement
- Perform the processing and recording of accounts payable transactions and ensure that all invoices
and staff reimbursements are paid accurately and in accordance with Finance policies and procedures
- Manage the processing of cash receipts, recording of revenue and receivable and work closely with
the Administration to ensure that revenues and receivables are reconciled at any given time.
- Prepare and analyze the monthly budget/forecast to actual variance reports per program and
department.
- Perform general accounts analysis and reconciliations, including bank statements, fixed assets,
employer’s benefit costs, accruals and prepaid expenses.
- Assist in the preparation of financial reports such as financial statements, budget performance, and
interim grant financial reporting
- Processes monthly payroll of employees, schedule of payroll deductions, certifications, applications,
remittances and reports to Government institutions (e.g. SSS, Phil health, BIR Tax dues)
- Maintains a systematic filing system of payroll documents and records.
- Handles one major subject related to College Business Department e.g. Compensation Benefits