هيلين Ortega

• Trained by AOC Chapter 8 HR representatives from Netherlands for the proper knowledge of SAP System used worlwide by Aramco Overseas Company BV.
• Initiates reimbursement of travel related expenses and per diem allowances of the Business Administrator using the system.
• Keeps files of all receipts and invoices for reimbursements.
• Creates proper forms and other requirements for the processing of reimbursements and cash procurements.
• Keeps the confidential contracts and 201 files of the whole team.
• Gained thorough knowledge in identifying sections and schedules in confidential contracts as response for transmittals being submitted by the Contractor.
• Initiated physical inventory of all office units, furniture and equipments for the design office.
• Prepared a reconciliation of all office units, furniture and equipments provided by the Contractor versus as per contract submitted to the Business Administrator and the Project Manager.
• Maintains units and records of parking cards, mobiles and sim cards provided to all AOC employees.
• Administers all staffs in the Administration Department.
• Coordinates with the Contractors for any situation arising regarding the requirements and procurements for the design office.
• Coordinates regularly with the Chapter 8 contacts in the Head office in Netherlands for any concerns regarding the administration system using Cisco phones.
• Coordinates regularly with the Document Controller regarding the Transmittals, letters, internal/external memos, contracts.
• Drafts, composes letters upon the Business Administrators request.
• Responsible with the delegation of work to all secretaries per department.
• Organizes team building (monthly) and breakfast meetings (weekly) as well as the reimbursement of all expenses incurred for such events.
• Bookings of flights, hotel and transport for the Administrators frequent travels and initiates the reimbursement of expenses incurred including the per diem allowances.

• Handles Middle East Foundations-Bahrain-One of the sister companies.
• Assisting Heads of Department/Senior Managers with administration where necessary on an ad hoc basis
• Handles booking of transactions using Diamond 5.
• Creates payment vouchers thru Diamond 5 and generates checks thru Peachtree Accounting software.
• Monitors payment to various suppliers and subcontractors using site account analysis derived from Diamond 5.
• Organizes filing of various documents including other companies owned and managed by the Kazerooni.
• Attends to calls of suppliers and their queries.
• Prepares cash position for several banks used by Middle East Foundations-Bahrain.
• Prepares monthly bank reconciliation for each bank.
• Informs the suppliers and subcontractors their check payments either through fax, email and phone calls.
• Prepares monthly payroll of the Middle East Staffs & Officers.
• Handles petty cash for another company held by Kazerooni.
• Responsible with the receiving of invoices and delivery notes from suppliers.
• Coordinates with supervisors of Middle East for various concerns.
• Multi-tasking jobs with different companies held by Kazerooni as per instructed by the Chief Accountant.

 Responsible with the costing of shipments for the pricing of each goods/items ordered. (Adidas/Reebok products, exercise equipments, lighting fixtures, etc)
 Receives phone calls, inquiries from suppliers, tenants and customers, complains from customers and other concerns of various staffs.
 Entertains visitors, suppliers, tenants and customers upon arrival in the office premises.
 Coordinates with the clearing agents, shipping agents, insurance policy companies for each incoming shipments from various foreign suppliers.
 Files all documents and attachments needed for every suppliers, and maintains files for all (10) companies in a group.
 Handles and updates the 101 file of all the staffs.
 Coordinates with the Bahrainis responsible for all LMRA concerns of all the staffs and the company as well.
 Double-checks all petrol coupons consumed by the drivers.
 Prepares LPO for every purchases to be made.
 Collects and issue OR’s to various tenants of several properties of the company.
 Maintains list of all tenants and updates them regularly.
 Verifies all queries of real estate agents for the properties they want for their clients.
 Prepares legal documents like lease of agreements for the new tenants, and provides all company forms upon request.
 Updates records of all request for offsets of all the shop staffs.
 Generates required data from the Diamond System for every purchase request of each staffs for the comparison needed with the landed cost of each item.
 Generates data such as old costs, selling price, landed costs, quantity, date received and location of items in each shops for the costing of newly shipped items.
 Frequently assigned with the payable section and posting of journal entries in the Diamond System.
 Prepares checks and payment vouchers for the daily disbursements

Recruitment, staffing, induction of new recruits, training, preparation of modules for accounting staffs were my basic responsibilities as an HR Officer.

As an Accounting Officer, i handle one company amongst 9 group of companies which are all owned and presided by an individual. All phases of accounting are my responsibilities, I also prepare the billings for the clients and prepares payroll with data derived via Biometrics.

I had initiated the initial physical inventory of all assets of 2 companies through the help of the logistic officer and the rest of the group of companies followed.

Trained with Oracle Great Plain System to be applied with the payable division. Analyzed financial information to prepare entries to accounts such as general ledger accounts. Analyzes financial information detailing assets, liabilities and capital for the preparation of financial statements. Checks contracts, orders and vouchers and prepares reports to substantiate individual transactions prior to settlement.

Assists in the preparation of the projected financial reports for the next fiscal year.

Assists for the analysis and breakdown of operating expenses of four (4) companies (all financed by our mother company in New York).

Assists our programmer in setting up a new accounting system using Access for our company.

Checks and adjusts entries entered by our accounting clerks in the system.

Bookkeeps and maintains the manual accounting system for double-checking of the newly installed software.

Prepares the monthly bank reconciliation of two (2) companies.

 Handles bookkeeping of two companies using the Peachtree Accounting System.
Prepares monthly management accounts through manual recording as well for government purposes.
 Handles a petty cash fund.
 Generates monthly trial balance and actual balances of accounts.
 Prepares monthly financial statements and bank reconciliation statement.
 Prepares breakdown of operating expenses for the month.
 Maintains the cash disbursement book, cash receipts book, general ledger book and journal books. Also updates various schedules for receivables and payables of the company.
?Handles special projects as assigned.
 Responsible with the filing of various vouchers such as check vouchers, cleared checks, supporting documents, etc.
 Assigned with the preparation of statement of liquidation statements of imported raw materials exported. (Invoicing department-Shipping) (part-time)
?Responsible for the end of fiscal period closing of books.
 Responsible in accommodating the external auditors for their annual tasks.Prepares/replies to every requirement the auditors demand.
 Responsible for preparation and hosting of programs for upcoming various social events.

 Maintained the accounting records of the company using both manual and computerized accounting system.
 Handled a petty cash fund for everyday minimal expenses.
 Prepared check vouchers everyday.
 Prepared monthly working papers, financial statements & bank reconciliation statements.
 Mediated between the company and various suppliers as well as some subcontractors when some problems occur regarding the financial matters.
Officer-In-Charge whenever the Finance & Admin. Manager is out of town.
 Double-checked all billings done by subcontractors for each projects on hand before preparing for payment.
 Prepared weekly salaries of staffs and workers on each projects on hand.

 Updated the company’s books and various sales records.
 Supervises and manages all aspects of the accounts department, including overseeing the flow of work and ensuring deadlines and departmental goals are met.
?Monitor and support the sales staff in day -to-day operations.
 Administered weekly meetings with the agents and reports directly to the manager their achievements and performances.
 Prepared monthly salaries and commissions of the sales agents.
 Prepared monthly financial statements and government deadlines.

 Submits various government deadlines for various clients.
 Given the task of preparing the monthly working papers of various assigned clients.
 Bookkeeping of various clients (corporate and personal).
 Became an apprentice as an auditing staff on different companies and private people handled by the firm.
 Bi-monthly on-the-spot auditing on clients.