Secretary / Document Control
Parsons International Limited
Total years of experience :14 years, 3 Months
- Provides full administrative/secretarial support to project team.
- Assists in the deployment process for the project team; schedules interview for the proposed candidates and follow-up status of interviews.
- Process workflow through Aconex for staff approval and disseminated to all concerned once approved.
- Assists in preparation of correspondences, transmittals and memos using Aconex.
- Establishes and monitors log for incoming correspondences status and properly disseminated to all concerned.
- Logs all the information pertaining to incoming, outgoing correspondences/transmittals and other related project documents in ParDocs.
- Collects time sheets for project site related and check for accuracy of time reporting.
- Assists with word processing, reports, presentations and reprographics.
- Coordinates and organize meetings and assist in preparation of materials/documents to be used in the meeting.
- Orders and maintains office supplies for the group.
- Facilitates filling of project related documents for records.
- Performs other related tasks that may be assigned.
Provides administrative support to Procurement Department and other department specifically in preparation of correspondences, transmittals and memos using Primavera Expedition and responsible in routing the documents for signature.
Assists in preparation of documents such as RFPs, Tender Document and Contract Document.
Assists with word processing, reports, presentations, reprographics, projects on a tight deadline.
Monitors incoming and outgoing documents and maintains filing system.
Organizes meetings and assists with organization activities.
Performs other related tasks that may be assigned by the immediate superior.
Handles payroll of all construction workers
- Checks daily time records of the workers
- Issues memos for offenses
- Ensures correspondence is efficiently handled between Project Office and Head Office.
- Ensures that phone calls and visitors are answered promptly and politely and attended as necessary.
- Maintains filing system
- Undertake any and all other duties and responsibilities as instructed by the superior.
1. Encodes needed information of the employees for processing and updating employees insurance benefits and health cards.
2. Facilitates filling of documents of the employees.
3. Prepares clearance for resigned employees and assists them in processing employees’ clearance.
4. Performs other related tasks that may be assigned by the immediate superior
1. Assists in the recruitment procedure such as sourcing of applicants, scheduling, administering, checking of pre-employment tests and monitoring of stages of screening and evaluation.
2. Notifies the successful applicant and relay pre-employment requirements to be submitted and ensures completion of the requirements.
3. Provides the new employees with (Employee Handbook, Authority to Deduct, Job Description).
4. Monitors and updates employees’ benefits (SSS, Philhealth, Pag-ibig and BIR forms).
5. Forwards the Performance Appraisal Form of probationary employees and its accompanying memorandum for permanency to the respective heads and monitors its accomplishment within the period of time.
6. Prepares documents needed for processing of permanency, promotion, transfer, resignation and other employee movement such as, HR Notices/Appointment paper, Coverage/Termination and upgrading of benefits to providers (insurance, HMO, fidelity bond), Notice to DOLE in cases of retrenchment and branch closure.
7. Maintains and updates 201 file, manpower complement, personnel data.
8. Encodes and updates 201 file of employees into the new HR System.
9. Assists during trainings and employees activities.
10. Maintains the HR Bulletin Boards and ensures that all PRFs, memos, announcements and other informational documents are posted.
11. Sees to it that all incoming and outgoing memos are properly logged and disseminated to all concerned.
12. Handles requests for on-the-job training and monitors trainees’ completion of training hours.
1. Facilitates placing of vacancy notices.
2. Calls applicants and schedule them for initial interview and examination.
3. Screening and conduct initial interview among applicants.
4. Administration and interpretation of aptitude and psychological tests.
5. Monitoring of PRF (Personnel Requisition Form), status of employees/applicants,
6. Briefs applicants on pre-employment requirements checklist for submission.
7. Orients newly hired Puregold employees
8. Prepares 201 file enclosing submitted requirements of newly hired employees.
9. Preparation of OJT Testing Program, Employment Contract and Extension of Contract.
10. Monitoring of ATM applications and Issuance of Company I.Ds.
11. Encoding of all newly hired employees in PERSONA module, printing of proof list.
12. Prepares memoranda and other documents needed by the department.
13. Prepares clearance, ERF (Employees Release Form) for resigned, End of Contract and terminated employees.
14. Monitoring and updating of employees benefits (SSS, HHMF, Philhealth and BIR).
15. Facilitates reproduction of documents needed by the department.
16. Facilitates filing of documents of the employees.