Administrative Secretary
Juma Al Majid Holding Group - Projects Development Division & Petra Advertising
Total years of experience :19 years, 9 Months
Secretarial
• Managing the calendar for official meetings and travel itinerary
• Draft non-routine letters, memo, documents, and various spreadsheet reports required by the Management
• Take minutes of meeting as and when requested
• Coordinate and arranges activities
• Receive and screen telephone calls
• Perform other related task as may be assigned from time to time
Administrative
• Improved the manning of reception and call acceptance for the divisions
• Prepare monthly timekeeping report
• Facilitates the logistical arrangement of the office (i.e. determine needs and purchase office supplies, equipment, repair and maintenance services through agency channels)
• Maintains the filing system, databases, records and other documents
• Prepares and processes expense and monthly reports
• Liaise with the Group’s management offices as required (i.e. HR, Finance, IT and others)
• Coordinating requirements for the Division’s Operating Licenses renewal to the Management’s concerned Department (i.e. Software Licenses, Company’s Operating license)
• Carry out assigned tasks and provide general administrative support, comprehending procedures and system used
Purchasing
• Processes and administer estimates from suppliers and for clients
• Verifying specifications and rates
• Prepares purchase orders through Oracle system
• Liaise with publishers or agencies for applicable advertising rates as required
Financial
• Generate invoices for Clients through Oracle
• Monitor payment process; generate invoices, maintain payment log and liaise with the Accountant for payment status
• Processes documentation of Supplier invoices to be submitted to Finance
• Coordinating and follow up supplier payments
• Perform other necessary operational tasks required by Finance
- Supports the Project Director, Project Manager & Project Team in the daily administration of the site office
- Ensures that all secretarial / administrative functions ably assist and support the mainstream operations of a site
- Maintain financial transactions of office funds
- Respond to incoming calls
- Prepares memorandums and / or correspondences
- Coordinates with other departments / sites, as required
- Perform any other tasks / duties as may be directed by the Project Manager
- Monitored and coordinated activities of supervising executive to prevent over-lapping of schedules
- Provided administrative support along the areas of committee meeting documentation, follow through reports and other pending matters from the divisions/units
- Handled weekly report of daily and prevailing exchange rates in compliance to the Central Bank of the Philippines (regulating body for the banks)
- Responsible for generation of reports, coordination of various correspondences and performance of administrative tasks within the group
- Maintained an organized filing system for all documents including confidential files
- Screened incoming calls. Receives guests/visitors of supervising executive
- Made business travel arrangements
- Ensured that the group’s logistics/supplies were sufficient and were kept in order
- Performed other related duties that may be assigned from time to time
- Handled weekly report of daily and prevailing exchange rates in compliance to the Central Bank of the Philippines (regulating body for the banks)
- Coordinated with the branch bank managers for leeway on exchange rates on a daily basis.