Client Service Executive cum Secretary
U Turn Tax Refund LLC
مجموع سنوات الخبرة :22 years, 5 أشهر
Manage client basket and build strong and lasting relationships with contacts.
Enlarge client basket by approaching subsidiaries/group companies of clients.
Contact existing clients quarterly to follow up on new retrievals to take place.
Coordinate with clients and arrange quarterly/bi-annual/annual invoice retrievals
Do on-site invoice retrievals audit foreign payment and foreign travel expense files and reports provided.
Drive to and from clients offices.
Travel periodically to destinations as required by Country Manager.
Arrange self-retrievals and communicate requirements as well as arrange couriers if necessary.
Ensure all required documentation is obtained from a client correctly completed format within specified time frame.
Deal with administration involved in compiling a claim: invoice separation, calculation of VAT amounts, creating letters of explanation for clients to sign, collecting of all country required documents etc.
Use the online system to record all activities, plan retrievals and enter date of retrieval outputs.
Complete and submit all daily/weekly/monthly or other requested reports in specified time to Country Manager.
Stay up to date with VAT laws and training materials provided by training Dept.
Respond to requests for documents or information from clients from processing department.
Transmit claim packs in the correct format to processing department.
Correspond with Operations Director regarding claims and complicated issues.
Identify new areas for business for UTTR.
Transmit requested documents to processing department in specified time-frame.
Follow up with processing department on the status of claims.
Responsible for recording and update the weekly Minutes of Meeting
Responsible for timely client query resolution.
Successful design and implementation of office procedures
Managing all staff travel including flight and hotel bookings, visa applications etc.
Communication with external bodies/authorities in regards to any business related queries.
Maintain proper office supply inventory.
Organizing all files and binders.
Assist management with various administration projects.
Compose correspondence from rough draft regarding a wide variety of subjects.
Enters information (e.g., investigations, evaluations, call signs, inventory, etc.) into a computerized tracking system in order to originate, update, reconcile, transfer and track data.
Research purchase options and / or payment information in order to purchase necessary supplies and equipment, complete forms, reconcile errors and ensure the accuracy of document information.
Responsible for managing assigned unit's mail; screen incoming correspondence in order to refer correspondence to appropriate staff member for response and responsible for preparing unit's outgoing mail for pick-up.
Meet and Greet visitors.
Tracks project timelines and ensure smooth coordination for both internal and external parties.
Prepares administrative reports and coordinates with the Department Head on the management and financial reports which are requested by the Board
Responsible for the execution of contracts, leases, or agreements and arrange safekeeping of all official records and documents.
Ensures that the records of UTTR, including founding documents (patent, articles of incorporation), lists of directors, board and committee meeting minutes, financial reports, etc., are maintained as required by law and made available when required by the authorized persons
Manages the Filing and Archiving System for Company Documents - company contracts, Board and management meetings, incoming/outgoing correspondences, memo, etc.
Maintains records management system across all UTTR Offices.
Maintains Personnel soft and hard filing system, in charge of daily time sheets and leave calendar management
Assisting in Research of new leads/prospects by way of cold calling, sending introductory emails, networking and other lead generating methods
Supporting and maintaining the calendar of the Country Manager for sales meetings, follow ups and appointments
Assisting with acquiring/providing further documentation if needed, with the clients
Responding to requests for documents or information from clients from processing department
Assisting the Country Manager on other Sales coordination tasks when needed
Attending to clients;
In-charge of updating client list;
Handled preparation of Incident Reports;
Acting as Sales Coordinator in the absence of the assigned personnel due to vacation;
Responsible for the submission of reports such as Production Schedule, Invoice review/tracking, Sales Returns, Petty Cash Fund, Cash Deposits;
Assisting the Sales and Marketing Manager’s needs;
Responsible for recording of weekly minutes of meeting
Client query resolution
General office administration; answering calls, filing, assisting in management needs
Responsible for assisting with various clients requirements (i.e. creation of database, sourcing of suppliers)
Responsible for recruitment function from posting job vacancies (print, web and other forms of advertisement), to scheduling and screening of applicants, and processing the employment of successful candidate.
Benefits Administration, responsible for HMO concerns among all others.
Other Administrative Initiatives, such as but not limited to the safe keeping of all business-related contracts, in-charge of ordering of Pantry, Medicine, and Office Supplies.
Prepares salaries of contract employees.
Arranges attachments for billings related to project undertakings of the BPO department.
Gathers government application/update forms of incoming employees and submits them to the government agencies (ie., SSS, Philhealth, BIR, HMDF).
Petty Cash custodian.
201 File Maintenance.
Employee Relations.
Schedule events for the artists (i.e., mall shows, radio events, sponsor tie-ups, etc.);
Coordinating with various Malls for a series of events of artists;
Prepares budget for the expenses of events;
Prepares sponsorship letters for tie-up with specific on promo OPM artists;
Handles album launch of OPM artists, movie premiere nights.
Attending to phone call inquiry of prospective customer;
Handles the head offices of Astrovision/Astroplus, New Radio City, Regal Films, Tatak/Fortline, Fullybooked, & Glee;
Covering the south area, particularly, bicutan, sucat, alabang, bacoor, imus, molino & dasma, to do store check;
Monitor stocks in retail outlets;
Creating good rapport with the managers of retail stores;
In-charge of updating the Priority Albums in the AS400;
Monitor sales on a daily basis, book orders and analyze stores to improve sales.
Providing secretarial services to the Marketing and Sales Manager;
Prepared expense reports for the Marketing Manager and Sales Manager;
Licensing and Clearing of tracks (for album compilations);
Product Maintenance officer (in-charge of releasing/editing of cd’s/mc’s, encode indent albums in AS400);
Creating Purchase Orders for payment to suppliers;
Update Global Charts Database.
Providing secretarial services to the Managing Director;
Prepared expense reports of Managing Director and Financial Controller;
Manages travel arrangements of the MD, FC and all other related promotional travel of the Marketing Department;
Library custodian of released/unreleased albums;
In-charge of ordering of office supplies & pantry supplies;
Handled payments of communication and gasoline expenses of the company;
Dealt with telephone companies used by Sony Music;
Quality control of sound equipment;
Environmental Management System Representative.
Responsible for payroll function of temporary staff
Petty Cash custodian;
Maintaining the 201 file;
Providing secretarial services to the Financial Controller with speed and accuracy;
In-charge of recruitment & training;
Handled the benefits (Vacation Leaves, Sick Leaves, Group Life Insurance, Health Maintenance Organization-HMO, and other Insurances) of the company;
Preparation and submission of SSS Contribution.
Encoding released albums in GAS system for computation of Royalties;
Assisting in the finance department;
Filing and answering phone calls.
Attending to client’s order;
Ensure that counter is neat and clean;
Inform the head kitchen attendant for replenishment of food in the food warmer;
Daily cash book balance.