Temporary Administrative Assistant
Intersystems
Total years of experience :15 years, 9 Months
Responsible for all administrative activities that facilitate the smooth and efficient running of the front office. Accountable for all reception and general housekeeping duties and assist the Office Manager. Provide other general and specific administrative functions as and when requested.
• Answer all incoming calls in a prompt and professional manner and either direct calls to the relevant person or take detailed message and relay it to the concerned party.
• Provide professional and sincere first point of contact to all company visitors (by phone or in person)
• Attend to visitors enquiries within a professional manner
• Assist in planning and scheduling meetings and managing meeting rooms bookings
• Prepare outgoing mails and courier packages, contacting courier companies to arrange for a pick up (UPS or other).
• Prepare LPOs for flight and hotel bookings of the staff, and record it in LPO tracker.
• Reconcile monthly supplier SOA and invoices before forwarding to Finance team.
• Update daily employee timesheet and send it to an HR team by 12:00PM.
• Maintain office stationery and pantry supplies, as well as arrange stationary and pantry requests.
• Assist HR Team in a setup of a desk for a new joiner, stationery etc.
• Coordinate office maintenance repairs in a timely manner.
• Ensure the office is clean and tidy at all times, in coordination with the office cleaners.
• Book appointments for staff application of Saudi visa through VFS.
• Coordinate all service activities of the Regional Service Hub and provide associated reports on regular basis.
• Assist Logistic team at the warehouse.
• Maintain a log of all incoming service requests and update the status of all service activities.
• Receive and dispatch units received for service with all necessary documentations.
• Maintain and report records of spares in close coordination with the warehouse.
• Smooth coordination of all Applications Engineers sales activities, shipment receipts and Service Center role for project fulfillment.
• Maintain separate records of warranty claims.
• Inventory control to maintain adequate stock of spares as per forcasted consumption of spares by Service Center activities.
• Maintain records of all service activities carried out by the Service Center team.
• Track the Service Center activities monthly targets and update the monthly/quarterly status and forecasts.
• Prepare quotations for spare parts.
• Coordinate with Customer Service team for all incoming orders of spare parts and service jobs.
• Assist in auditing Darwish Bin Ahmed & Sons Group consisting of the following companies:
• No. 1 Tower Suites - Sheikh Zayed Road, Dubai, UAE
• Living House - Dubai, UAE
• Two Towers - Dubai, UAE
• In charge in checking of Purchases, Petty Cash and other expenses accounts.
• Prepare Audit reports and other related schedules.
• Prepare journal entries for different accounts and maintain financial records.
• Ensure accurate and timely posting of collections in the client’s subsidiary ledgers.
• Report directly to the Director.
• Prepare business correspondence.
• Do other functions as required by the Director.
• Process Accounts Payable of provincial branches of the company.
• Receive and check provincial Purchase Orders.
• Encode checked Pos in the system.
• Prepare check vouchers and details of disbursements.
• Deal worth different suppliers pertaining to provincial transactions.
• Entertain various telephone calls.
• Monitor and check daily time record of warehouse employees.
• Prepare monthly payroll and related schedules.
• Prepare memos to employees and other business correspondences.
• Prepare check and check vouchers.
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Company: Superior Home & Office Ltd. - Manila, Philippines
Position: Accounting Staff
Period: February 2000 to April 2001
• Record transactions in Disbursement Ledger.
• Reconcile and prepare schedules of Accounts Payable.
• Prepare checks and check vouchers.
• Send inquiries for requested supplies with suppliers.
• Prepare quotation letters and LPOs.
• Follow-up delivery of local orders.
• Monitor replenishment of supplies for all departments.
• Maintain systematic, updated and complete files of related documents.
• Perform tasks as requested by my superior.
College: Bachelor of Science in Commerce major in Accounting Bataan Polytechnic State College - Bataan, Philippines
Secondary: St. Catherine of Siena Academy Bataan, Philippines