Administrative Assistant
German International Safety & Security LLC
Total years of experience :5 years, 8 Months
• Performs Administrative Duties and office support, reception, and Secretary of General Manager.
• Answer and direct phone calls, organize and schedule meeting of GM.
• Provide General support to visitors.
• Perform HR and Accounting duties.
• Develop and maintain electronic and hard copy filling system for employee files (passport, visa, insurance, leaves, etc.), and check expiry dates.
• Deal with employee request/issue regarding HR, rules, regulations & Company policy.
• Coordinate with PRO for any employee/company legal matter and prepare the required documents.
• Create and maintain recordkeeping system for financial report and documents.
• Prepare financial documents such accounts payable, invoice, purchase order (using SAGE), reports and other financial records.
• Manage petty cash.
• Purchase office supplies.
• Ensure kitchen are well stocked with goods.
• Prepare cash report and submit every end of the month.
• Prepare schedule of check issuance and update daily for any transaction made.
• Check and update financial status. Note Receivables for collection.
• Check and verify invoice. Analyze discrepancies if there’s any.
• Initiate bank transfer or prepare cheques for bill payments and others.
• Perform other duties as assigned.
• I am responsible for the timely update of the data base (list of beneficiaries) included in the program of the Department of Social Welfare and Development (DSWD) “Pantawid Pamilyang Pilipino Program” (Conditional Cash Transfer Program) under my area of jurisdiction.
• Prepare Schedule of payment and consolidated order of payment to be submitted to Merchant and DSWD central office.
• Assist the recipients of cash grants via over-the-counter, G-remit, or cash card payout.
• Coordinate with Land Bank of the Philippines or other paying merchants for the schedule and venue of the payout and balancing of total paid and unpaid beneficiaries after payout for liquidation purposes to be submitted to the DSWD Central Office. Prepare narrative reports for false representation, inclusion error, etc. during payout.
• Witness and assist in different City/Municipality of Region IX in verifying the beneficiary’s compliance with condition before claiming the cash grant.
• Arrange and File Paid Acknowledge Receipts and submit to COA with attached
List of Paid beneficiaries.
• Keep record file of Liquidation report.
• Process vouchers to be paid.
• Assist in preparation of payroll for other special programs under DSWD FO IX.
Retrieve Liquidation report of Supplemental feeding program from different City/Municipality of Region IX.
• Provide other clerical and administrative support to the accounting department.
• In addition, I am also responsible for the Post Auditing Cash Disbursement
Journal under “Pantawid Pamilyang Pilipino Program” and submit to COA.
Secretarial skills, words processing, Business math and Finance, Business English, Records management and office operations.
Coursework in office procedures, computer skills, basic IT, accounting, software and management. Include human resource management, business law, economics, records management, business communications, leadership, philosophy and organizational behaviour.