Administrative Officer
FERR-Pe Trading, Inc
Total years of experience :15 years, 5 Months
GENERAL ADMINISTRATION
•Answering and directing phone calls to relevant staff; assist with client meetings
•Scheduling meetings and appointments; researching and booking travel arrangements
•Preparing documents/materials for meetings and business trips
FINANCIAL
•Organizing and managing bills; preparing payroll and check payments
•Updating and monitoring financial reports/statements
•Issuing official receipts, purchase orders, sales invoice
COMMUNICATIONS/INVENTORY/OTHERS
•Writing and issuing emails to clients and partners
•Processing and directing mail and incoming packages or deliveries
•Ordering and taking stock of office supplies
Developed, executed and managed a small business in Coron, Palawan
•Maintained records, budgeting, sales reports, and periodic inventories of goods
•Purchased a wide variety of items for the store as well as marketing our products and services through social media and partnerships with other local businesses
Supervised IELTS exams and events both in and outside Manila, Philippines (annual average of 24 test sessions per year). Regularly managed a team of 20 to 60 staff members to guarantee smooth operation of test sessions with strict compliance to policies and test standards.
•Maintained stock records/inventory of all test materials and ensured that it is up to date and have no discrepancies. Responsible for receiving and checking all despatches of test materials upon delivery. Safeguarded the security of all test materials and equipment to guarantee integrity of examinations.
•Assisted the Examinations Services Manager with arrangements for standardisation and recertification of examiners, which includes venue booking, travel arrangements and preparing provisions for necessary training materials. Provided backup to ESM for screening various requests for IELTS related documents and procedures (i.e. special arrangements for candidates with special needs, refund/transfer requests, additional copies of results, etc.).
•Acted as primary contact for Exams venue vendors. Ensured that the venues for tests and workshops are booked well ahead of schedule. Prepared travel requests, claims and liquidations in FABS/SAP for all travel to exams venues and events.
•Schedule Management - Prepared all test materials per examination timetable. Communicated itineraries and schedules of written and oral tests to all parties involved. Updated the official British Council IELTS website for upcoming test dates.
•Budget Monitoring - Reviewed quotations and invoices to ensure that all charges are in line with agreed contract rates. Ensured that planning for the test sessions and other events maximizes efficiencies in terms of travel related and venue staff expenses.
•Procurement - In charge of procuring equipment and new venue locations needed by the examinations department. Conducted ocular inspections, researched, as well as collected quotations from various contacts and resources. Coordinated with managers regarding the selection process which included reports and proper documentation for the winning bid.
•SAP User - Performed OS01 role in SAP and monitored the Exams Stationery expenditure including stocks for resale. Raised purchase orders and goods receipted in a timely manner. Used SAP in vendor creation, procurement, liquidations and to monitor expenses related to the examinations department.
•Line Management - Managed Examinations Services Assistants, invigilators and temporary staff in line with accepted best practice and within British Council guidelines. Monitored performance of each line managee and conducted regular meetings for performance evaluation. Provided support in creating opportunities to ensure motivation, productivity and self-development.
•Human Resources/Recruitment - Became part of talent acquisition for several posts and was part of screening, shortlisting, and interviewing of candidates.
Supervised IELTS exams both in and outside Manila, Philippines (annual avg. 16 test sessions)
•Generated duty schedules of all invigilators for test sessions and events held in the country.
•Assisted in talent acquisition by being part of the screening process. Trained newly recruited venue staff and contributed to the creation of training materials (i.e. presentations, handouts, contracts. Etc.) Monitored performance of invigilators by regularly updating performance reports.
•Ensured that information on the candidates' application forms is accurately and completely encoded into ESOLCOMMS the day after the forms are submitted.
•Ensured that the confidential Test Report Forms are sent to candidates and to recognising institutions as instructed by the candidates.
•Provided administrative support for test supervision, encoding, cashiering, and front desk duty as well as screened incoming phone calls and answering queries from internal/external customers.
Assisted in facilitating different events held by the British Council.
•Handled inquiries and requests from customers via emails, telephone and onsite.
Instructed clients on how to write business English. Assessed their English level and created personalized training modules for each client attuned to their unique abilities and goals.
•Document and monitor progress of clients via updating databases (i.e. learner info files, resources, log sheets, etc.