Secretary/Document Controller/Front Desk Clerk/Arbitration Assistant
Pioneer International Project Management
Total years of experience :9 years, 7 Months
Duties & Responsibilities
SECRETARY: • Providing secretarial assistance to the Managing Director, General Manager and all Engineers such as: ✓ Ensuring that all correspondence and documents for supervisors are accurately prepared, typed and submitted on time. Composes routine correspondences and in compliance with PIPM's standards
✓ Ensuring that all incoming mails are encoded and forwarded to the supervisor and all outgoing mails are properly logged out and dispatched to staff concerned for appropriate action.
✓ Providing efficient reception services by proper screening of incoming telephone calls, taking accurate messages, dealing with queries from internal/external callers to ensure they are referred in a timely manner to concerned staff.
✓ Ensuring the effective coordination of supervisors' schedules by maintaining their calendars and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with PIPM procedures.
✓ Ensuring that the office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval
• Hotel booking for foreign guests and new staff coming from other countries and travel arrangement (airfare and hotel accommodation)
• Human resource: Job posting (internet and newspaper), printing of applicants CV and other documents needed and interview schedule and confirmation
• Performing any other duties as may be required by the superiors
• Attending to guests and ensuring their convenience while inside the office
DOCUMENT CONTROLLER: • Process all incoming and outgoing documents per section/department thru the ERP system of the company with the proper document control number/s.
• Make sure all the documents are scanned and input to the ERP system and distribute to the account person as well.
• File all the scanned and documented papers per department for safekeeping.
ARBITRATION ASSISTANT: • Make a documentation of all incoming and outgoing letters/correspondences from the Tribunal, Claimant and Respondent (including documents from both parties Representatives)
• All letters, faxes, correspondences and documents submitted by the Tribunal, Claimant and Respondent must properly documented thru the ERP system of the company, scanned and file with the proper document control number/s.
FRONT DESK CLERK: • Received all incoming and outgoing call from the office.
• Welcoming and attend all guest/s, walk-in applicant/s, deliveries, courier and others.
• Attend all incoming and outgoing fax documents and letters received and document on a daily basis.
• Providing efficient reception services by proper screening of incoming telephone calls, taking accurate messages, dealing with queries from internal/external callers to ensure they are referred in a timely manner to concerned staff.
• Performs other task that maybe assigned.
Duties & Responsibilities
• Receive, direct and relay telephone messages and fax messages.
• Maintain the general filing system and file all correspondence
• Assist in the planning and preparation of meetings, conferences and conference
telephone calls
• Coordinate with franchisees, distributors and dealers of new products, policies and other concerns.
• Maintains, compiles, prepares, and submits attendance records and reports for payroll processing purposes
• Maintain an adequate inventory of office supplies
• Provide word-processing and secretarial support
• Type confidential documents on a word-processing system
• Monitor the stock inventory
• Prepare forecast of products to be manufactured based on inventory level of remaining goods on hand.
• Handle the purchasing of raw materials and make sure the schedule of production is followed accordingly.
• Arrange the schedule of delivery to clients
• Scouting for new distributors, dealers and franchisees.
• Ensure all items are in good condition and monitor expiration dates of products
• Direct supervision of sales clerks, merchandisers and attend to HR related issues.
• Personally handle customer complaints and after-sales concerns on products
• Conducts store visits to check orderliness and tidiness of the area and the products.
• Prepare reports of daily, weekly and monthly sales per store to Managing Directors.
• Plan and organize effective promotional strategies for special occasions like Christmas, Valentines etc.
• Perform other tasks as necessary.
Asian Development Bank (Thru: LBP Service Corporation)
#6 ADB Ave., Mandaluyong City
1550 Metro Manila, Philippines
Position: General Clerk
May 15, 2008-April 14, 2009
Duties & Responsibilities
• Data Encoder
• The position is primarily responsible in performing a full range of secretarial duties for one to four professional staff (different nationalities) and coordinating activities for the assigned units.
• Ensuring that all correspondence and documents for supervisors are accurately prepared, typed and submitted on time. Composes routine correspondences and in compliance with ADB's standards.
• Ensuring that all incoming mails are encoded and forwarded to the supervisor and all outgoing mails are properly logged out and dispatched to staff concerned for appropriate action.
• Providing efficient reception services by proper screening of incoming telephone calls, taking accurate messages, dealing with queries from internal/external callers to ensure they are referred in a timely manner to concerned staff.
• Ensuring the effective coordination of supervisors' schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with ADB procedures.
• Ensuring that the office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
• Performing certain standard activities such as maintaining adequate stocks of office supplies as required.
• Relieving other Administrative Assistants when they are absent, as required.
• Performing any other duties as may be required, such as retrieving files/documents for preparation of reports, preparing tables and charts for reports, etc.
• Ensuring that deadlines are met by coordinating with divisions and by making constant follow-ups.
• Screening visitors and callers; receives and relays messages; and arranges appointments/meeting schedules.
• Providing back-up secretarial assistance to other Professional Staff/National officers in the absence of the Executive Assistant.
• Providing administrative assistance to various activities in such as special projects, work programs, etc.
• Performing any other duties as may be required by the immediate supervisor.
Zagu Foods Corporation
52 West Capitol Drive, Bo. Kapitolyo, Pasig City
Position: Executive Secretary to the Senior Manager
November 15, 2007-April 16, 2008
Duties & Responsibilities
• Performs a wide variety of clerical/secretarial, and operational support activities
• Verifies, compiles, and records a variety of data/information related to assigned the County Office program, department, or work unit
• Effectively uses word-processing, database, and spreadsheet software application programs in the course of assigned duties
• Maintains records of expenditures, maintaining and monitoring budget accounts, records, and cumulative balances for designated budget categories
• Acts as office receptionist; answering telephones, making reservations and appointments, receiving and responding to all levels of staff and the general public providing information and assistance whenever possible.
• Arranges and schedules a variety of meetings; notifying participants, confirming dates and times, reserving meeting sites, and preparing materials needed at the meetings
• Operates standard office equipment including a microcomputer, typewriter, calculator, fax machine, copier, printer, and other related peripheral equipment
• Effectively use word-processing, database, and spreadsheet software application programs in the course of assigned duties
• Prepare and edit reports, correspondence, proposals of Departments (Marketing, Operations, Training, and Engineering)
• Meet with the Departments regarding new policies and instructions coming from the Top Management.
• Direct supervision of the Operations Department
• Documenting all concerns gathered by our field officers and endorsed to Sections/Divisions concern
• Accomplish others tasks as necessary
Duties & Responsibilities
• Data Encoder
• Monitors and prepare reports of expenses for the maintenance of cargo ships and vessels.
• Follow-up receivables and aging accounts
• Prepare vouchers
• Filing of reports from the Engineers and technical team
• Prepare correspondences such as warning letters, follow-up payables, proposals, and quotations.
• Perform other tasks as necessary.
Duties & Responsibilities
• Perform a variety of clerical/secretarial duties with speed and accuracy
• Follow-up receivables and aging accounts
• Prepare weekly and monthly revenue/collection reports, and invoices
• Manage the supply requirements of the office through PR/PO handling
• Maintains the upkeep of office and its facilities.
• Coordinates with the group heads the needs for training
• Coordinates the schedule of training among the staff and its external interface
• Monitor overall revenue and report to the President and Regional Office (Singapore)
• Orders materials, supplies and equipment upon approval; maintains records of purchase orders; invoices and expenses to date, and inventories and logs same as they arrive
• Prepares reports from data compiled and records kept as it relates to the assigned work unit or program
• May receive and process information of a confidential nature; ensures such information is maintained in strict confidentiality
• Receives, opens, and distributes incoming and outgoing mail; initiates and/or transmits inter-office memos, notices
• Establishes and maintains a variety of records, logs, and filing systems pertaining to area (s) of responsibility
• Receives, reviews, and verifies documents, records and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures
• Develops or assists in the development of forms, worksheet, and record-keeping systems for the collection, dissemination, and maintenance of needed information for specialized programs within assigned unit
• Attends and participates in meetings; may take, transcribe, and distribute as directed
• Maintains accurate and detailed calendar of events, due dates, and schedules related to the assigned work unit or program and its services to ensure proper tasks and activities occur as scheduled
• Hotel booking for foreign guests and travel arrangement (airfare and hotel accommodation)
• Human resource: Job posting (internet and newspaper), printing of applicants CV and other documents needed and interview schedule and confirmation
Informatics Computer Institute
Binangonan Center
518 National Hi-way, Darangan,
Duties & Responsibilities
• Data Encoder
• Conduct service maintenance cleanliness check (SMACC)
• Conduct start-of-day preparations and end-of-day routines
• Conduct start-of-class and end-of-class preparations
• Classify and file all services documents and materials
• File and issue students' certificate of achievement
• Receive and dispatch all incoming mail and memoranda
• Ensures timely distribution of memoranda among all staff
• Classify and safekeep all keys
• Safekeep all software, licenses and warrantees
• Monitor borrowed software
• Monitor all software, licenses and warrantees
• Process, issue and revalidate student identification cards
• Prepare schedule board
• Prepare library area daily
• Monitor proper classification of all Informatics books in the library
• Monitor office supplies and equipment to ensure availability of supply
• Verify time-in and time-out of staff as written in the daily time record
• Prepares payroll
• Cashiering
• Deposits daily sales
• In charge of Petty Cash
• Prepare Purchase Requisition and Purchase Order
• Canvassing of marketing materials
• In charge of Accounts Receivable
• Handle service staff grievance
• Prepares Monthly report, Student feedback evaluations and Manpower report
• Asset coding, inventory and tracking
• Maintain master files of ITT and ITE Courseware
• Function as center librarian
• Accomplish other tasks as necessary.
Duties & Responsibilities
• Data Encoder
• Prepare job order, delivery receipts, and quotations.
• Prepare monthly & quarterly accomplishment reports, outside correspondents & internal memo.
• Monitoring of on-going projects.
• Sorting & compiling of documents.
Private Caregiver-Home care patient
November 2003-May 2004
Polytechnic University of the Philippines Bachelor of Science in Business Administration Major in: Banking and Finance,
Year Graduated: April 19, 1995 National College of Business and Arts