Administrative Assistant
ASTAD Project Management
مجموع سنوات الخبرة :23 years, 7 أشهر
Project Name - Qatar Foundation Education City South Site Wide Infrastructure Project
• Reports directly to Senior Resident Engineer.
• Carry out quality checks of documents and distribute all the documentation received from the Contractor to Technical team in accordance with the Document Distribution Matrix through the EDMS PAR-LINK®.
• Organize and maintain Project files, drawings and records in an efficient and easy retrievable manner in EDMS and/or in hard copy format.
• Register and maintain the Technical Tracking log including RFIT & MDS.
• Generate and issue weekly overdue/status reports related to project documents/drawings to Sr. Resident Engineer and Construction Manager, as necessary and carry out follow up action.
• Ensure that Document Control Staff of the Contractor fully comply with contract requirements and their functioning is in line with the Company Procedures.
• Carry out archiving of project documents in liaison with the Contractor and Data Center to ensure safe custody and retrieval of documents for any future business use.
• Handles Internal and External Correspondence as well as Minutes of the meeting.
• Provides coverage for Document Controller functions in on the other Site projects when the need arises.
• Assist in handling the Administrative functions such process leave application requests & other company related letter request such as NOC, contracts etc., handles petty cash fund, ensures kitchen and stationary supplies are adequate, Safe keeps and accounts the duplicate keys of all office rooms.
• Adheres to company’s core values on quality, health, safety and environmental sustainability.
• Schedules payments of monthly payables, expenses and overheads.
• Prepares payment vouchers and issuance of checks for release.
• Handles petty cash fund.
• Releases checks to vendors.
• Scanned receipts and vouchers for email to ISC for posting in SAP.
• Prepares aging of accounts payable to ensure payment is made within the credit period.
• Responsible for administrative duties such as record keeping, correspondence, document filing etc.
• Responsible for reporting to the senior and operating management of the financial results of the business including preparation of monthly financial statement and cash flow reports.
• Developed and maintained financial record keeping and reporting systems.
• Responsible for ensuring the accuracy, completeness and integrity of the ledgers.
• Scheduled payments of monthly payables, expenses and overheads for insurance of cheques.
• Maintained and updated book of accounts and general ledger.
• Prepared bank reconciliation.
• Monitored cash balances to ensure checks issued are funded.
• Prepared payroll and maintains personnel compensation ledgers.
• Analyzed and emphasized significant variances in the financial statements for management attention.
• Prepared monthly reports on overhead and operating expenses against budget.
• Ensured all expense and revenue invoices were prepared in complete and timely manner and correctly posted to ledger.
• Prepared journal entries and review monthly trial balance and ensured material postings were correct.
• Prepared account schedules and trial balance.
• Monitored aging of accounts receivable and accounts payable to ensure accounts are not falling beyond the credit period.
• Prepared receivable and payable confirmation for sending to customers and suppliers.
• Prepares Demand Letter for Delinquent Customers
• Received orders from customers and process invoice for delivery.
• Answered customer questions regarding issues concerning their accounts.
• Received phone-in orders from the customers.
• Monitored and followed-up outstanding accounts receivable.
• Reviewed and analyzed aging of accounts receivable.
• Reduced the delinquency of accounts by 20%.
• Prepared demand letter for delinquent customers.
• Sent out correspondence to customers with delinquent accounts.
• Monitored collection performance for the effective management of accounts receivables.
• Conducted coordination meetings with collection department.
• Quarterly measurement and evaluation of administrative personnel in identifying strengths and weaknesses of subordinates as basis for career plans on regularization, promotions and transfers.
• Handled request for leave and overtime.
• Approval of customer profiles.
• Reviewed and approved sales orders including credit limit, discounts and deals for near expiry stocks.
• Approved requisition of credit memos.
• Approval of statement of accounts sent to various costumers for collection and confirmation of accounts.
• Reviewed all incentives and commissions.
• Review of sales and collection performance.
• Review of product performance in unit and peso value per market group.
• Prompt monitoring of monthly sales and collection targets.
• Conducted coordination meetings with sales & marketing dept.
• Prepared all internal and external communication on matters concerning CAMO.
• Recommended hiring and training of personnel.
• Controlled release of promotional materials and sampling.
• Monitored status of slow and non-moving high level stocks.
• Conducted monthly physical count of inventories.
• Review of unit sold per market group.
• Responsible for the monitoring of product performance in terms of its profitability.
• Monitored the inventory levels of inventory & its movement to avoid stock outs, overstocking and expiring stocks.
• Forecast of inventory as basis for ordering in a period of time.
• Prepares purchase orders.
Course: MBA Accountancy School/University: University Of San Agustin University Of San Agustin Location: Iloilo City, Philippines Date: Jun 2000 - Jun 2003
