Personal Assistant to Senior Director
EMAAR PROPERTIES PJSC
Total years of experience :10 years, 5 Months
ADMINISTRATION & COORDINATION:
• Diary & travel management for Head of Department and its team
• Performed administrative, clerical and secretarial duties (expense claims, reimbursements, etc.)
• Functioned as the main point of contact for Senior Director and the rest of Emaar Community Management team
• Organised and coordinated departmental meetings (as well as taking Minutes of Meeting), internal and external training, workshops, etc.
• Assisted the entire department in audit preparations (internal management audit and external audits on Quality Management System) to ensure the team conforms with company policies, procedures and processes
• Reviewed and processed Purchase Requisitions (PR) based on departmental and community operational requirements to facilitate issuance of Local Purchase Orders (LPOs)
• Monitored departmental expenses based on the approved yearly budget; properly accrued expenses and allocation of costs for timely payment to suppliers
• Intra and inter-department coordination to ensure smooth operational requirements are met
• Developed and maintained an office archiving system, both data and file management, to retain and retrieve departmental information
• Provided high level of customer service especially on escalated concerns raised by residents/customers
CORRESPONDENCE:
• Prepared and responded to emails, faxes and letters, took notes and transcribed verbal communication
• Proof read drafted documents/communications (i.e. circulars, memos) prior to obtaining management approval
• Answered & screened calls on behalf of Head of Department
• Monitored centralised communities mailbox and reviewed quality of communication being sent out to customers in a timely manner
• Completed assigned tasks within given schedule
ANALYSIS & REPORTS:
• Prepared, consolidated and reviewed management reports and ensured timely submission
• Monitored, reviewed and ensured departmental objectives & targets are met with adequate supporting proofs for management presentation
• Ensured reports are up to date and well maintained
* Served as the direct point of contact for customers and responsible in ensuring that the company’s customers receive adequate level of service with their questions and concerns
* Assisted the General Manager in his administrative requirements which includes managing diary, flight &
hotel bookings, preparing agenda for business trips/market visits, preparing email/business correspondences.
* Liaised with various departments for specific tasks which needs to be executed efficiently & effectively
* Organized weekly Team Meetings as well as taking the minutes
* Prepared & compiled monthly reports, LPOs for purchase of office supplies
* Updated company & corporate client database
* Managed the front desk & main office switchboard
* Maintained an organized filing system of the office
As an Administrative Coordinator:
* Assisted the General Manager in all administrative requirements
* Managed the GM’s diary; liaised with various departments for specific tasks which need to be executed efficiently & effectively; updated & chased tasks requested by the GM to ensure progress to deadlines.
* Handled office procedural duties such as preparing purchase orders, purchase request forms & travel authorization forms; coordinated with various departments of the company; updated company’s network database, performed telemarketing, prepared business letters & presentations for major events, strategic planning & meetings.
* In-charge of preparing company gifts & invitations during special occasions/functions
* Organized weekly Corporate Sales Meetings & monthly Department Meetings as well as taking the minutes
*Prepared & compiled monthly reports which will be discussed by the GM during the Management Meetings
* Updated company & corporate client dossiers
As a Sales Coordinator:
* Handled walk-in queries on recruitment, manpower supply & contract staffing / HR Outsourcing
* Coordinated with prospective clients & corporate clients on their HR Outsourcing requirements as well as following up on client leads; ensured that pertinent documents such as trade license, federal agreement & advance payment were in place before deploying manpower/staffs
* Coordinated with the Operations Coordinator/Recruitment Coordinator for the availability of staffs/manpower; prepared weekly, monthly & quarterly reports such as Appointments, Sales, Scorecards, ISO Target Report
* Organized weekly Sales Meetings, jotted down the minutes of the meeting & ensured that pending issues which were tackled during the meeting gets to be resolve at the earliest possible time
* Performed telesales/telemarketing on HR outsourcing & building prospective client database
* Received and responded to customers’ inquiries/complaints through phone, provided information and customer support, following the standards set for call management, call accuracy, call handling and data encoding accuracy
* Retained & generated revenue & retained & acquired customers while providing exceptional customer service incorporating honesty, trust & credibility as its core values
* Rendered outbound calls by means of consultative sales, determined customer’s highest needs & acknowledged them by offering applicable services & promotions with features & benefits
ASSUMPTION COLLEGE, SAN LORENZO VILL., MAKATI CITY Degree: Bachelor of Science in Commerce, Major in International Business Graduated with Honors Dean’s List: First Year – 2nd Term (2nd Honors), SY 1998-1999 Second Year – 1st and 2nd Terms (2nd & 3rd Honors), SY 1999-2000 Third Year – 2nd Term (3rd Honors), SY 2000-2001 Fourth Year – 1st and 2nd Term (3rd Honors), SY 2001-2002 Scholar: Taipei Economic Cultural Office (TECO) – Jose Rizal-Sun Yat Sen Society Inc.
STA. CECILIA CATH. SCHOOL CANLUBANG, CALAMBA CITY High School Diploma, March 1998 Awards received : Public School Catechist, 1998; CAT-1 Administrative Officer, 1998;Features Editor School Paper, 1998.