Secretary
TECHNICAL GLASS & ALUMINIUM CO. LLC
Total years of experience :37 years, 2 Months
* Responsible for all incoming shipments of the company, either airfreight or sea freight. Handle all
documentation with Dubai Customs’ online processing
* Responsible for application of all duty exemption with the Ministry of Economy for all incoming
shipments
* The frontline of the company, receive visitors and all company calls. In-charge of all
correspondences either mail, electronic mails, internal memorandum and the likes.
* Responsible for the application of bank transfers and other bank related transactions.
* Implement new filing system for quicker retrieval of critical documents and records.
* Travel coordinator for the company various divisions, in-charge of all airline purchases and
arrangements.
* Writing and dispatching routine or straightforward letters
* Answering general queries by telephone within my capacity
* Maintain calendar; ascertain which events require General Manager’s presence
* Fix commitments to maximize the general manager’s time efficiency; Allow decision/ desk time
* When General Manager or Managing Director chairs meeting: Act as recording secretary; prepare action
minutes
* Maintaining records, filing systems and computer files
* Ordering stationery, supplies and relevant purchases of the company
* Coordinator with Insurance (life and non-life) and Hospitalization and Medical Companies
* Arrange company travel and hotel requirements for local and overseas
* Photocopying and binding of documents if deem required
* Assist the Administration Manager on human resource related works
* Checker of employee’s submitted time records
* Responsible in the preparation of timesheet summary of all personnel
* Responsible in the preparation of each and every project costing
* Responsible in the issuance of invoices
* Responsible in making follow-up on all collectibles of the company
* Custodian of company petty cash fund
* Research new market opportunities
* Map out potential clientele, get the main lead or person to be approached
* Contact and conduct initial moves and follow-up on prospective clients.
* Coordinate with the general manager to facilitate marketing functions (letter of intents, brochures)
* Secure marketing meeting for the company’s key personnel
* Seek accreditation from prospective companies
* Coordinate with Purchaser of prospective clients if required by the general manager
* Assist Managing Director on seminar preparations held in Manila
* Other task that may be called for when the need arises
* Handles all duties for the smooth functioning of the department encompassing work areas such as memos,
faxes, e-mails, filing and maintaining Personnel records of the all Staff.
* Implement new filing system for quicker retrieval of critical documents and records.
* Updated and maintained accurate filing of office documents and records with strict confidentiality.
* Handle the diary management of the General Manager.
* Answer telephone politely, screened/directed callers and recorded messages precisely.
* Compose letters and facsimiles on behalf of the General Manager.
* Responsible in the preparation of sales proposals/quotations, invoices, technical submittals and transmission
of the same to the client.
* Maintains accurate filling system of office documents
* Handles and updates registry of Sales.
* Preparation of report on monthly basis and/or when needed.
* Relays all incoming information/messages/memo to personnel concern.
* Schedule appointment / meeting & follow up activities.
* Serve as procurement officer and coordinate with all suppliers local and international
* Handles and control company bank account with Commercial Bank International
* Handles telegraphic transfer transaction with bank for international supplier payment
-charge of all correspondence of the Company.
* Coordinator between the President and the Engineers.
* Serve as the payroll master and purchaser of the Company as well.
* Screens all promotional expenses requested by the marketing department prior to approval of the V.P. for
Finance.
* Audits all receipts and reimbursements submitted by the various departments for approval.
* Canvass and purchase all promotional requirements of the Company.
* Handle all Company cars’ repairs and maintenance (80 units).
* Process all travel requirements of the Company including that for all sponsored delegates/physicians to
various medical conventions worldwide.
* Coordinate with various hotels locally and worldwide whenever there are conventions for chosen physician
delegates. Accompanies delegates in their travel abroad and see to it that all preparations would be smoothly
executed.
* Custodian of funds (local and foreign currency) for all conventions.
* Handle confidential matters of the group of companies.
* Handle personal cash flow of the President, in-charge with his confidential files
* Coordinator to New York and California office and handles export documentation for the group of Companies
* Handle confidential matters of the President
* Schedule deliveries to distributors and monitor export shipments.
* Responsible for the proper documentation, implementation, control and monitoring of the order processing
system of the Company.
* Coordinate with credit and collection and other departments on matters concerning proper processing of order
and scheduling of deliveries.
* Coordinate with advertising, promotion and merchandising agencies to develop copy, programs and
campaigns for Company products.
* Typing, receiving calls and filing of records.
* Assist in canvassing of raw materials, packaging materials and closely coordinate with purchasing regarding
procurement of materials for production.
* Responsible for the issuance of sales invoice and delivery receipts.
* Custodian of petty cash fund for the whole plant.
* Prepares payroll for on-call production work.