Secretary / Document Controller
Architectural Consulting Group
Total years of experience :11 years, 11 Months
Using a variety of software packages, such as Microsoft Word, Outlook, Power Point, Excel, Access, etc. to produce correspondences and documents and to maintain presentations, records, spreadsheets and database;
Devising and maintaining office systems;
Using content quality management systems (ISO 9001:2008) to maintain and update records and internal database;
Managing the supervision invoice of the staff and sub consultants;
Sorting, distributing and filing documents, letters & correspondences
Updated logs, scanned and renamed
Takes minutes or recording of meetings if necessary.
Prepares draft letters for review and approval from Area Manager
Assists Engineers for the requested formats
Prepare and Finalize attendances for ACG site staff and Sub con.
*Answer telephones and take messages.
*Distribute incoming mail.
*Operate scanners, facsimile machines and photocopiers create documents, spreadsheets and presentations.
*Complete expense reports and other accounting forms.
*Answer routine inquiries from clients, agents and brokers.
*Provide clerical support to agents and brokers during the sales process.
*Involve photocopying sales documents, scheduling closing dates and securing public information about a property.
*Creating advertisements, posting photos and videos of available properties, producing brochures and fliers, planning open house events, scheduling property tours and answering questions about advertised properties.
*Gather information about people who are interested in buying or selling properties.
*Collecting and recording rent payments, creating work orders for maintenance technicians or building supervisors, scheduling tours for prospective tenants, paying utility bills and other property expenses, photocopying lease agreements and forwarding tenant complaints to the property manager
Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and spreadsheets.
Ability to follow, apply, interpret and explain instructions and/or guidelines.
Receives and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of company's operations, and the interpretation and application of policies and procedures.
Schedules and arranges meetings and conferences for M.D. and/or management staff and notifies interested parties; makes conference rooms’ reservations as needed.
Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.
Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control.
Takes minutes or recordings of meetings.
Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.
Maintains confidentiality of documents and information received.
Keeps informed of office details and advises management of problems.
Prepares and monitors timekeeping and other personnel records as well as the ability to multi-task and wok well under pressure.
Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels.
Operates standard office equipment and performs related work as assigned.
* Processing end to end confidential, semi-monthly, project based employee’s payroll in accordance with corporate policies and procedures.
* Validates, Updated & Calculates leaves, sickness and overtime reports.
* Government payments of constitutional benefits such as SSS, PHIC and HDMF.
* Calculates Final Pay settlement for resigned employees.
* Give reports to Finance Unit such as Payroll Summary, Manpower count and other accounts.
* Processing year end payments as 13th month pay, leave balance and Tax Annualization.
* Handles inquiries of employees about their salary.
* Prepares Certificates as Certificate of Employment, Government contributions and etc.
* Processing of Remittance includes SSS, PHIC, BIR, HDMF and other company loans.
* Perform other job-related duties as assigned
* Processing end to end monthly employee payroll.
* Processing Statutory Reports such as SSS, PHIC, BIR and HDMF.
* Computes final pay for resigned employees.
* Processing year end payments such as 13th month pay, leave balance and tax annualization.
* Handles inquiries of employees about their salary.
* Prepares Certificates such as Certificate of Employment, contributions and etc.
* Processing of Remittance such as SSS, PHIC, BIR, HDMF and other company loans.
* Processing Inquiry Handling, Post Payroll reporting, Taxation Compliance
* Including reminders on Tax Annualization, Overtime and Supplemental Payments calculation.
* Benefits Administration (End to End), monitoring renewals, Inquries Handling E-leave tool
* Statutory Benefits Administration, Claims Administration, HR Tools and Process, Corporation card
administration.
* Contract generations & preparation hiring process including SAP, Handle policy Inquiries, ensures of return of
exit checklist, ensures outstanding corporate card bills duly paid before release of Final pay
* Handle Certificate with compensation, report generation (loan processing
* Processing of weekly, semi-monthly and confidential payroll.
* Processing of Commission and incentives of Promodizers.
* Processing of Remmittance such as SSS, PHIC, BIR, HDMF and other company loans.
* Processing of year end payments such as leave conversion, 13th monthpay and tax annualization.
* Calculates final pay for resigned employees.
* Responsible for the inventory.
* Customer inquiries.
* Encoding goods in the system.
* Monitors the incoming and outgoing goods.
* Customer Support, Records Management(sorting & filing)
* Telephone Operations (screening& making calls)
* Monitor the incoming and outgoing documents.
* Check the schedule of the employees.
* If the Executive Secretary is absent, I will be the one to monitor all the schedules of the CEO. (e-mails, meetings
and etc.)
* Organizes work by reading and routing correspondence; collecting information; initiating telecommunications.
* Completes requests by greeting customers, in person or on the telephone; answering or referring inquiries.
