Executive Administrative Assistant cum Business Analyst
NAZIH TRADING
Total years of experience :21 years, 3 Months
Job Descriptions:
• Act according to the GM’s instructions & executes his directives in multiple areas while providing full secretarial and administrative support service to the GM and the leadership team.
• Interacts closely with the GM, Leadership team, corporate office staff and managers and external agencies, suppliers and clients.
• Take note of the General Manager’s requirements as well as the Head of all other Divisions
• Follows up on assigned tasks by the GM’s or division teams both internally and externally
• Maintain the diary and arrange appointments as necessary.
• Type reports and routine correspondence
• Act on incoming mails based on the GM directives
• Screen and respond to all admin requests from other division and take action as appropriate as well as all incoming telephone calls
• Receive visitors to the office and make the necessary arrangements ahead of time when visits are preplanned.
• Maintain the office filling system
• Coordinate & arrange company events and marketing activities with concerned departments head
• Coordinate & executive PR related assignment task as per GM directives
• Prepare reports such as sales achievement, stock analysis, financial report, marketing & other reports as per required by GM on a weekly & monthly basis
• Assist employees administrative requests in all aspect
• Regularly monitor all departments employees status
Job Descriptions:
• Data entry or posting to the system all invoices
• Reconciliation of accounts
• Preparation of monthly journal vouchers on prepayments, accruals and various adjustments
• Prepare monthly budget, Cash Custodian, In-charge for banking transactions
• Prepare Bank Reconciliation, Prepare Financial Statements and Schedules
• Conduct month-end auditing for affiliates, Schedule and Disbursal of Payments
• Reportial to the Managing Director for Company Profit and Loss
• Prepare monthly payroll for the WPS compliance, Maintain Employees File, etc.
• Minutes of Meeting (BOD), Provides Letter for Employees such as, Increment, Termination, Suspension Letter, Memorandum.
• Malkiya Renewal and such
• Other admin works as assigned by the General Manager
Job Descriptions:
Works closely with various Managed Print Services (MPS) dedicated teams and support teams to produce financial invoice to charge our MPS customers the cost of our offerings and services, taking into utmost consideration the customers’ satisfaction in their over-all Lexmark experience by extending them value add services through providing the required supporting billing documentations tailored fit per respective customer requirements, and providing them extra services by acting as liaison with other Lexmark MPS teams to raise other customer requirements.
Operations Support
• Prepares invoices to customers with billing details
• Ensures revenue recognition is accurately and timely prepared
• Calculates and submits adjusting journal entries whenever necessary
• Needs to communicate to WW teams and customer
Scope of Responsibility:
ADMINISTRATIVE TASK:
• Assisting the GM, manage the calendar, prepare communications and telephone reception as well as perform other secretarial duties
• Attends meetings as requested and taking minutes of meeting if required
•Maintains confidentiality of documents in a required way
•Performs efficiently and professionally under pressure
•Performs all duties in a professional, effective and confidential manner
•Facilitate recruitment/interview process for new applicants
•Orienting newly hired staff to perform their duties and responsibilities accordingly.
•Ensures that all the files and records are filed and kept in a desired way
•Do clerical jobs such as filling, photocopying & scanning, but not limited to
•Preparing travel arrangements (e.g., flight and hotel reservations, visa applications, transportation, etc).
•Prepare monthly presentation report
ACCOUNTANT TASK:
•Responsible in generating monthly Financial Statements and reconcile reports for bank account and credit cards transactions for the GM & 3 PRO’s.
•Monitor cash inflow and outflow for the personal bank account of the GM
•Prepare sales quotations
•Prepare monthly sales report for Sales Representative (Actual Sales vs Target Sales)
•Pay online the corporate expense such as water, electricity bill, mobile & landline bills and prepare corresponding monthly report
•Performs all other duties as required or assigned by GM
• Capture all accounts payable information received
• Resolve first level of errors (cost center missing)
• Ensure accuracy of transactions captured
• Ensure traceability of transactions performed
• Perform supplier’s reconciliation
• Identify opportunities for improvement
• Migrated at Sweden for accounting process training
System Used: Process transactions using SAP VCM & BAAN
Responsible in handling general accounting transactions for FTRDC
• Checks and reviews all accounting entries made in the reporting of transactions per disbursement vouchers, journal vouchers, and all other accounting related documents
• Supervises 3 staffs
• Monitoring of all checks & cash collections for Fuente Tower CondoHotel.
• Responsible in maintaining a systematic accounting system for FTRDC
• Review the exactness of bank reconciliation report
• Responsible for the accuracy, correctness & timely releases of agents commission
• Maintains proper and systematic filing of all paperwork, for easy reference and retrieval.
• Prepares weekly sales and cash collection report use during MANCOM meeting.
• Performs other duties assigned by the CFO.
• Performs Internal Audit functions of the company in accordance with the instructions and Audit Program Guides provided by the Corporate Internal Audit Director that would cover Operations, Financial, Compliance, IT and Risk-based audits.
• Conduct surprise spot audit in all Hotel & Motel units like -- cash count, check & review documents for all charges, rooms inspection, actual accounting of dirty linen, etc.
• Income Audit - Check all Sales Report (IFCA System) per shift for FBTC and other stations.
• Conduct inventory count of linen, F & B and other items and reconcile the results based on records.
• Verifies all Front Office transactions.
• Audits all sorts of reports associated with accounting.
• Verifies the revenue report.
• In-charge for Weekly Accounting Reports: Schedule of Cash Disbursements,
Charge Invoices, Cash Receipts & Summary of Petty Cash Vouchers.
• Preparation of Billings for Export & Import Air Shipments.
• In-charge for Credit and Collection.
• In-charge for Daily Monitoring for Deposit and Collection, either cash or
checks.
• In-charge in Accounts Receivables & Payables.
• Airline bookings for Manila for official business travel of the Manager & other
personnel.
• In-charge for Daily Deposit and Collection, either cash or checks.
• Gives approval of whether the said client still capable of the said credit.
• In-charge of setting up and processing of Accounts Payable.
• In-charge in Accounts Receivables.
• Monitor daily cash planning.
• In-charge in payroll, BIR, SSS, Phil health, and Pag-ibig remittances.
• In-charge in processing on new/renewal application of business permits.
• Preparation of monthly journal vouchers on prepayments, accruals and
various adjustments.
• In-charge in monthly reports such as Sales Report, Checks on Hand, A/R
Summary and Summary of Deposits handled.
* Graduated with honor, with average grade of 1.6