Project Secretary
Technip Middle East
Total years of experience :12 years, 6 Months
Project Secretary (April 2014 to April 2018)
- Arranged gatepass, training, medical, transportation arrangement, hotel booking, air ticket booking, business visa and exit permit application, handled petty cash, document formatting, manhours monitoring.
- Provided any admin and secretarial support for the smooth coordination within the project team.
Executive Secretary (January 2010 to March 2014)
- Directly reporting to the Engineering Manager.
- Liaised with Admin for travel arrangements (transportation, air ticket, hotel booking, business visa and exit permit).
- Keeping the calendar up-to-date, taking minutes of meeting, powerpoint presentation.
- Monitoring and consolidating of engineering department’s reports in weekly, monthly, quarterly and yearly basis.
- Effective filing (electronic and manual) of department’s reports and documents.
Receptionist / Department Secretary (August 2008 to December 2009)
- Performed secretarial and reception duties such as receive and distribute all outgoing/incoming mails/couriers; meeting room reservation and assist guests and visitors; update extension list; prepare forms and templates; outgoing call monitoring and submission of summary report per project and personal activity; transportation arrangement; monitoring of office supplies as well as preparation of Purchase Order; act as First Aider; and attend to all employees for any admin and reception assistance which may be required.
- Responsible for Administrative functions such as monitored of employee’s daily time record and manpower’s daily working schedule; generated office forms and templates; monitored of employees’ sick leave and vacation leave; updated and monitored of employee’s 201 files; transportation arrangements; scheduled shipment and delivery of air-conditioning units; performed monthly inventory of air-conditioning units and materials; and received phone calls, prints, scan, Xerox, fax and filing of documents.
- Responsible for Accounting functions such as performed bank transactions as per advised by President and Admin Head; assist in payroll preparation; prepared cheque and cheque vouchers for payables; daily and monthly expense report preparation; maintained the records of all account payables and receivables; prepared of employee’s monthly contributions and quarterly report on government agencies such as Philhealth, SSS and Pag-ibig; and prepared of employee’s 13th month pay and tax refund.
- Responsible for Administrative and Accounting functions such as performed bank transactions; transportation arrangements; monitored of employees’ daily time record; updated and monitored of employees’ 201 files; generated office forms and templates; scheduled shipment and delivery of air-conditioning units; monthly inventory; and received phone calls and queries.
- Responsible for Secretarial functions such as prepared weekly, monthly, quarterly and year-end reports; provided assistance to visitors; performed clerical duties such as printing, scanning, copying, sending fax / emails, and filing of documents.
- Closely observed all possible defects of the product to meet customer’s demand and satisfaction.
- Checked the electrical and functional capabilities of two-way radios and its packaging as well.
- Conducted training for new employees through demonstration techniques.