Melody Petate

WORK DESCRIPTION:OPERATION ASSISTANT

• Acting as second-in-command to the Manager, and taking care of all duties in their absence.
• Provide support to Operations manager as and when required.
• Update internal operation procedures document as needed.
• Preparing invoices as per the client requirements.
• Preparing LPO as per the agreed price and client requirements.
• Checking all unit details are correct (barcode, serial no., unit price etc.)
• Coordinate with Manager to schedule team meetings and to provide follow-ups.
• Support the Manager in managing and resolving operational issues.
• Work with Manager to provide excellent customer service.
• Sort and distribute mails and faxes to respective personnel.
• Store, file and retrieve corporate documents and reports as and when needed.
• Order, store and organize all office supplies.
• Manage incoming and outgoing letters and packages.
• Perform general office administrative and clerical duties.
• Reconcile payments and receipts to various parties on time.
• Manage all office orders on regular basis.
• Maintain logs and spreadsheets for all office activities.
• Preparing weekly and monthly sales report.
• Handling petty cash and daily expenses.

WORK DESCRIPTION:ASSISTANT ACCOUNTANT

• Preparing financial documents such as invoices, bills, accounts payable and receivable.
• Completing purchase orders from quotation up to the final price.
• Managing payroll and salary distribution.
• Assist with preparing tax returns and corporate reporting requirements.
• Preparing list and details of TAX report.
• Completing financial reports on a regular basis and providing information to the finance team
• Completing bank reconciliations and rectifying discrepancies.
• Entering financial information into appropriate software programs.
• Coordinating internal and external audits
• Verifying balances in account books and rectifying discrepancies
• Verifying bank deposits and withdrawals
• Recording office expenditures and ensuring these expenses are within the set budget
• Assisting the finance department and senior accounting staff members with various tasks, including preparing budgets, records and statements
• Encoding accounting entries for data processing
• Sorting financial documents and posting them to the proper accounts
• Resolving errors in financial reports and correcting faulty reporting methods.

WORK DESCRIPTION:ACCOUNTANT
• Post and process journal entries to ensure all business transactions are recorded and updated
• Receives payment, forwards all cash collection to cash custodian and monitors and reports everyday cash on hand movement and balance.
• Monitoring and preparing payments for utilities and telecommunication bills thru online
• Issuance and monitoring of General Petty Cash
• Preparing CDC and PDC cheque as per the LPO terms of payment.
• Ensures all cheques have scanned copies and sent to GM for reference.
• Update accounts receivable and issued invoices
• Update accounts payable and perform reconciliations
• Processing of balance sheets, income statements and other financial statements using the company accounting software
• Preparing MONTHLY RECONCILIATION of BOOK and BANK balances.
• Preparing Payroll and reviewing attendance of all employees on monthly basis
• Update financial data in databases to ensure that information will be accurate and immediately available when needed
• Prepare and submit weekly/monthly reports
• Preparing Audit Report on Fiscal year basis

WORK DESCRIPTION:PURCHASER

• Looking for suppliers that the company will deal with and maintaining the legal interaction with them.
• Preparing Credit Facilities application and supporting documents
• Stay up to date with industry trends and establish long-term purchasing arrangements with vendors when it is beneficial to the company
• Review purchasing agreements with vendors and maintain open lines of communications with those vendors
• Budgeting, costing and cost saving after reviewing the management information available.
• Overseeing any large procurement that may happen.
• Sending LPO and inquiries as per the site requirements.
• Review inventories and order as required.
• Interact with the suppliers on a day to day basis.
• Compare product deliveries with issued purchase orders and contact vendors when there are discrepancies
• Deal with non-supplied, under orders, over orders and damaged goods
• Ensure that any invoices are sent to accounts for payment.
• Maintain strong working relationships with our vendors.

WORK DESCRIPTION:SECRETARY/ADMIN

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Arrange conferences, meetings, and travel reservations for office personnel.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Make copies of correspondence and other printed material.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Take dictation in shorthand or by machine, and transcribe information.
• Coordinate conferences and meetings.
• Establish work procedures and schedules, and keep track of the daily work of clerical staff.
• Learn to operate new office technologies as they are developed and implemented.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Order and dispense office supplies.
• Monitoring visa validity of the employees and coordinate with the PRO for renewal processing.
• Monitoring the expiration of all-important contract and documents like tenancy, trade license etc.
• Provide services to customers, such as order placement and account information
• Supervise other clerical staff, and provide training and orientation to new staff.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.