Admin. Executive /Training Coordinator
Glomacs
Total years of experience :9 years, 8 Months
For 6 years, I have been cross-trained in various functions below, whereby all roles strictly required proficiency in administration and coordination skills, people skills, strong analytical skills, computer skills, delivery of accurate results, leadership skills, customer service, ability to spot risks, analyse and manage these, effective communication / correspondence, time management, and very good coordination skills, and ability to provide necessary team support.
Roles Assumed:
ERP Administrator - Managing the ERP to provide an accurate database used by the company and partnering companies.
Simultaneously functioning as the WEBMASTER - Managing the company website, marketing materials review, preparation, proof reading, editing for website upload and submission to the Director.
HOTEL and VISA COORDINATOR - Inchange of Trainers and delegates hotel bookings, airport transfers and visa coordination with travel agents. Providing necessary monthly hotel booking reports to the Events Director. Documentations and systematic filing of hotel bookings and visa processing. Managing the front office reception and switchboard and proper incoming call logs. Providing Customer Service to inquiring delegates regarding visa, hotel bookings or general inquiry. Sourcing alternative nearby hotels to suggest to guests.
**SUPPORT functions:
Providing HR Support, accessing our job bank portals, filtering CVs received, calling applicants and scheduling job interviews. Focal point of contact of applicants. Serve as median between the applicant and the HR. Assisting the MD during the interview process and redirecting the shortlisted candidates to the proper department for assessments.Providing reports to the HR for the outcome of the interviews, and maintaining proper database of contacted applicants.
Providing PCC team support, by fixing or troubleshooting problematic PDF manuals and Powerpoint presentation slides.
Providing Registration team support, by building Client database using the information I have gathered via internet research.
**Projects successfully accomplished:
Project Leader: Training Plan 2017 Marketing campaign.
Project Coordinator: ERP Conversion : Set-up the ERP system for the Public Courses & Hotel Functions in close coordination with the outsourced ERP developer.
PUBLIC COURSE COORDINATOR (DUBAI, OMAN & KUALA LUMPUR) - incharge of all the runs of the Courses, from inception to completion, for all assigned venues, Focal point of contact of the Hotel Banqueting and Events. Focal point of Contact of all Trainers.Reviewing the daily and final feedbacks. Analysing training results and monitor the business leads to add to our existing training portfolio. Addition of successful sessions for next year’s training plan. Coordinating with the Registration team for the course confirmation or cancellation. Manaing Onsite coordination.
PUBLIC COURSE SUPPORT COORDINATOR (DUBAI and OVERSEAS)- incharge of the quality assurance and control of all training materials to be used by our Trainers. Managing the preparation of seminar documents, Certificates & electronic materials, also the logistics of these, tracking of shipments to the venue, and securing confirmation receipt from hotel. Liaising with onsite coordinators for the document collections.Conducting training room set up and inspection, ensuring all required training materials and electronic equipments are in order, & ready.
• Primarily assisted the Interior Design Director by providing administrative and secretarial support.
• Diary Management, scheduling of meetings
• Handled all necessary letters of correspondence, emails, reports, presentation materials, Interior Design Contracts/Agreements etc., using MS Office Applications (Word, Excel, Powerpoint, Adobe Photoshop, PDF, Paint), and issued, transmitted, delivered the same as required or instructed.
• Taking notes and typing correspondence
Screening phone calls
• Meeting and greeting guests
• Liaising with the office boy for maintenance and cleaning of the Department
• Served as custodian / librarian for all Interior Design materials
• Dealt with Interior Suppliers, Office Stationery Suppliers and Contractors
• Inviting quotations and did comparisons
• Requesting sample materials
• Procuring interior materials as per the directives of the Director
• Following up and receiving shipments from overseas suppliers
• Handled the departments receivables and payables
• Reviewing Invoices from Supplier and Contractors before submitting these to the Accounts for payment
• Reviewing Contracts and Agreements
• Prepare Client’s Statement of Accounts
• Send out the Statement of Accounts timely on a regular basis, as per the agreed amount and the terms and conditions stipulated in the contracts
• Organized the conference room, as well as meeting and greeting guests when they come to visit the office.
• Assisting in the preparation of presentation boards for the Interior Design and Architecture projects.
• Assisting our Lady Interior Designer in the selection of materials such as fabrics - for Curtains, customized beddings and furniture, Wall coverings, Furniture, color swatches to match, Floor and Wall Tiles (Murals and mosaics), and even hardware (Door handles, hinges, Lights, Kitchen & Bathroom fixtures etc.) for the Interior ongoing projects.
• Assisting the Perspective Artists in researching for images, and editing these using photoshop, and maintain a library in the network to be picked up by the perspective artists to be used on the perspective boards.
• Covering for the Senior Exec. Secretary of the 2 Managing Directors of Architecture and Engineering Departments, and also covering for the Front Office Reeptionist, on their leave of absence.
• Performed all administrative duties as mentioned above for all departments : MEP, Architectural and Engineering apart from Interiors.
• Covering for the Receptionist, in her leave of absence
• Assisted HR and all staff in preparing reports and documents, using MS Office Applications.
• Prepared Appointment or Offer Letters for newly hired employees.
• Prepared and distributed minutes of meetings submitted by Project Managers indoor, and from Site Offices
• Maintained an inventory of the department’s office supplies.
• Maintained a systematic filing, both in hard copy and electronic copies.
