Operations Coordinator
Sonomatic
Total years of experience :18 years, 4 Months
Provide administrative and project support to Regional Manager and Projects Manager
Run the daily office management of Abudhabi Office
Handles pettycash fund, review and coordinate regional expenses to Head OFfice in UK.
Handle process renewal of business permits and licenses for Sonomatic.
Responsible for the timely renewal of work /residence visa of project workers, travel permits, medical and training certificates and other project necessities.
Handles all project logistics requirements and inventory of materials and equipment.
Provide support and assist Regional Manager during document preparation and submission of proposals.
Coordinate and provide support administrative or clerical to project or technical engineers.
Duties & Responsibilities:
Meet and greet visitors and callers, handle telephone inquiries, and directs them to the appropriate person.
Schedule and maintain calendar of appointments, meetings and travel itineraries of the Vice President and executives and coordinate related arrangements as necessary.
Responsible for scheduling conferences and meetings; contacting individuals to participate, assuring convenient time for all those involved or arranging time changes convenient to all participants.
Coordinate external and internal project meetings, minutes and associated documentation
Performs variety of administrative tasks for the VP’s, AVP’s, Department Heads or Managers and other Executives which includes but is not limited to: organizing an appointment calendar, screening visitors and telephone calls, answering routine correspondence, accumulating information for reply to requests by correspondence and/or telephone.
Create and prepares routine and non-routine correspondence, reports, forms, contracts, manuals, invitation letters, other documents as required.
Provide a single point of contact and co-ordination for the entire team Cebu
Update plans, creating agendas, documenting minutes, prepare presentations and other administrative duties such as maintains and organizes the office files; assures that proper security measures are followed concerning confidential files and materials; maintains manuals, regulations, etc.
Organize meetings and prepare materials during events such as graduation programs for agents, team buildings, offsite strategic planning venues, stakeholder’s hotel accommodation, dining arrangements and logistics reservations.
Canvass; arrange travel schedule and reservations for Executives and Management visiting the site for training.
Coordinate with legal dept. for visa renewal of visiting clients and assist during the processing. Coordinate results to head office and to the VP.
Check and process payment request for reimbursements of credit card and phone bill payments.
Handle Cebu revolving fund and replenishment of such fund.
Coordinate and liaise with Head office in Manila for any queries related to data and document processing required for Cebu operations.
Duties & Responsibilities:
Provide general administrative and clerical support Training Centre Ops. Manager and the Training Team in the daily operations of the Training Center.
Serve as the main focal point of the Training facility in the absence of the Training Center Manager. Ensure that all information are relayed, captured and disseminated to the appropriate personnel on time.
Screens, priorities incoming requests (written or verbal ), paying particular attention to sensitive and urgent issues.
Establish and maintain efficient and effective filling system for documents, correspondence, hard copies and maintain updated database for electronic reports and procedures.
Attend, prepare and record minutes of meetings and other project deliverables.
Prepares office correspondences such as memos, reports and other documents.
Prepare process and monitor RLIC gate passes and RP’s of project personnel and vehicle licenses for timely renewal.
Monitor and check vehicle usage, driver’s daily itineraries and vehicle maintenance. Coordinate report to head office for any concerns or issues requiring immediate attention.
Handles materials requisition, Inventory of Office Supplies and monitor maintenance of office equipments and other Company assets. Perform trouble shooting when necessary.
Process and follow-up deliveries of materials, printing of training materials, manuals and other training requirements.
Coordinate and collaborate with various IC’s for their HSSE training needs.
Monitor staffs visa expiry and renewals and coordinate it with Main HR/Admin. Office, follow-up results and provide feedback.
Deliver BEHAVIORAL SAFETY TRAINING such as IIF Orientation.
Prepares monthly course training allocation plan and remind trainers with their daily training schedule. Notify and update Trainers for any changes on the schedule.
Prepare, monitor and communicate with Head Office HR & Admin. Office, project personnel monthly vacation leave plot, travel authorizations, leave applications, salary issues and other HR / administrative requirements.
Handle revolving fund, process replenishment once depleted and send expense report to the Commercial Department for replenishment.
Assist in preparation and analyzing budgets, liaise with Finance Department staff and Commercial Manager in resolving queries and clarifications of budget, invoice, commitments and expenditure details.
Maintain and update filing system for Cost Budget Control activities including contracts, agreements, Letter of Award/Intent, Notices, Variation Orders, timesheets, payment certificates and invoices.
Prepare and process all documentation related to evidence processing and registration of invoices in Nexus Database prior to transmittal to the appropriate section for action.
Check the reported monthly detailed cost for each project against budget availability to ensure project expenditure is within budget.
Participate with Training Center Manager & Commercial Manager and client project representatives in analyzing project data cost.
Maintain and monitor Invoice Register and highlight areas of concern to the Training Center Manager. Monitor Invoice processing, make follow-up to ensure timely return of document and forward approved documents to head office for payment processing.
Duties & Responsibilities:
Provide administrative support to the Finance Manager and CEO.
Supervise and manages daily operations of the newly opened Branch.
Set schedule of company sales visits.
Assigned to explore and search for strategic location to set-up branch office and process business permits and licenses.
Conduct market survey of existing CAD Software users thru telemarketing and
Maintain and updated record of clients, made follow-up for any sale close out visits made by the Marketing/Sales Manager.
Prepare quotations and sales invoices.
Manage revolving fund of the branch.
Handle schedule of delivery of Software product to customers.
Perform purchasing, canvassing of office supplies, office furniture’s and office equipment for the branch office.
Duties & Responsibilities: ( GIFT SHOP )
Give administrative support to an Australian Expat in setting up his gift
shop business and real estate businesses in Philippines.
Organize and set-up Office Administration, sales & marketing.
Design and develop marketing programs and strategies together with the
Marketing Specialist in promoting sales.
Identify market opportunities, carry out market research, and conduct
customer survey.
Create and maintain customer accounts lists.
Prepare and report weekly sales and monthly sales report to the owner
Coordinates and liaise with advertising agencies.
Prepare Inventory reports of Goods for Sale and Work in Progress.
Visit clients, suppliers and advertising agencies every now and then.
Duties & Responsibilities: ( REAL ESTATE )
Assist in the scouting of land title from lot owners, agents, brokers who are selling their farmlands, beach lots, houses, sub division lots, etc..
Conduct site visit and perform telemarketing and client visit.
Response to online inquiries and accommodate requests for site visit and arrange trips, accommodations, etc. for customers who wanted to visit the actual site.
Contact with land owners and discuss price negotiations.
Prepare letters of proposals and other forms of correspondence.
Arrange client meetings and schedules.
Arrange and manage the website for new or prime lots posting together with the web designer.
Arrange with other advertising agencies for lot postings in newspapers and other print ads.
Duties/ Responsibilities:
Provide general administrative support to the PRESIDENT/ CEO.
Prepare all office correspondence, memos, legal documents, letter of intent and other office communications as instructed by the President.
Manage warehouse and logistics.
Create highly effective and systematic organizational systems of filing.
Coordinate in setting up meetings and records minutes of the meeting.
Managed office in absence of the President and perform telemarketing and customer servicing in absence of Sales and Marketing Mgr.
Establish and maintain contact list of customers, guests and suppliers.
Conduct internet research for potential suppliers, report finding to the CEO.
Prepare and place purchase orders and follow up deliveries.
Responsible for the timely preparation and dissemination of company reports such as monthly sales reports and account payables.
Answers and screen high volume of incoming calls and walk in customers.
Monitor and supervise order of customers for on time deliveries.
Monitors and control inventory level.
Assist Sales and Marketing Dept. in preparing quotations and invoices.
Perform product costing and report final selling price to the President.
Handle and process company importation of goods. Liaise with brokers ( for the release of our goods from customs); shipping agencies and forwarder for the timely arrival of our shipment and government officials during negotiation of customs duties and taxes, bank personnel during application of letter of credit or processing of payments.
Duties/ Responsibilities :
• Handle purchasing functions, particularly on IMPORTED GOODS.
• Prepares various correspondences. Place order and initiate price negotiations with foreign suppliers when instructed by the Purchasing Manager.
• Facilitate the processing of application of Letter of Credit to banks or Telegraphic Transfer transactions for the payment imported materials.
• Monitors timely arrivals and deliveries of the imported goods to end user or to the Production Dept.
• Coordinates and liaise with customs personnel, shipping agencies, forwarders and other government agencies to streamline release and delivery of materials from Customs. Assist brokers and negotiate duties and taxes with Customs Personnel.
• Follow up and monitor inventory. Process MIS and Requisition slips.
• Takes charge of the renewal of permits & licenses for the bonded warehouse.
• Prepares, coordinates and reports to company Group Controller and Chief Accountant pertaining to the amount or cost of purchases involved in importing products for evaluation and analysis.
• Assist with accounts Department during year- end inventory and costing.
• Perform liquidation of duties and taxes as per Customs requirements and procedures for Customs Bonded Warehouse.
• Liaise with warehousemen and production personnel during delivery of containerized products ( especially products subject for fumigation and strict government regulations ).
• Prepare pro-forma invoices and packing lists for export products. For import, communicate suppliers for commercial invoices, packing lists, Bill of Lading etc. for immediate checking bonded Warehouse.
• Perform bargaining with shipping agencies, port personnel with regards to demurrage charges, shipping costs, and other handling charges.
I was still on my first semester in my studies for Special Education Course. And I was doing it on an online basis or remotely.