Administrative Assistant
Naufar
مجموع سنوات الخبرة :27 years, 8 أشهر
1) ASST to CEO (till Mar 2014) - Document filings, typing & admin work, Consolidate Monthly report compilation for submission to His Highness, Coordinate & arrange appointments in Calendar, making sure of CEO all stationery needs & ready for use, Clear out tray of documents, Creation of organizational chart - management & clinical.
2) PROCUREMENT (currently) - *Updating & creation of P.O. record list, P.R., Goods Receiving Notes, RFQ record list,
* Sourcing out 3 vendor quotations through phonecalls, emails & website & followup.
* Creation of POs, PRs, GRNs, SOF, RFQs, Commercial Evaluatn / Technical Evaluatn forms
* Make copies of PO to distribute relevant inter-department.
* Receiving & checking individual delivered goods.
* Follow-up with end users & vendors with rgrds to purchases
* Receive invoices from vendors, match, register, copy & file.
* Handle queries from vendors with rgrds to payments.
* Create Audit Checklist for every PO created.
* Assist Procurement Specialist for vendors for major PRs.
* Assisting Tender Committee for documentations.
3) I.T.
* Application for New User for email id, logon id, Phone number extensions to IT Service Provider & follow up.
* Confirm, coordinate & respond to I.T. Service provider with regards to cases created for naufar for IT requests.
* Requests to I.T. Service Desk for troubleshooting of user’s work pc/laptop problems.
* Purchasing of I.T. Equipments required for new employees (laptops / desktops)
* Resolved troubleshooting solutions with I.T. Service Desk
* Source out vendors & suppliers for softwares & licenses
* Request & Coordinate with I.T. Service provider to assist in setting up new employees workstations / IT equipments
* Check warranty & Contact Authorised Dealers for defective hardware problems.
* Adhoc assistance for users for minor troubleshooting of PC / email problems.
4) TMCH - Adhoc General procurement administrative assistance.
5) HR - Adhoc General procurement administrative assistance.
Seconded to Aspire Sports City, Qatar from March 2008 to present.
PLANNING DEPT (2008 - 2011):
* Add/edit/deletion of monthly PPM schedule for assets (HVAC, Mechanical, Electrical, Proprietary) for servicing and maintenance using TAM systems.
* Arrange & coordinate with engineers/venue coordinators/technicians with rgrds to PPM schedules & assets for PPM in Total Asset Management system (TAM).
* Support in major events - consolidating lists for staffs' access permit
* Update following months' PPM sched in accordance to VCs preferences
* Prepare data summarised from TAM, for Mthly Mgt Reports for HOD
LOGISTICS DEPT (2011):
* Updating of materials received from suppliers, into the stock filling in TAM system
* Checking of materials supplied against existing record in TAM.
* Follow up with a new material record form for engineer to check material & verify category to register into TAM.
OPERATIONS DEPT (2011 to April 2013):
* Asst to Snr Operations Mgr
* Prepare Ops Staff Shift Schedule mthly for approval of HOD & disseminate to Ops Staffs
* Update daily Request of Overtime submitted by Operations Staffs into summary record
* Attend phonecalls & transfer calls for Operations Staff
* Attend Incident reports reference number requested by Ops Staff through phonecalls & emails
* Stationery upkeep & ordering monthly
* Assist in preparing Electrical Meter Reading for all Venues in the sports city fortnightly
* Interact with Ops Staffs for daily needs for checklists for PPM
* Compile namelists for staffs' & OMCs access during big events, to submit for approval by clients
* Coordinate with Ops staffs&Client with regards to borrowing of Elect Room keys for scheduled PPM by OMC.
* Checking & filing checklists for all venues submitted daily
* Compile, calculate & summarise Overtime & access hours rendered by staffs for whole month for submission to Finance office
* Prepare scheduled leave forms received from staff for checking, validating & submission to HR
* Assistant to Operations Manager at site - People's Association Headquarters, Kallang Road
* Entertain clients for requests
* Attend FM service requested through phonecalls and emails from clients
* Schedule PPM work of contractors (Maintenance contractors, housekeeping, Civil contractors, Pest control contractors etc) to meet clients convenient times
* Schedule workshift for Technicians
* Compile Monthly management report
* Arrange meetings for clients and UGL managers
* Interact with UGL SG HQ for documents & stationeries
* Making sure building and facilities are in working order before events (example: Singapore Chingay, Visit from Finance Minister, etc)
* Compile, calculate and summarise rental funds for submission to PA HQ Accounts office (client)
* Attending to phonecalls from clients with regards to the venues I am in charge with on facilities management services rendered to a few established government buildings, namely the Ministry of Defence, Civil Defence stations, Inland Revenue House, government schools, Ministry of Environment, etc.
* To tally and send a monthly cost of service according to SOP to clients for billing, and agreement,
* Using the MYOB system to generate bills for clients, and to ensure the costs are tally,
* Assistant to General Operations Manager on documentation and tender,
* Assistant to Operations Manager, engineers and technicians,
* Arrange PPM schedule for sub contractors.
* Attend to walk-in customers, online customers and by phonecalls,
* Create short trips travelling packages,
* Coordinate with associates to combine or join venture to create exciting new tour packages for customers,
* Arrange customers travelling needs suited to their taste,
* Conduct & liase with tourguides in the comforts of customers while travelling with them on large tour groups to ensure every arrangement is done smoothly and according to plans,
* Manage, create and update company's website for global business needs,
* Assigned photographer for big company events with popular radio shows and tv shows,
* Sourcing of tour bus rentals, resorts, tourism attractions, air ticket agencies, etc
* Use of AMADEUS air ticket booking system for all airlines to do booking and confirmations for customers
* Updating micro sites of Asiaone.com with regards to advertisements on products and services that comes through this advertising and tv media for their services to spread the market.
* Assistance to Chief webmaster in redesigning websites and photography.
* Use of Adobe Photoshop for editing/creation of graphics for use on microsite
* Use of raw html coding to create/edit new pages for websites
* Use of Coffeecup, Macromedia, ftp, etc, to create webpages
* Assistance to Asst Editor/Editor/ manager on products promotions.
Asiaone.com (http://www.asiaone.com/) is a sister company (online newspaper publications) of Singapore Press Holdings Ltd.
* Assistant to Webmaster in updating news website - Berita Harian online (http://beritaharian.sg/) daily news,
* Assist on ideas and design for the online news website,
* Participated in Youth Programme for local malay Live Radio Shows on RIA 89.7FM (http://radio.toggle.sg/en/radio/ria-897-fm).
* Performed live singing on stage for promotion of both the newspaper and radio show.
* Had been a scarf (hijab) one-time model for the newspaper spread.
* Worked with some Singaporean & Malaysian artistes for the Youth Programme.
* Attending to phonecalls and transferring to relevant parties
* Assistants to Secretaries from all Dept
* Getting mails from mailbox, sorting & distributing
* Assistant to Secretaries for filing of reports received from Clerk-Of-Works
* Attend to walk-in customers
* Prepare meeting rooms
* Use of franking machines and posting of documents and letters out
Diploma in Information Technology