Exec. Secretary/Document Controller
Multi Bricks Building Contracting LLC
Total des années d'expérience :17 years, 0 Mois
• Provide high-level administrative support, handling information requests, perform general office duties.
• Performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls & scheduling of meetings.
• Read and analyze incoming memos, submissions & reports in order to determine their significance and plan for distribution
• File & retrieve corporate documents, records and request
• Prepare responses to correspondences containing routine inquiries
• Compile, transcribe and distribute minutes of meetings
• Prepare agenda for meeting, make travel arrangement
• Records management systems and performing basic bookkeeping work
• Prepare invoices, reports, memos, letters & other documents.
• Registering all incoming and outgoing correspondences, Drawings & Technical submittals.
• Maintaining a register of all incoming and outgoing mail, stamping and recording of mail before circulating for distribution to the Project Manager.
• Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE procedures
• Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the work flow.
• Collecting faxes regularly, recording and sending for distribution to the individuals concerned, photocopying fax if it is marked for someone’s urgent attention and sending them accordingly with a copy to the Project Manager/line manager
• Co-ordination between other Consultants & Contractors for facilitating documents workflow and ensure documents status to be closed.
• Update drawings in accordance with Drawing Register.
• Follow-up with team members and others for “open” status items to be closed down.
• Maintain Project Documentation as per ISO standards.
• Data input to database related to document receiving & tracking document.
• Assist Site office administration
• Accepts requirements and process the application for Move IN/OUT of the Owner/Tenant in the apartment and coordinate with them the status of the application
• Received and attend to Owner/Tenant complaints such as maintenance work inside the apartment, access card for parking and facilities use and any other concerns and coordinate it with the facility management
• Maintains the records of the Owners/Tenants
• Activates and deactivates access cards for parking and facilities use
• Monitoring of the CCTV system, fire alarm panel and gas panel
• Acknowledging the fire alarm and making sure that it is properly relayed to Security Shift Supervisor
• Encode/log to the SMS software all visitors, contractors and suppliers on a daily basis, ensure all information and details of the person is correct.
• Controlling access of the contractors and outside visitors within the hotel premises by screening and issuing security passes
• Ensure that Gate Pass is checked with signature of authorized personnel of the department if property of the hotel is brought outside.
• Ensure that Work Permit is issued and checked with signature of authorized personnel of the department
*Consistently offer professional, friendly and engaging services.
*Welcoming guests to the Health Club and ensure they have a safe and enjoyable experience.
*Ensure all guests are registered prior to using the fitness facilities and are aware of the guidelines regarding the use of facilities, programs and activities available.
*Provide guests with all information and offerings and all administrative duties as required.
*Assist in promoting the facilities.
*Report any equipment that needs servicing and follow all safety and sanitation policies.
*Daily reporting of sales and inquiries.
• Responsible for organizing, scheduling meetings and appointments
• Prepare correspondence, filing, data management, drafting and editing office memos
• Record the attendance of all employees
• Answering phone calls, new queries and assist clientele as they enter office
• Review incoming correspondence to determine its significance
• Make travel and event arrangement
• Prepare agenda for board meetings
• Compile meeting minutes
• Ensures that duties and functions of Inventory Analyst (IA), Receiving In-charge (RIC) and Check out checker (COC) are properly carried out in accordance with the standard procedures set by the company.
• Determines and suggests solutions/approaches to the Store Manager on concerns/problems raised by other department pertaining to the performance of IA, RIC, COC.
• Files correspondence and helps the manager in establishing a general filling system for safekeeping of records and maintains their confidentiality.
• Provides backup support to customer service including answering incoming calls, greeting visitors, accepting pouch deliveries and routing them to recipients.
• Prepares meeting materials and takes minutes of meeting as required.
• Helps facilitate meetings, travels and other special events as required.
• Keeps and updates employee file folder in the store and informs HR Head Office of any updates and submits required supporting documents.
• Receives and files pre-employments of qualified employees and merchandisers assigned in the store and forwards copy to Head Office.
• Gives orientation to employees concerning store personnel policies, rules, regulations and procedures
• Reminds the store manager of the performance evaluation with HR H.O.
• Facilitate exit interviews to resigned employees.
• Registering all incoming and outgoing correspondences, MoMs, Drawings & technical submittals.
• Maintaining a register of all incoming and outgoing mail, stamping and recording of mail before circulating for distribution to the Project Manager as set out in BMS_Project Communication and Document Control and BMS_Site Supervision Quality Procedures
• Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the work flow.
• Collecting faxes regularly, recording and sending for distribution to the individuals concerned, photocopying fax if it is marked for someone’s urgent attention and sending them accordingly with a copy to the Project Manager/line manager
• Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE procedures
• Co-ordination between other Consultants & Contractors for facilitating documents workflow and ensure documents status to be closed.
• Update drawings in accordance with Drawing Register.
• Follow-up with team members and others for “open” status items to be closed down.
• Maintain Project Documentation as per ISO standards.
• Electronic-transmission of documents
• Data input to database related to document receiving & tracking document.
• Assist Site office administration
• Coordination with the respective Project Managers, Secretaries and other staff to ensure correctness of the records.
• Successful closeout and handover of documentation as required by line manager
• Regular periodic backup (electronic copy) of project documents
• Other duties as requested from time to time.
• Knowing and familiarization of all the company's products and actual exposure in selling and c customer service.
• Compliance on store's standard merchandising display and arrangement of stocks per category and per item. To work on special projects set by the store management team.
• Terminal and Head cashiering: Actual hands-on cashiering and familiarization of banking aspects of the store operation.
• Exposure on Receiving system by familiarization and master the company's established receiving of stocks.
• Familiarization with the Inventory system and generate related reports.
• Exposure on Check out system and delivery procedures: Proper checking of items released and delivered against invoice.
• Overview of Store Administrative Standard Operating procedures, Supervision of all the employees, DTR preparation, Preparation of memos and checking of various reports.
• Supervision of merchandisers, Dissemination of new policies, Conduct briefing, Handling Customers complaints
• Store Operation
*Advertisement and Promo
*Safety and Security
*Store housekeeping and Merchandising
*Building & Equipment Maintenance
• Conduct preliminary interview and orientation of qualified applicants/clients
• Received, checked, prepared and sent out pertinent papers of qualified applicants to the Head Office.
• Received and transmit status updates of the applicants from Head Office such as Job Offer Received, Training Schedule, Seminars and Schedule for Departure of the applicants
• Keeping track of schedules and updates of the status of the applicants
• Format monthly schedule of recruitment activities such as Special Recruitment Activity (SRA)
• Attend scheduled and other recruitment activities held by the Government such as Job Fair
• Answered phones, greeted and assisted visitors and clients
• Handling general administrative duties such as filing, faxing, copying and mailing
• Keeps records of personnel
• Checks employee attendance and coordinates with Accounting Section for preparation of payroll
• In coordination with the Office of the Plant Manager, implements company rules and policies
• Reviews manpower requirements of the Plant
• Performs administrative functions such as recruitment, training of personnel, wage administration and processing of retirement/separation benefits
• Maintained executive meeting schedule and travel arrangements
Met and greeted clients
• Responsible for the opening of all account like savings account, current account, peso or dollar time deposits and maturities
• Responsible for the proper documentation in opening of account
• Making of managerial checks
• Received payment of SSS and Philhealth contribution
• Responsible for monitoring maturities for the day