Neriza Tongol

• Organize and oversee the CEO's and executives' calendars, arranging meetings, appointments, and personal commitments.
• Prepare and organize documents, presentations, and reports for internal and external meetings, as well as personal projects for the CEO.
• Handle correspondence, including emails, phone calls, and inquiries, with professionalism and discretion.
• Maintain accurate records and files related to professional and personal matters, ensuring accessibility and confidentiality.
• Arrange and coordinate venue bookings, catering, and special arrangements for CEO and executive meetings, conferences, and events.
• Attend meetings with the CEO and executives, take minutes, and distribute notes and action items as needed.
• Coordinate travel itineraries, accommodations, and transportation for the CEO, executives, and their families, ensuring seamless arrangements and adherence to personal preferences.
• Handle visa applications, passport renewals, and other travel-related documentation as required.
• Serve as the primary point of contact for internal and external stakeholders seeking access to the CEO and executives, exercising discretion and professionalism in all interactions.
• Facilitate communication between the CEO, executives, and various departments, teams, and external partners.
• Assist the CEO and executives with planning, coordinating, and executing special projects.
• Provide support for the decision-making process both professional and personal by conducting research, gathering data, and compiling information.
• Process expense reports, receipts, and invoices for the CEO, executives, and their families, ensuring accuracy and compliance with financial guidelines.
• Track expenditures, monitor budgets, and reconcile financial records related to personal accounts and discretionary spending.
• Working with administrators, finance, HR, and production staff, as well as other team members, streamline processes and improve overall efficiency.
• Provide backup support and assistance to colleagues during peak periods or absences, maintaining continuity of support for the executive team's needs.

• Performs a wide variety of administrative and executive support tasks that are highly confidential and sensitive.
• Coordinates office activities and schedules; develops and recommends office procedures and systems; ensures smooth office operations.
• Coordinates with head office regarding visa processing, medical, insurance, leaves and other employees concerns and request.
• Managing Visa database and depositary of Employees documents
• In-charge with the Attendance Machine, keeping a record of time in/out, over time, absences, leaves and sending reports to payroll every month.
• Research, compile and prepare confidential and sensitive documents and brief the General Manager and Executives regarding content.
• Reads and screens incoming correspondence makes a preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the Executives and Staffs Receives and screen incoming calls and visitors, determine which are priority matters; and alerts the General Manager or Executives accordingly.
• Acts as liaison between the General Manager, Executives, Subordinates, or others by transmitting directives, instructions and assignments and following up on the status of assignments.
• Updates General Manager or Executive on the status of issues before scheduling meetings
• Prepares agenda and collects materials for meetings, speeches, and conferences; take minutes and keep records of proceedings.
• Coordinates & facilitates the General Manager or Executive's calendar to arrange appointments, meetings, conferences, travel plans & events exhibition.
• Arrange travel tickets; prepare itineraries & hotel booking.
• Responsible for the Master phone list of General Manager Responsible for office expenditures such as equipment & office supply needs
• Perform other functions assigned by the General Manager.

• Provide administrative support to staff, managers & MD.
• Directly report to the Management & coordinate with all departments.
• Receive, prepare and record invoices and payments.
• Handle recoveries and follow ups.
• Screen telephone and personal callers.
• Make and record appointments.
• Receiving and recording deliveries of office equipment and mailings
• Receive and process incoming and outgoing mails & correspondence.
• Do business correspondence on behalf of the organization.
• Store and retrieve data on computers.
• Prepare agendas / programs for meetings.
• Attend and take minutes of meetings both in the office & other locations.
• Organize business itineraries travel arrangements & hotel bookings.
• Organize conferences, meetings and social functions.
• Handling all purchases of office supplies on monthly basis
• Maintain record of existing & new customers for follow up and business promotions.
• Welcoming office visitors and guiding them as required
• Maintain client relation and ensure customer satisfaction.
• Responsible for company transportation related issues.
• Attend to walk in clients & enquire the nature of their queries; answer them appropriately or refer them to right personnel.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data in the system ensuring that the information is accurate and up to date.
• Maintain updated records of all approved documents and drawings and their distribution clearly
• Maintain the files and control logs as required by the project.
• Perform other functions assigned by the Managing Director & CFO.

• Performs a wide variety of executive secretarial and administrative duties as required by daily operations.
• Coordinates office activities and schedules; develops and recommends office procedures and systems; ensures smooth office operations.
• Preparing enquiries, Quotations, Invoices, Pro-forma Invoices, Delivery Notes, and Purchase Orders.
• Applying Letter of Credit to the Bank.
• Answers telephone and direct calls to appropriate department or person.
• Receives and distributes incoming mail, email and fax messages; reviews and evaluates mail to identify those items requiring priority attention.
• Responsible for business correspondents, letters, preparing minutes of the meeting.
• Responsible for making appointments, meetings, gatherings & booking of hotel reservation.
• Documentation and Filling all confidential documents of the company.
• Follow - up clients for orders & payment either by L/C or cash.
• Scans documents, prepares and sends e-mail messages.
• Perform other functions assigned by the General Manager.

• Encoding of Invoices & Credit Notes
• Answered telephone and transferred calls promptly, receive and relay voice messages.
• Attend visitors, informing arrivals of the shipment and directing visitors to their designations.
• Receive / dispatch mails and documents including courier and ask messenger to distribute to addressee.
• Assist in general clerical duties such as copying, filing and typing confidential documents
• Handling Petty Cash
• Doing daily reports of the personnel. Training new staff
• Perform other functions assigned by the supervisor.