Executive secretary cum Administrative Officer
Laboratory Scientific Supplies FZC
مجموع سنوات الخبرة :16 years, 9 أشهر
Duties & Responsibilities- ACCOUNTS (Receivables & Payables)
Oversaw Local and Foreign Purchases, including conversion to different currencies
Thoroughly check selling price of local and foreign purchase before payment preparations
Process payment for trading and non-trading suppliers in a timely manner
Receive Counterfeit cash and check payments from customers and post entries to Tally System
Monitors accounts receivables and payable aging report and coordinates with customers and suppliers for long outstanding dues
Prepares monthly aging report and cash flow movement report to ensure sufficient fund was maintained for operations requirements
Facilitate cash and cheque bank deposits, bank payment transfers and purchase of foreign currencies
Establish and maintain organize paper and electronic filing systems according to office procedures to ensure the expeditions retrieval operation.
Administer Petty Cash Fund and replenishment of revolving fund
Prepares monthly bank reconciliation of different bank accounts and checked book balances
Review customer credit facility application and supplier verification forms
Duties & Responsibilities- EXECUTIVE SECRETARY
Provide administrative support to the Managing Director such as preparing correspondence, receiving visitors, scheduling conference calls and business meetings
Control and administer personnel files such as contracts, leave records and leave salary, gratuity and medical insurance
Prepare research, reports, memos, letters and certifications, presentation and travel arrangement for executives
Prepares monthly employees attendance report and payroll sheets
Prepares and Administer monthly CID Controlled Chemical Sales Report and send report accordingly to CID Department of Dubai, Abu Dhabi and Ajman
Open, sort, and distribute incoming correspondence, including faxes and email
Perform general office duties such as ordering supplies, service and maintenance of office equipment
Receive customer’s calls and attends to their queries and ensures good customer relation
Review loan documents to ascertain that the loan is duly approved as to requirements.
Prepare release of loan, by manager’s check, or transfer memo to borrowers account.
Received Counterfeit cash and check payments made by clients.
Post and monitors daily payments to Customer / Borrower’s Accounts
Facilitate bank deposits of various loan payments received from clients
Posting of all daily transactions in general ledgers and accounts reconciliation
Validate and call-back daily loan transactions
Provide monthly loan portfolio reports, aging analysis and loan movement analysis
Attends to clients’ inquiries/complaints regarding their Loans
Cross-sell other bank services and facilities
Performs other functions that may be assigned from time to time.
Assist OFW’s (Overseas Filipino Workers) and applicants for processing requirements.
Provide certifications for OFW’s that will be assigned to the jobsite abroad.
Profile and encode info sheet details for the POEA E-Sub System for the provision of
OEC (Overseas Employment Contract).
Make correspondence letters and other documents for the Manager.
Provide Deployment report of various projects to POEA.
Manage the GAMCA and ENJAZIT system for visa processing to KSA.
Make Applicants Monitoring Report and Medical Monitoring Report.
Provide timely report assigned by the manager.
Monitors and updates cash flow of the company, specifically collections and bank balances.
Provide aging analysis for all outstanding accounts.
In-charge of maintaining the confidential details of company’s accounts receivable pertaining to operators, dealers, etc.
Prepares statement of accounts of all outstanding receivables.
Prepares reminder letters for collection of outstanding accounts.
Coordinate with operators the schedule of collection and other details.
Analyze transactions pertaining to cash and accounts receivable and provide reports to treasury manager
Prepares periodic reports related to treasury and informs management thereof.
Follow-up Bank Statements per bank account monthly.
Prepare monthly bank reconciliations
Performs all other duties and tasks as assigned from time to time.
Prepare bank debit advice for the shipping of goods (Lighting).
Supervised the arriving of documents and commercial invoices coming from factories outside the country, check the details and supervised the transmission of these documents.
Assisting to the Financial Analyst regarding employee’s request for payments and petty cash funds.
Scanned invoices for the process of payments to various suppliers of the company.
Assisting to different Accounting activities.
Manages day to day administrative and accounting functions, and other errands and activities assigned from time to time.
GPA passing score in 1.50 (above 20 of the graduating class of 2007)