Admin and Operations Assistant
The Pearl Dermatology and Laser Center
Total years of experience :13 years, 3 Months
Supervise daily operation of the clinic with 3 branches and more than 10k patients recorded.
Provide versatile administrative support and performs the day-to day Admin tasks including premises & reception management, secretarial & clerical requirements of the Management and other department to ensure efficient operation of the clinic.
Perform key reception functions as needed; answer and screen calls, make appointment for patient, provide them accurate information about the clinic services, register them in the system, and record and process payments
Oversee facilities services and machine maintenance activities, liaise trade persons, and maintain very good and smooth business relationship with them.
Arrange meeting for the management, and trainings, seminars and product demo for nurses and doctors.
Monitor inventory of clinic, office, pantry supplies and purchase new material with attention to budgetary constraints and send report in a weekly and monthly basis.
Responsible for handling and auditing the Petty Cash fund for each branch.
Assist in the recruitment process of required personnel from scheduling and doing the initial interview, forwarding the Job Offer, registering them in the Biometric system, and keeping all staff records and files.
Organize and supervise other clinic activities (EID party and year end party).
Perform related duties as assigned.
Manage schedules, organize office functions, and oversees daily operations of the academy with over 40 employees and more than a thousand of students.
Provide administrative support such as coordination, monitoring, encoding of Admin reports/official documents, follow-up / telemarketing activities, SMS or e-mail blasting.
Create and send the zoom details to over 100 students on a daily basis for the online classes.
Monitor social media accounts, answer queries and assign possible clients to the counselors.
Arrange and schedule meetings with the other schools and company for events and partnership.
Write minutes of every meeting as well as coordination with the required personnel to ensure task mentioned is completed based on agreed timeline
Prepare circulars for all the activities and events as well as examinations
Liaise with Center Head, Instructors and International examiners for the LCM/BTDA/NALANDA examinations at the Academy.
Check the list and requirements of all the examinees and submit it in the international affiliation.
Prepare the examination schedule of over 200 candidates as well as the schedule of staff during exams
In charge in safe-keeping and releasing of certificates or diploma from exams, events and workshops
Upload all the exam mark sheets and certificates in the student portal.
Manage transport arrangements for all employees, and submit monthly coast summary report.
Assist in the recruitment process of required personnel from scheduling the interview coordination with the applicant and travel agency
Assist in visa application (if require), process hotel and flight booking for international events
Monitor inventory of office equipment/supplies and purchase new material with attention to budgetary constraints.
Closely monitor the sale of books and ballet items, do the weekly and monthly inventory to ensure stocks availability.
Provide assistant during workshops, events and related marketing campaigns of the Academy.
Train personnel and allocate responsibilities
Oversee facilities services, maintenance activities and trade persons
Organize and supervise other office activities (recycling, renovation, event planning etc.)
Ensure cleanliness in the entire premises of the Academy
Maintains very good and smooth business relationship with clients and Academy's personnel
Manage the daily transaction of the Executive lounge with more than a thousand of member in the Philippines and ensure that it complies with fire regulations and all health and safety legislation.
Maintain a friendly environment in the lounge reception area.
Give the guest and their companion a warm welcome upon visit and attend to their needs.
Check the validity and status of their membership on every visit by opening customers account information.
Attend to phone calls and respond to all queries, suggestion and comments as well as complaints.
Process the daily sales and encode and transmit all membership application form and update member’s database.
Print and issue membership card.
Prepare the daily, weekly, monthly and annual reports (Bills Payment, Membership, Foot Traffic Count, Refreshment Consumption, E-Plus Transactions and Frequency report).
Do urgent request from our bosses, and reply to all e-mails in Outlook.
Inventory of all the stocks and replenish all needed items and supplies.
Look for suppliers for the non-available items and schedule appointments for negotiations.
Make the attachment for Purchased Order (PO) and make the entire request for supplies (pantry consumables, fixed assets, office supplies and non-available supplies) and liquidate it.
Plan meetings and construct ideas to hit sales target.
Prepare presentation for monthly meetings and annual budget.
Prepare events and other promotional activities for marketing purposes.
Responsible for the daily schedule and intensive training of new staff for expansion and deployment.
Ensure that the front desk provides a presentable and friendly service for the staffs and customers.
Welcome and greet the visitor warmly as soon as they arrived in the office.
Direct visitors to the appropriate person and department.
Answer, screen phone calls in a professional manner and take messages.
Respond to queries, suggestions and comments.
Give quick and efficient solutions to complaints.
Inventory of stocks and process the order for all needed items and supplies (pantry consumables, fixed assets, stationary and non-available supplies).
Make the attachment and liquidation for purchase order.
Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges and work permits)
Receive, sort and distribute daily mail/deliveries
Keep updated records of office expenses and perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
Collaborate with various department to ensure a cohesive work environment.
Managed calendar and schedule.
Handle administrative requests and queries from senior manager.
Perform other duties as assigned.
First point of contact of the customers inside the mall.
Responsible in providing customers the assistance they need.
Familiarization of all the areas inside the mall and all the upcoming and ongoing activities.
Answers all queries, suggestions, comments and complaints of customers.
Resolve service problems by clarifying the customers’ complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction and adjustment; following up to ensure resolution.
Recommend potential services to management by collecting customer information and analyzing customer needs and prepare product and service report from the collected information.
Process the daily sales of the booth that includes cashiering and replenishment of stocks, and make sure that cash and items are tallied on the POS.
• Vice President of Psychology Student Society • Graduated with Scholarship • Chess Varsity Player
