Admin Assistant (SECRETARY/RECEPTIONIST, ADMIN, HR, DOCUMENT CONTROL, EMAIL SUPPORT, FINANCE, SALES)
Advanced Solutions for Information System
Total years of experience :16 years, 8 Months
SECRETARY/RECEPTIONIST
Provided full range of secretarial and administrative support to the CEO plus 14 employees.
• Accomplished memoranda, letters and other correspondences;
• Screened, handled and redirected calls;
• Reviewed and evaluated all received documents prior to endorsement to the CEO;
• Received, sorted and distributed daily mails/deliveries;
• Provided calendar management. Scheduled and coordinated meetings and prepared necessary documents;
• Arranged travels;
• Provided support to the visitors; and
• Other tasks as directed.
ADMIN
• Coordinated with the liaison officer for the renewal of expiring company documents;
• Provided project information to the technical staff and the available resources;
• Reviewed contracts; and
• Other tasks as directed.
HR
• Updated employees’ record;
• Administered monthly Time Sheet for all the staff for payroll processing;
• Administered general office management;
• Drafted memo as directed by the management; and
• Posted Job Ad.
DOCUMENT CONTROL
• Printed and distributed documents as needed;
• Scanned, photocopied, and bound documents;
• Reviewed and updated documents for maintenance and quality control;
• Maintained computer and manual filing systems; and
• Maintained confidentiality regarding sensitive documents.
EMAIL SUPPORT FOR CLIENT
• Provided support for incoming queries and issues related to computer system, software and hardware; and forward the same to the technical team for appropriate action;
• Created service request on Manage Client System;
• Responded to client’s queries and issues in a timely and accurate way, via phone or email;
• Updated the client on action done and the monthly maintenance visit by the technical team; and
• Accomplished the daily report.
FINANCE
• Created and sent invoices to clients;
• Collected, entered and updated financial data such as client contract information and vendor master records;
• Kept track of accounts payable, accounts receivable, purchase orders and contract renewal; and
• Monitored the flow of all the cash transactions; including receipts and disbursements.
SALES
• Created and sent client quotations;
• Monitored and updated the device inventory and created delivery note for all the devices delivered to clients; and
• Received orders from the clients and ordered them to local or international suppliers.
EXECUTIVE ASSISTANT/RECEPTIONIST
• Provided efficient assistance as Executive Assistant to the Chief Legal Counsel;
• Kept track of all official schedules and appointments of the Chief Legal Counsel and managed itineraries;
• Reviewed and evaluated all received documents prior to endorsement to the Chief Legal Counsel;
• Drafted memoranda, letters, correspondences, reports and presentations;
• Arranged meetings and functions;
• Organized travel arrangements;
• Screened, handled and redirected calls;
• Ensured distribution of instructions and/or documents requiring immediate attention/action to appropriate officers and staff;
• Accomplished the reimbursement and/or liquidation voucher of the Chief Legal Counsel from his local and foreign travels; and
• Provided support to the visitors.
ADMINISTRATIVE ASSISTANT
• Provided administrative and secretarial support to Documentation and Opinion and Research Department in the Office of the Legal Counsel;
• Prepared departmental correspondence, documents, reports, and presentations;
• Scheduled and coordinated meetings and appointments;
• Administered and transcribed the minutes of meetings;
• Arranged travel itineraries;
• Screened, handled and redirected calls; and
• Acted as one of the Administrators of the Department’s Portal.
DOCUMENT CONTROL
• Entered received and outgoing documents to department’s database for tracking;
• Generated reports from the database if needed;
• Scanned, and uploaded documents according to department’s procedure;
• Reviewed and updated documents for maintenance and quality control;
• Maintained computer and manual filing systems;
• Maintained confidentiality regarding sensitive documents; and
• Established and maintained record retention timelines.
● Coordinates the work of the Budget, Personnel Human Resources - Operations Support (BPHR-OS) unit for conducting in-house training and external training;
● Ensures that logistical requirements, as specified by the trainer, are met by scheduling all works, coordinating tasks and venue arrangements, and taking corrective action when necessary;
● Administers the preparation and reproduction of reading materials;
● Designs and produces materials requested by resource speakers using a variety of software; and
● Collates, extracts and complies feedback from participants to produce timely and accurate reports and summary.
● Accomplishes the Tardiness and Overtime report every month;
● Administers the processing of replacement of Smart IDs;
● Registers the newly hired employees in the Organizational Management of Smart Communications;
● Administers the Personnel Information System, Employee record and control of 201 files and other confidential records; and
● Monitors employee’s attendance and the checking and recording of employee’s leave availment, overtime, absences and tardiness through SAP R/3.