Administrative Assistant/ Secretary
Stantec International Inc.
Total years of experience :14 years, 9 Months
Managed and organized administrative tasks to ensure smooth day-to-day operations at the site. Maintain accurate records, including logs and site documentation. She handled inquiries and providing necessary information or directing them to appropriate contact. She assists in scheduling appointments and meetings for the site. Prepared and distribute relevant documents, reports and correspondence. Collaborate with other team members to support the overall of the site.
Assistant of the Regional Director and General Manager Assistant Payment Officer/ Invoice verification for payment processing.
Verifying the cash and travel costs for the regional director and general manager.
HR Assistant tasks include onboarding new employees, setting up office necessities, and purchasing tools.
Manages workplace operation, researching and purchasing items for office and employee's requirement.
Accomplishes administrative functions with the use of Word, Excel, Outlook, office forms, office equipment and basic office procedures.
Achieving real-time scheduling support by booking appointments and preventing conflicts.
Travel arrangements, such as booking flights, visa's, cars, and making hotel and restaurant reservations. Screening phone calls and routing callers to the appropriate party.
Sustain polite and professional communication via phone, e-mail, and mail. Checking government portals for possible tenders
Contract negotiations with suppliers.
Processing purchase orders for site office and office requirements
Oversees unique tasks like the major events, conferences, and exhibitions for the business. Anticipate the needs of employees in order to ensure their seamless and positive experience. Tracking Employees Record, attendance including Leave Balances
Answers and directs all incoming telephone queries. Answers calls politely, quickly and efficiently using the switchboard and acts as a local point for enquiries. Utilizes PA system for announcements.
Serves as the first point of contact in meeting and greeting Clients and staff.
Dealing with Emergency Situations, coordinating the response in a manner that ensured complete resolution includes: reporting of all incidents and accidents, guest complaints.
Conducting Health and Safety Orientation for all the new employees and contractors.
Ensuring that all fire wardens and first responders are knowledgeable on all safety-related information.
Accomplishes administrative functions with the use of Word, Excel, Outlook, office forms, office equipment and basic office procedures.
Maintains conference room schedules and appearance, assists with preparation for special meetings and events, places service calls for building management.
Sends, sorts fax and coordinates other facilities including ordering and delivery of catering.
Orders and maintains full records of building and office access cards.
Handles special projects, as assigned.
Completes travel arrangements and hotel bookings as and when required.
Updating a manual timesheet in the oracle system and approving when necessary.
Coordinate and organizes building access card for the employees from the building management.
• Perform all check-in and check-out tasks
• Manage online and phone reservations
• Inform customers about payment methods and verify their credit card data
• Register guests collecting necessary information (like contact details and exact dates of their stay)
• Welcome guests upon their arrival and assign rooms
• Provide information about our hotel, available rooms, rates and amenities
• Respond to clients’ complaints in a timely and professional manner
• Liaise with our housekeeping staff to ensure all rooms are clean, tidy and fully-furnished to accommodate guests’ needs
• Confirm group reservations and arrange personalized services for VIP customers and event attendees, like wedding guests
• Upsell additional facilities and services, when appropriate
• Maintain updated records of bookings and payments
Bachelor of Science in Office Administration major in Office Management