Regine Biclar

At March 2017, I was transferred to the Transformation department and worked closely with the Chiefs and senior management.
The following are my duties:
• Review and process requests assigned by the management for all related administrative services such as letter drafting, leave processing, photocopying, etc.
• Arranging meetings (including executive meetings), booking meeting rooms and preparing the items needed in the meeting such as laptop, speakers, telecom device, MOM or action list printouts.
• Attending meeting including executive meetings and taking minutes of meeting/ action list and distribute to attendees.
• Follow up the actions required reference to the recorded action list of the meetings.
• Track the signing and dispatch of outgoing correspondence related to assigned task.
• Prepare tracking logs and spreadsheets as required by management.
• Manage department’s records and archives.
• Answer and screen phone calls.
• Prepare report as required by the Chief/s.
• Provide support to CEO’s office.
• Arranging for interviews, coordinate with the applicant and schedule the interview.
• Ordering of department’s supplies or stationeries and maintaining inventory.
• Follow all relevant departmental policies, processes, standard operating procedures ad instructions.
• Practice team work in order to attain the team's goal/ KPIs.
• Book travel arrangement.
• Delegating colleagues while on leave or absent.

I was promoted to admin assistant II and supported several departments.
My duties in Qatarization and Corporate Learning Department:
• To carry out administrative duties such as filing, typing, photocopying, binding and scanning.
• To answer and direct phone calls.
• To produce and distribute correspondence memos, letters and forms.
• To maintain a log of incoming and outgoing documents.
• To order office supplies of the department and keep an inventory of it.
• Maintain professional and technical knowledge by attending seminars, trainings and workshops.
• To coordinate with training vendors the training registrations and logistics.
• To assist in organizing in-house trainings.
My duties in HR Sevice Desk:
• To answer calls directly to HR service desk, understand the query of the staff and find solution or direct the caller to the responsible HR personnel.
• Reply to emails and face to face enquiries.
• Greet and assist visitors to the office.
• Assist in organizing new staffs inductions.
My duties in CEO's office as a delegate of the Executive Assistant:
• Provide outmost support to the CEO and the higher management.
• Act as the focal point among executives, higher managements, staffs, clients and external contacts.
• Book travel arrangement.
• Manage the CEO’s calendar and schedule meetings.
• Take minutes of the meeting of the higher management meetings (Operations meeting, Chiefs meeting and Billable Resources Meeting)
• Screen and direct phone calls.
• Filling and retrieving corporate documents including highly confidential documents.
• Ordering of the department’s office supply and maintain inventory.
• Greets the CEO’s visitors including the VIPs, arranging the logistics for the visitation of the VIPs such as parking space booking, organizing meeting room and sending the meeting invites.
• Track the incoming and outgoing of documents and correspondences.
• Reading, analyzing and understanding of incoming memos, submissions, and distributing them as needed.
• Knows how to handle highly sensitive information in confidential manner.
• Verify and consolidate data and presentations for the Board of the Directors meeting.
• Maintain records, handle photocopying and filling of both hardcopies and e-copies.

I worked as an admin assistant I in Qatarization and Corporate Learning Department.
My responsibiities are:
• To carry out administrative duties such as filing, typing, photocopying, binding and scanning.
• To organize the department's files and e-copies.
• To answer and direct phone calls.
• To produce and distribute correspondence memos, letters and forms.
• To maintain a log of incoming and outgoing documents.
• To order office supplies of the department and keep an inventory of it.
• Maintain professional and technical knowledge by attending seminars, trainings and workshops.
• To coordinate with training vendors the training registrations and logistics.
• To assist in organizing in-house trainings.
• To generate reports.
• To book conference calls for interview and meetings.
I was also tasked to represent HR service desk.
My responsibiities are:
• To answer calls directly to HR service desk, understand the query of the staff and find solution or direct the caller to the responsible HR personnel.
• Reply to emails and face to face enquiries.
• Greet and assist visitors to the office or meeting room.
• Assist in organizing new staffs inductions.

January2012 - January2014 PO Specialist - Document Controller
HUAWEI Technologies Philippines Inc.

 Responsibilities:
o Receiving of Purchase Orders from client
o Checking of Purchase Order accuracy
o Keeping and tracking all the received Purchase Orders
o Registering/ processing of Purchase Orders
o Updating the Purchase Order Tracker
o Doing amendment for Purchase Orders that have issues or that needs to be amended
o Broadcasting the received Purchase Orders and the status of Purchase Orders
o Monitoring the status of the Purchase Orders and its billing milestones
o Attending to the issues raised by domains regarding POs
o Archiving of Purchase Orders
o Makes sure the team achieves quarterly targets of our department
o Uploads the soft copy of Purchase Orders in our system for billing purposes

February2014 - July2014 Document Controller - Facilities Domain
HUAWEI Technologies Philippines Inc.

 Responsibilities:
o Processing of Certificates of deliveries
o Processing of RAAWA
o Uploading of documents in our system that are needed for billings and other relevant documents in our domain
o Meets the clients for the approvals of our Certificates of deliveries
o Monitoring the status of Cerificate of deliveries for billing purposes
o Makes sure to meet the quarterly target of our domain
o Monitoring and reporting all approved Manual Hauling Documents in Facilities Domain
o Coordinating with subcon regarding the subcon’s Purchase orders
o Coordinating with Huawei Acceptance team regarding the subcon’s Purchase orders
o Listing of sites for the Weekly Traget Plan
o Gathers Region’s daily report and checks if they have hit the daily targets and if not, I must know the issues and escalate it to the project managers
o Consolidating the daily reports of all regions for the broadcasting of WTT report
o Sends invites to subcon’s for weekly meeting
o Gathers the daily report of subcons and checks the consistency of their trackers versus our regional daily tracker