Administrative Coordinator/Receptionist/Document Controller
Tadbeer Service Center.
Total years of experience :24 years, 11 Months
April 01, 2022 - Present (2 Years)
Administrative Coordinator/Receptionist
Duties & Responsibilities
• Welcoming guests, clients, or customers as they arrive and directing them to the appropriate person or department.
• Managing incoming and outgoing correspondence, including emails, letters, and phone calls, and ensuring timely responses or forwarding to the appropriate individuals
• Managing office supplies, maintaining files, handling correspondence, and organizing meetings and appointments.
• Managing the day-to-day operations of the office, including coordinating office activities, maintaining office equipment and supplies, and ensuring the office environment is organized
• Assisting with the smooth functioning of the office by overseeing facilities, equipment, and maintenance needs. This may include liaising with vendors, coordinating repairs, and ensuring a safe and organized work environment.
• Responsible in Petty Cash
• Prepares LPO and secures the approval of authorized signatories to expedite purchasing procedure.
Document Controller
Duties & Responsibilities
• Preparing by copying, scanning the documents for submission and make transmittal.
• Prepare Files with Proper labelling.
• Inputting, updating, and maintaining data in various systems and databases. This may involve creating and managing spreadsheets, databases, and other documents.
• Organizing and maintaining physical and electronic files and records. This includes ensuring documents are properly filed, archived, and easily retrievable.
• Maintaining confidentiality and discretion when handling sensitive information and documents.
• Implementing and maintaining a document control system to ensure that documents are properly managed.
• Facilitating the retrieval of documents as needed by the Management
• Managing document archives, and ensuring document retention compliance.
Contracts Assistant Coordinator
Duties & Responsibilities
• Responsible for the orientation before qualifying the candidates to the website.
• Assisting the Client & Candidates for zoom interview.
• Preparing, checking & verifying the Clients & Candidates documents before submission and approval.
• Upload the documents & Create the Clients Contract to CRM System.
• Updating the Contract Reports and Recruitment Summary.
• Filing all the Soft & Hard Copies of the Clients & Candidates documents.
• Scanning and copying the necessary documents for submission to MWO.
• Monitoring & updating the Clients CRM Candidates Tracker.
• Preparing the payment & refund request.
• Coordinate the arrival & collection of the Candidates to Logistics & Accommodation Team.
• Preparing the monthly report submission.
Purchasing Representative
Duties and Responsibilities
• Receives Material Requisition and disseminate requirements as per need or urgency.
• Source and evaluate suppliers based on price, quality, selection, and delivery speed.
• Prepares enquiries and accepts quotations from various suppliers.
• Negotiate contracts, terms, and pricing with suppliers to ensure favorable terms for the company.
• Procures materials or execute orders from various projects.
• Prepares comparison sheet based on quotations received.
• Prepares Purchase Order forms and secures the approval of authorized signatories to expedite purchasing procedure
• Follow up deliveries and pending request from time to time.
• Resolve issues and disputes with suppliers regarding quality, delivery or pricing.
• Maintain accurate records of purchases, pricing and supplier information.
• Assisting the Purchasing Manager by giving him details of all the current status of each order
• Maintains records of all requisitions and Purchase Orders and give details as to what is outstanding and pending.
• Report all critical parts to Purchasing Manager
• Posting all the Approved Purchase Order to the excel file for monitoring purposes
• Logistics Support (SAP OPERATOR - Posting delivery note)
• Accounting Support
Office Administrator and Receptionist
Duties and Responsibilities
• Responsible for handling Reception Desk, telephone calls, incoming & outgoing couriers,
• Responsible for Hotel and Travel Booking
• Maintaining Annual leave record for all employees
• Responsible for Renewal of Company Vehicle, Accommodation/Office Lease Contract Renewal
• Arranging & Responsible for Official Meeting with clients & Events/functions of the company
• Coordinating with all departments for smooth completion of various activities related to Administration
• Maintaining Stationery record & Pantry Supplies
• Responsible for taking approvals on various office related documents from Managers and circulating to concern departments, also maintaining record of the all-approved documents.
• Responsible in Petty Cash.
Production Timekeeper
Duties and Responsibilities
• Compile production and time records of employees
• Review all essential documents such as time cards, time sheets and work charts submitted by employees
• Compute and post details of production and hours worked to the payroll department
• Calculate wage deductions by reviewing leave, vocation and sick records
• Verify employees’ attendance manually and electronically
• Record the hours in SAP.
Purchaser & Document Controller (7 years)
May. 1999 up to Dec. 2005 - Mitsumi Philippines Inc.
(Electronics Manufacturing Company)
• Receive and classifies Purchase Requisition for Purchase Orders preparation based on the established list of accredited overseas and local suppliers.
• Assist in canvassing by telephone and checks latest price of overseas and local suppliers to select the most economical price beneficial to the company.
• Prepares Purchase Order forms and secures approval of authorized signatories to expedite purchasing procedure.
• Prepares monthly P.O Summary and coordinates with the Accounting Section on the term and condition of the suppliers to facilitate payments.
• Check all parts disposition, daily monitoring of direct and indirect parts
• Prepares monthly inventory of parts and make summary report
• Update all purchasing related documents.
• Ensure that records necessary in the implementation of the system are maintained according to the provided storage and retention.
• Register and issued to the point of distribution the incoming documents.