Administrative Assistant
Marriott International
Total years of experience :14 years, 11 Months
Provided proficient clerical and administrative support to C-level executive.
Oversaw calendar maintenance, organized meetings, appointments and travel arrangements, and proactively identified and adjusted conflicted events.
Provided all travel coordination (international/domestic) support for business/personal meetings/trips.
Prepared itineraries/agendas, transportation and accommodation arrangements.
Arranged conference rooms and facilities for meetings as required.
Performed administrative functions such as copying, filing, coordinate messenger and courier service, updated and maintained databases such as mailing list, contact, and monitored and maintained office supplies.
Supported other special projects as assigned (i.e. ordering department gifts, organizing department functions, relocating department, etc.).
Worked with limited supervision and minimal direction.
Carried out any other reasonable duties and responsibilities as assigned by the management.
Acted as the point of contact for UAE hotel or hotel apartment booking matters across the organization and booked as per employee’s band entitlement & company policy.
Supported the organization’s administrative activity by liaising with staffs and dealing with the hotel and transportation suppliers.
Liaised with the hotel reservations directly for the bookings.
Kept records of all booking transactions for tracking and auditing purposes.
Negotiated contracted rates with the hotels and transportation companies and maintained and updated the contract files.
Provided invoices to customers for each booking made and submitted weekly sales report to the accounts department for payment processing.
Ensured that all customer/HR complaints received were investigated and provided immediate response as soon as possible and if required, seek advice from the line manager for any corrective action to be taken to rectify the issue and ensured to deliver quality service to achieve customer’s satisfaction.
Developed positive relations with external vendors and clients.
Greeted visitors and directed them to the appropriate personnel.
Conducted clerical duties, including filing, answering phone calls, responding to emails and preparing documents.
Scheduled meetings and travel arrangements for the executives of the company.
Handled the tasks of explaining services and answering questions to clients.
Offered alternatives when requested services were not available.
Managed the booking and cancellation of all booked activities including maintaining a daily manifests to track and monitor bookings of all tours/activities.
Booked drivers, cars, instructors/guides and hotels.
Coordinated with drivers for their pickup details and advised guests their pickup times.
Performed accounting tasks, including preparing of LPO, invoicing and payment and receipt vouchers.
Undertook a weekly inspection of the inventory of stationery and placed orders for replenishment.
Provided general administrative support to the operations team.
Took telephone calls and always reflecting the professional outlook of the company.
Attended inquiries and provided assistance and information to Tour Operator Partners as well as customers and in-resort clients in a courteous and professional manner such as that it created a positive impact for the company.
Offered alternatives when requested services cannot be confirmed and hence ensured materialization of each and every request.
Ensured that liability for services provided by contracted suppliers existed to enable their invoices to be processed accurately for payment.
Processed all reservation requests from Tour Operator Partners within the stipulated time-frame.
Ensured all services booked were charged for as per the selling price guidelines and payment collected and marked accurately.
Maintained adequate staff and equipment to meet operational requirements and ensured the highest standards were maintained in areas of safety and punctuality.
Managed the allocation and performance of staff for all activities, to achieve optimum coverage in order to provide the required levels of service delivery.
Coordinated with the drivers and gave passengers pick up details.
Prepared daily expenses incurred at the campsite during the safari.
Undertook other tasks and responsibilities that were assigned from time to time.
Provided quality customer service to clients or walk in and via telephone customers, made reservations for flights (using Galileo GDS), hotels and cars, provided information regarding flights and fares, actioned requests for special services and handled general enquiries including those received thru the company website.
Recommended travel arrangement suggestions and information such as routes, schedules, fares and types of accommodation when requested services were not available.
Converted calls and inquiries to sales and constantly looked for sales opportunities when servicing customers through cross selling, up selling, etc.
Liaised with hotels for room reservations.
Prepared purchase orders and invoices for every transaction made for accounting purposes.
Developed and maintained healthy professional business relationships with the travel trade to the benefit of the department.
Responsible for flight reservation using SITA Gabriel and ticket sales.
Provided information to the public about the company and its services.
Developed and sustained productive customer relationships.
Responsible for the consolidation of all sales reports made by the other ticket sales agents and submitted final reports to the head office in Manila.
Conducted regular ticket inventory.
Performed general office administration and coordination functions.
Dealt with day-to-day correspondence (both outgoing and incoming).
Performed aircraft weight and balance and documentation activities for the airline for arriving and departing aircraft at Bancasi Airport, Butuan City.
Ensure the service standards meet the requirements set by the airline and were in accordance with regulatory bodies such as IATA, ATO, Aircraft Manufacturers, Airline Weight and Balance manuals etc.
Reviewed existing operational practices, systems and procedures to create work/process efficiencies and source opportunities to maximize aircraft space utilization and fuel uptake in order to exploit maximum revenue capacity and performance capability per aircraft.
Coordinated the receipt, record and onward communication of relevant information from outstations required for the preparation of weight and balance documentation (loading instruction report & load sheet) for an aircraft.
Built and maintained relationships with the staff and to the key airline personnel to enhance customer service standards and facilitated the exchange of information and ensured all under the wing activities were carried out in a safe and effective manner.
Performed multiple functions such as ticket sales and flight reservation, answered customer queries (walk-in or phone-in) and general office administration and coordination functions. Responsible for the consolidation of sales reports made by the other sales agents. Cashiering, accounting and monitoring the branch expenses incurred for the period. Monitored daily cash collections and report any discrepancies and submitted final reports to the head office in Manila. Maintained an efficient filing system.
Performed aircraft weight and balance and documentation activities for the airline for arriving and departing aircraft at Bancasi Airport, Butuan City.
Ensure the service standards meet the requirements set by the airline and were in accordance with regulatory bodies such as IATA, ATO, Aircraft Manufacturers, Airline Weight and Balance manuals etc.
Reviewed existing operational practices, systems and procedures to create work/process efficiencies and source opportunities to maximize aircraft space utilization and fuel uptake in order to exploit maximum revenue capacity and performance capability per aircraft.
Coordinated the receipt, record and onward communication of relevant information from outstations required for the preparation of weight and balance documentation (loading instruction report & load sheet) for an aircraft.
Built and maintained relationships with the staff and to the key airline personnel to enhance customer service standards and facilitated the exchange of information and ensured all under the wing activities were carried out in a safe and effective manner.
4th Honorable Mention