Secretary
High Seven Gifts Trading LLC
Total years of experience :5 years, 10 Months
• Assisting salespersons and managers in making quotations for their clients and in office works
• Secretary of the Executive Assistant Manager and assisting the Managing Director
• Processing of Germany visa of the Executive Assistant Manager
• Answering emails from international and local clients and suppliers
• Inquiring and ordering of items to suppliers through email and phone calls
• Calculations of prices to be used in the quotations and tenders submitted to the client’s inquiry
• Responsible in making invoices and delivery notes
• Responsible in making of statement of accounts, receipt vouchers and purchase orders
• Following up outstanding balances of clients
• Checking of payments to suppliers and confirming the right amount to manager needed for the preparation of cheque
• Preparation and issuing of cheques to supplier
• Preparation of payroll and coordinating with agency for the transfer of salary
• Handling of inventory of stock items in the inflow system
• Making of sales order and purchase order in the inflow system
• Ensuring that the physical count of stocks are tallied to the inventory in the system
• Handling of export and import shipments
• Scheduling of pick-ups, delivery and meeting to the clients and managers
Job Description:
• Handles petty cash custody
• Preparation of sales report
• Creating of Work orders and sample work orders to be forwarded to specific production line for job order
• Controls inventory
• Mainly in charge in purchasing of materials needed
• Preparation of sales quotations, invoices and delivery notes
• Preparation of Statement of account and following up pending payments
• Preparation of Payroll and salary slips to employees
• Document Controller
• Performs duties assigned by the executive manager
• Assists salespersons, production supervisor and secretary to executive manager
• Posting of sales invoices daily. Summarizes and ensures accuracy of Sales and Cost of Sales report daily, monthly, quarterly and yearly. Explains for the achievement/unachievement of the sales monthly plan
• Posting of materials purchases daily. Summarizes report for Indirect Materials Purchases and Import Purchases for PEZA (Philippine Economic Zone Authority)
• Parking (Invoice Receipt) of indirect materials invoices received in SAP system daily. Ensuring that the goods receipt by the purchasing section is properly valuated in its general ledger accounts.
• Petty Cash Custodian who processes cash disbursements, reconciliations and replenishments of the fund
• Posting of Petty Cash disbursements, reconciliations and replenishment in SAP Cash Journal
• Document Control Coordinator of Accounting section
• Mainly responsible in Costing of Scrap and investigate causes and countermeasures for such problem weekly
• Summarizes Indirect Materials Inventory and computes the consumption of overhead cost in computerized system
• Checking and ensuring that the inventory, goods receipt and goods consumption in SAP system are tally to the data in computerized accounting system. Performs necessary adjustments if not.
• Monitoring of overhead and selling, general and admin expenses and explains reasons for the achievement/unachievement of business plan
• Reconciles general ledger accounts of operating supplies, sales and cost of sales to the financial statement
• Prepares subsidiary ledger for Inventory and Sales accounts
• Handles restatement of Accounts Payable and Accounts Receivable
• Monitors Cost Reduction of different sections and groups inside the company
• Assists in the computation of the standard cost of products of the company
• Participates in Quality Control Circle and Kaizen Activities in the company
Encoding of departmental expenses
Updating of master list monthly
Posting of schedules and overtime of employees in payroll system
Checking the daily time record if all the overtime is being paid or not
Graduated as an outstanding city Scholar
Graduated with honors and Best in Values Education
Graduated with honors and Most Behave