رونالين Viernes

- Managing office & ensuring 5S is deployed within office by ensuring

- Compilation of Technical Passports and MRDB and maintain files and
kept confidential records/information.
- Assisting Business Development Team (MoMs, Presentations, preparation of BOQs,
Estimation sheets & commercial offers)
- BTFs and BTRs Preparation and flights, transport & hotel bookings
- Responsible for in-house meetings, ordering lunch and manage meeting room calendar.
- Maintains the electronic holiday planner for the whole division.
- Office pantry, housekeeping supplies, stationery supplies monitoring.
- Maintaining the condition of the office and arranging for necessary repairs.
- Manages the VIPs & employees daily transportation and gate pass arrangements.
- Supervise for office boy’s duties, schedules and office cleanliness and orderliness and
double checking over time.
- General clerical duties using a range of office software, including email, spreadsheets and
databases.
- Performs tasks that may be assigned from time to time like producing urgent documents,
reports presentations and editing/printing drawings with the use of AutoCAD viewer.
- Greeting visitors and direct them to the concerned person.
- Switchboard Operator - Receive and Transfer incoming calls to appropriate person and
answering basic enquiries by phone and manages the reception area.
- Updating changes occurring in extension numbers and mobile numbers for all the staffs.
- Responsible for internal and external routing of documents and non-documents
(incoming/outgoing) & Shipment tracking.

- Visa arrangements coordination for visitors and staffs.
- Personal assistant to Deputy General Manager and CEO
- Manages the hotel booking, airport drop and pick-up, ticket booking, food &
accommodation, and special trips for VIPs and other guests from time to time;
maintaining the VIP apartments.
- Responsible for in-house meetings, ordering lunch and manage meeting room calendar
- Office stationeries, pantry supplies and housekeeping supplies monitoring and issuance.
- Meeting room and shuttle reservation: Lockers and pedestal monitoring and issuance.
- Maintained an up-to-date department organizational chart with the use of Visio tool.
- Responsible for ordering the business cards for the employees
- Responsible for the renewal of magazine/newspaper subscriptions
- Conducts housekeeping inspection daily; Reports items for repair and maintenance;
Manages maintenance personnel; Assists in site improvement and beautification
- Performs resourcing of suppliers required by the organization - or preferably more on
administrative/office needs within a budget and deadline.

- Document Management: Internal and external routing of documents thru courier or
messenger service requests; Shipment tracking; Maintenance of hard copy and/or
electronic filing system
- Switchboard Management: Receive and Transfer incoming calls to appropriate person
- Updating changes occurring in telephone numbers, fax numbers, email address when
necessary
- Perform general clerical duties to include but not limited to: photocopying, binding,
faxing, mailing, and filing
- Prepares the finished goods and promotional items for Gulfood Exhibition display every
year
- Finished Goods and Promotional Items Management and Dispatch
- Controls and handles stocks for both tea samples and promotional items for customer
sampling and complimentary gifts via Navision ERP and responsible in dispatching samples
and prepares basic paper work requirements such as airway bills, invoices and packing
list.
- Contact person for external providers/suppliers
- Assisting preparation of financial reports and handles petty cash and reimbursements
- Preparation of invoice and purchase orders and bank reconciliation

- Manages the day-to-day calendar for the company’s senior director
- Organizing and attending meetings and ensuring the manager is well prepared for
meetings
- Organizing and maintaining diaries and making appointments and taking dictation and
minutes
- Screening phone calls, enquiries and requests, and handling them when appropriate
- Maintained an up-to-date department organizational chart
- Arrange travel, visas and accommodation and, occasionally, travelling with the manager
to take or dictation at meetings or to provide general assistance during presentations
- Devising and maintaining office system, including data management and filing
- Liaising with clients, suppliers and other staffs.
- Producing documents, briefing papers, reports and presentations.
- Dealing with incoming email, faxes and post, often corresponding on behalf of the
manager
- Deputizing for the manager, making decisions and delegating work to others in the
manager's absence
- Making on some of the manager's responsibilities and working more closely with
management
- Being involved in decision making and responsible for accounts and budgets
- Meeting and greeting visitors at all levels of seniority