Admin Executive cum HR Assistant
KEYBS DMCC
Total years of experience :8 years, 10 Months
Main responsibilities:
Liaised with clients, suppliers, contractors and other staff;
Established and maintained supplier and contractor accounts;
Managed the communication with vendors to open a credit account.
Prepared and handled invoices, LPO and delivery notes;
Ensured transactions are properly recorded and entered into the computerized accounting system;
Reconciled the accounts payable and accounts receivable;
Managed all the bank transactions such as deposits, withdrawals and encashment of cheques;
Assisted and prepared all the documents needed for visa application and medical insurance of new staff.
Managed reviewed and maintained office systems including data management and filing.
Managed correspondence with internal departments, clients, contractors etc.
Managed transportation, company car service and maintenance, licenses, insurance and renewal.
Monitored and controlled Company staff attendance, absences, holidays, annual leaves in line with related
policies, ensures proper control and follows up.
Managed and coordinated with the travel agency for all annual ticket of staffs and business tours of
higher management.
Coordinated with the HR Manager regards to the recruitment of new applicants and interview schedule.
Updating the system.
Assigns work, provides direction to clerical staff and ensures that assigned tasks are completed.
Orients and trains clerical staff.
Monitors the performance of staff. Provides feedback on their performance and conducts performance evaluation.
Evaluates, develops and recommends office procedures and practices to senior management. Ensures that approved office policies, practices and procedures are understood and followed.
Handles the roster and other schedule of activities Supervise the work of office, administrative to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems.
Evaluate employees' job performance and conformance to regulations, and recommend appropriate personnel action.
Provide employees with guidance in handling difficult or complex problems, and in resolving escalated complaints.
Monthly reconciliation of all credit card accounts
Monthly reconciliation of all bank statements.
Closing accounts for the month.
Conduct training for the new joiners.
• Answer telephones and transfer to appropriate staff member.
• Meet and greet clients, assisting them with all their requirements and queries relating to their contract.
• Arranging contracts for each deal.
• Document controller. (contracts, credit cards, rera forms, all confidential documents)
• Create and modify documents using Microsoft Excel.
• General clerical duties to include: photocopying, faxing, mailing, and filing.
• Issuing receipts for payments (Invoices & receipts).
• In-charge of day to day cashiering payments.
• Preparing statement of accounts as requested.
• Sign for and distribute document and non-document packages.
• Coordinate and maintain records for staff office space, phones, company credit cards and office keys.
• Setup and coordinate meetings and conferences for clients and sales personnel.
• Maintain and distribute staff weekly schedules.
• Support sales staff in assigned contract given by their managers.
• To maintain clarity and precision in all transactions and to ensure that accurate records are kept and updated daily.
• To ensure that all written and verbal contacts are dealt with in a timely and concise manner.
• To ensure that all clerical tasks within sales administration are carried out in accordance with Company policies.
• Charging credits cards every day and specially every 1st, 15th and end of the month.
• In-charge of needed supplies for daily basis (stationeries).
Personal Assistant cum Administration Officer-Boundless FZ LLC
Shiekh Zayed, Dubai United Arab Emirates
October 2011-April 2013
• Managing, reviewing, devising and maintaining office systems, including data
management and filing;
• Arranging travel, preparing complex travel itineraries, visas and accommodation and,
occasionally, travelling of staffs and manager;
• Take notes or dictation at meetings or to provide general assistance during presentations;
• Screening phone calls, enquiries and requests, and handling them when appropriate;
• Meeting and greeting visitors at all levels of seniority;
• Organizing and maintaining diaries and making appointments;
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
• Carrying out background research and presenting findings;
• Producing documents, briefing papers, reports and presentations;
• Organising and attending meetings and ensuring the manager is well prepared for meetings;
• Liaising with clients, suppliers and other staff;
• Conducting research on the internet
• Typing documents, sourcing and ordering stationery and office equipment;
• Managing holiday, sickness, attendance and absence records;
• Establish and maintain supplier and contractor accounts;
• Coordinates with supplier with the project needed;
• Ensure transactions are properly recorded and entered into the computerized accounting
system;
• Ensure data is entered into the system;
• Reconcile the accounts payable and accounts receivable;
• Managing all the bank transactions such as deposits, withdrawals and encashment of cheques;
• Manage monthly distribution of utilities bills and collections of accounts;
• Maintain confidential records and files;
• Assisting and preparing all the documents needed for visa application of new staff;
• Receiving and sorting packages.
• Managing, reviewing, devising and maintaining office systems, including data management and filing;
• Arranging travel, preparing complex travel itineraries, visas and accommodation and, occasionally, travelling of CEO, staffs and manager;
• Schedule appointments/itineraries, co-ordinate meetings, prepare agenda’s, take notes or dictation at meetings or to provide general assistance during presentations;
• Screening phone calls, enquiries and requests, and handling them when appropriate.
• Support the department in all administrative functions;
• Screen and manage communications internally and externally;
• Management of CEO Projects pertaining to All Assets under Group, ensuring continuous follow ups and deadlines are met;
• Manage correspondence with internal departments, clients, contractors etc.
• Prepare presentations through PowerPoint as and when required
• Prepare and maintain various reports using software packages
• Maintain filing systems in line with office policy
• Extensive Diary Management and act as a gatekeeper for the office
• Management of Email Inbox for CEO
• Be able to compose correspondence on behalf of the CEO
• Dealing with external PR company to proof all press releases on behalf of the CEO office and obtain relevant approval
• Dealing with Senior Management and HR on recruitment matters
• Handling of confidential data and information pertaining to the company
• Any other task or assignment prescribed by management
• Meeting and greeting visitors at all levels of seniority.
• Organizing and maintaining diaries and making appointments;
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
• Carrying out background research and presenting findings;
• Producing documents, briefing papers, reports and presentations;
• Organising and attending meetings and ensuring the manager is well prepared for meetings;
• Liaising with clients, suppliers, contractors and other staff;
• Conducting research on the internet.
• Typing documents, sourcing and ordering stationery and office equipment;
• Managing holiday, sickness, attendance and absence records;
• Establish and maintain supplier and contractor accounts;
• Preparing and handling invoices, LPO and delivery notes;
• Coordinates with supplier with the project needed;
• Ensure transactions are properly recorded and entered into the computerized accounting system;
• Ensure data is entered into the system;
• Reconcile the accounts payable and accounts receivable;
• Managing all the bank transactions such as deposits, withdrawals and encashment of cheques;
• Manage monthly distribution of utilities bills and collections of accounts;
• Maintain confidential records and files;
• Assisting and preparing all the documents needed for visa application of new staff;
• Receiving and sorting packages.
Taking incoming telephone calls, dealing with such calls promptly in a professional manner, and re-directing appropriate calls to other individuals or departments;
• Assisting existing clients and transferred to concerned staff once came in the office
• Assisting new clients for assessment and consultation (guiding them answering the assessment form of the company).
• Entering visitors details into the visitors log book.
• In charge of doing the appointments of new clients for assessment to meet the consultant officer.
• In charge of doing the appointments of existing clients to meet the manager/consultant in charge regarding the update and the like of application.
• Answering and updating the queries of new and existing clients.
• Providing information to callers.
• Receiving and sorting packages.
• Direct reports of visitors and incoming calls to supervisor and CEO.
• Direct reports of arrival and break of staffs to supervisor and CEO.
• Doing a report every day for the daily visitors and incoming calls and sending it thru outlook to supervisor and CEO.
• Responsible of the running testimonials in front office of the company.
• Doing admin work such as encoding, filling, photo copying and scanning of documents.
• Updating the company e-organizer.
• Responsible of getting the email address of new clients and updating it to data base.
• Performing in the most appropriate and decent way at all times.
• Using English language to different nationality of clients by means of communication.
• Maintaining the cleanliness and the image of the reception.
Marketing Assistant- LLOYDLUNA Communications
March 2009- May, 2010
Makati, Philippines
• Answering calls from client.
• Dealing and promoting seminars, events and books.
• Updating Data base of the company through calling and confirming the company's
recent email address and fax number.
• Responsibility of doing email blast and fax from data base.
• Assigned as the receptionist in the company's booth every event.
• In charge of doing the schedule of the company's Internet Marketing Workshop.
• Dealing with different nationality client using English communication skills.
• Knowledgeable at Microsoft (Word, Excel, PowerPoint) and has a speed typing skills.
• Using Internet for marketing strategies.
Tertiary Level: Bachelor of Arts 2007-2010 Major in Communication Southern Luzon State University Lucban, Quezon, Philippines
Secondary Level: Gumaca National High School 2000- 2004 Gumaca, Quezon¸ Philippines