Administrative Assistant
American University of Sharjah
Total years of experience :38 years, 7 Months
• Gives small scale group in house orientation.
• Update/review FCD website manuals, forms, and other documents.
• Generates work orders and reports using the MAXIMO/BANNER
• Makes travel arrangements following general instructions and keeps records of travel itinerary. Prepares and submits travel vouchers and expense reports.
• Takes minutes of meetings. Responsible for arranging conferences and meetings, including preparing agendas, gathering and compiling data, contacting participants, and recording minutes.
• Prepares a variety of communicative subject matter that may include privileged and highly sensitive materials. Gathers, reviews, and compiles information and prepares accurate and comprehensive reports and surveys with deadlines as assigned.
• Prepares correspondence independently on matters not requiring personal attention of Director.
• Maintains budget expenditure records of office/unit budget; prepares and coordinates budget transfer requests as necessary; tracks expenditures from each budget line item.
• Establishes and maintains a variety of office filing and record-keeping systems.
• Prepares the fiscal year quarterly review to be approved by the PPD Director.
• Assists the FCD Director in preparing his MBO (Management by Objective)
• Approves Banner Store and Non Store Requisitions in behalf of the FCD Director.
• Provide assistance in conducting reviews of all subordinate staff; track the processing of unit performance evaluations
• FCD Director’s calendar and appointments. Arrange for meetings; ensure that appropriate preparatory time and other arrangements are considered. Maintain current information on project deadlines, approval schedules, key meeting dates and follow-up.
• Assist MEP Engineers in doing the electrical schematic diagram using AutoCad.
• A point of contact for Facilities Department. Organize, and coordinate the flow of information coming in/out of the department. Receives and handles all inquiries which come into the office for information or assistance.
• Reviews and edits. Providing assistance to managers on the quality of the finished products (grammar language and format)
• Serves as backup for the Housing & Transportation Services Administrative Assistant during her leave.
• Serves as backup for the Executive Assistant (VCFA’s Office).
• Assists Call Center in encoding all the maximo work orders from the customers.
• Autocad - supports FCD with document format and plotting to PDF
• Project Management Software - supports the team leaders
• Web Page Preventive Maintenance - Coordinate, review, and format information from the team leaders for web publication.
January 26, 2000 - June 16, 2001 TARGET & JIMA Construction Co. LLC.
Dubai - UAE
Secretary cum Tender Co-coordinator
TENDER FOR DUBAI ELECTRICITY & WATER AUTHORITY (DEWA) PROJECTS
• Responsible in advising concerned staff of the tender.
• Photocopies tender documents for distribution to concerned Engineers.
• Arrange & compile required supplementary documents for tendering to be submitted to DEWA.
• Regularly co-ordinates with concerned Engineers, Purchasing Supervisor and Accounts Manager for other supplementary documents needed.
• Place all the Bill of Quantities and Schedules in the computer.
• Have the Tender documents and other requirements ready for the Managing Director or General Manager's signature and stamped before submission.
• Responsible in preparing Company Profile to be distributed to different Companies as may be required.
• Prepares memos, contracts, letters and other official documents. Provides typing assistance to all departments as might be required.
• Schedules appointments for the Managing Director or General Manager.
• Makes travel arrangements for the Managing Director and General Manager.
• Responsible in maintaining files for the Projects for on going and executed; filing and safekeeping of legal and official documents. Updating on-going and executed Projects.
July 2, 1994 - January 25, 2000 Safestway Supermarket LLC Dubai - UAE
International Buyer
• Sustain the needs of the supermarkets and warehouse back stocks and ensure the consistency of product flows is achieved all the times.
• Maintain product movement report for every item and instigate necessary action at the right time.
• Reports directly to the Purchasing/Merchandising Manager.
SEAFREIGHT ORDERING (DRY & NON FOOD)
• Regularly coordinates with the supermarkets for their product requirements.
• Pull out a computer "Buyer's guide Report" and evaluate each product transactions.
• Consolidates all required quantities in coordination with the Supermarkets and Warehouse Managers.
• Creates an order for pro-forma invoice request from foreign supplier (s)
• Evaluates the pro-forma invoice received from foreign supplier (s) if the products requested and prices quoted against previous quotes, and prices are competitive for new items versus similar items available locally.
• Submits the order to the Purchase and Merchandising Manager for approval.
• Confirms the order and open Letter of Credit accordingly. (1x20 ft FCI or 1x40 ft. FCL, etc)
• Receives the consignment through the Warehouse for Food Control Inspection.
• Apply costing and retailing in the system after necessary expenses and documentation are affected.
• Attends to settle any dispute with the Food Control Department for anything that does not conform to local regulation.
• Effect quantity received in the system for supermarket order.
AIRFREIGHT ORDERING (FRESH FOOD)
• Supply to the supermarkets airfreight ordering books for grocery, meat, delicatessen, and dairy departments.
• Receive from supermarkets marked items for ordering from the order books.
• Coordinates with foreign supplier (s) the availability of the required products and intimate the required shelf life for every item to conform to local regulation.
• Submit the orders to the Purchase and Merchandising Manager for approval.
• Confirm the order and request the foreign supplier (s) to send copy of the invoices ahead of the consignment.
• Coordinate with local clearing agent of the order to prepare documentation prior to arrival of the consignment.
• Receive the consignment after rigid inspection of Customs Authorities.
• Effect costing and retailing and course to the supermarkets the same day.
• Attend to settle any dispute with the Food Control Section for anything that does not conform to local regulation.
• Arrange for the delivery of the consignment to the supermarkets.
OTHER DUTIES
• Assist the Purchase and Merchandising Manager in evaluating new items for presentation to the Buying Committee.
• Conduct regular comprehensive price check against competition and report to the Purchase and Merchandising Manager.
• Maintain files of all departments and transactions.
• Attend to other instructions given by the Purchase and Merchandising Manager.
• July 2, 1994 till November 30, 1998 Safestway
• General Secretary/Receptionist
• Reports directly to the Office manager
• Answers telephone calls and enquiries
• Schedules appointments for the General Manager
• Custodian of office supplies
• Tracks down and monitors flow of airfreight orders and invoices
• Provides and updates information of the orders to concerned departments.
• Updating and reminding the Office Manager of the meeting and other official matters.
• In charge of faxing LPOs to different companies.
• Assists the Merchandising Manager in executing advertising promo letters to be sent to different companies and customers.
• Responsible in filing and safekeeping of legal and official documents.
• Assists Account Department in preparing bank letters.
Data Encoder Safestway
• Data entry and checking of supermarkets' orders.
• Printing of Local Purchase Orders, Warehouse Issue Vouchers and Warehouse Pick lists.
• Coordinates with Warehouse Personnel regarding proper outputs of supermarkets' orders to their printer.
• Receives and updates all filled-up supermarkets' orders.
• Prints and submits to EDP manager the Warehouse Status Report of items with pending/un-updated orders.
• Submits to Merchandising Local Buyer the Warehouse Movement Report of Local items every Saturday.
• Filled-up and submit quantity issued columns of Advertised Specials.
• Executes and submits File Record Count Program to EDP Manager.
• Custodian of Departments' supplies.
• Assists on the Computer Operations' Job.
• Opening and Closing of Computer System
• File copying, data backups and printing of reports
• Encoding and checking of supermarkets' receipts against suppliers' invoices.
• Printing of the following reports: • Warehouse Receipts Over/Short Report
• Warehouse Gains/Loss Report
• Warehouse Received items' Price Margins Report
• Automatic Warehouse LPOs
• List of New Inventory Items
• Maintains the Gift Shop Inventory System of the supermarkets: • Processes orders, assigns new item codes and enters data
• Prepares, checks and prints Gift Shops' Purchase Orders
• Encodes all items received by Gift Shops
• Encodes all Sales Through Gift Shops' Cash Memos
• Encodes all Goods Return Vouchers
• Enters and prints Advance & Decline Report
MONTHLY: • Prepares and submits the following: • Warehouse Gains or Loss Report to EDP Manager
• List of Warehouse items NOT ORDERED to Dubai Supermarket Manager
• Supermarkets' Departments Ordering Book to Dubai and Sharjah Supermarket.
• Monthly Gift Shop Inventory Reports: • Monthly Sales Report (reconciled with Daily Sales Report)
• Supermarket Receipts Report & Sales Discrepancy Report
• List of Gift Shop Inventory Items & Quarterly List of Slow Moving Items
• Other tasks as assigned by EDP Manager from time to time.
December 9, 1993 till April 23, 1994 Sharjah Carlton Hotel Sharjah - UAE
Executive Secretary
• Reports directly to the General Manager
• Schedules appointments, takes dictations and composes business correspondence.
• Types memos, contracts, letters, minutes of meetings, and other official documents.
• Responsible in filing and safekeeping of personnel files, telefax and other official documents.
• Coordinates with the Food & Beverage manager in preparing the Function Sheets, Daily Menus & Catering Services to be distributed to concerned departments.
• Coordinates with the Personnel Department in preparing & typing of information of Hotel Guests & Staff for visa requirements (Visit/Tourist/Employment) to be submitted to the Labor Department.
• Responsible in preparing Statistic Report to be submitted to Labor Department.
• Prepares the schedule for the Annual Leaves of Hotel Staff.
• In-charge in preparing Weekly Work Schedules of Hotel Staff with the coordination of the Department Heads.
• Coordinates with the Front Office in answering back local & international fax messages for booking/reservations and enquiries.
• Ensures that the office is adequately stocked with materials needed at all times. Assists other sections in their typing needs.
• Performs other secretarial duties from time to time.
May 14, 1991 till December 7, 1993 U.S. Embassy (Economic Department) Philippine Sea Transport Consultancy
Administrative Assistance
• Reports directly to the PSTC Project Director
• Ensures that the office is kept clean and tidy. That the office is adequately stocked with materials at all times.
• Arrange any necessary photocopying inside/outside of MARINA and make payments for services. Arrange payments for reports/productions services.
• To keep track of all scheduled meetings of PSTC members.
• To keep files on memoranda of meetings in Manila. To keep master copies of all PSTC reports, as well as any "spare" copies of reports.
• In-charge of the bookings/flights/hotel reservations and payments for all PSTC members.
• Arrange any incidental services, which might be required in Manila areas.
• Keep files on news items which might be useful to the PSTC.
• Provides typing assistance to all PSTC members as might be required.
• Keeps correspondence files for the LSRS and the MARSH Study.
• Assists the Project Director in the delivery of reports, letters, discussion papers and memoranda.
• Computes and helps the Project Director to provide staff advances for travel.
• Arrange receipts and refunds from advances for any portions not fully justified by receipts.
• Establish and monitor a file of photocopies of all receipts.
• Answers incoming/outgoing telephone calls. Screens/entertains visitors
• Send and receive any PSTC faxes at MARINA.
June 20, 1990 till May 10, 1991 Chemoil Lighterage Corp. Philippines
Secretary to the President
• Reports directly to the President
• Schedules appointments for the President
• Takes down dictations and composes business correspondence
• Types memos, contracts, letters and other official documents.
• Screens outgoing/incoming telephone calls. Entertain visitors.
• Responsible in filing and safekeeping of personnel files/telegrams/telex and other official documents. Administers Psychological examinations such as Purdue, SRA including typing test.
• In-charge for the signing of contracts for casuals and probationers. Explains the contents of said contracts, brief them their job descriptions and the rules and regulations of the Company.
• In-charge for the issuance and releasing of timecards, IDs and Certificate of Employment including preparation of Labor/SSS Report.
September 9, 1985 till May 30, 1990 M. Greenfield, Inc., (B) Philippines
Secretary to the Personnel Manager
• Reports directly to the Personnel Manager
• Screens and entertains visitors. Answers telephone calls/enquiries.
• Takes down dictations/types Board Resolutions, Contracts, Memos, Minutes of Meeting and other Legal Documents.
• Responsible in filing and safekeeping of employees' folders, official papers and legal papers.
• Handles the Emergency Load Fund for the employees.
• Custodian of office supplies.
• Schedules appointments for the Personnel Manager.
• Assists other sections in their typing needs.
• Performs other secretarial duties which maybe assigned from time to time.
1979 - 1983 March University of the East Philippines • Bachelor of Science and Secretarial Administration Major in Office Management • Graduated