Wendy Mae Aguilar

* Manage front desk operations including phone handling,
correspondence, and visitor reception.
* Maintain and organize marine documentation such as ship
certificates, crew records, and job offers.
* Coordinate travel arrangements for crew and staff, including
ticketing, hotel, and visa requirements.
* Support daily operational activities by liaising with vessel
masters, agents, and suppliers.
* Preparing and issuing Quotations, Local Purchase Orders (LPOs),
and Invoices accurately and in a timely manner.
* Compiling and maintaining expense statements, ensuring proper
documentation and cost tracking.
* Coordinating with suppliers to ensure prompt delivery of
materials and services to vessels.
* Following up with vendors on order confirmations, delivery
schedules, and outstanding documentation.
* Maintaining proper records of purchases, invoices, and supplier
communications.

 Welcomes visitors by greeting them in person or on the telephone, answering or referring inquiries.
 Attending all incoming calls and forwarding the same to the concerned person.
 Ensure the staff extensions and mobile numbers list is updated and distributed accordingly.
 Upkeep of reception area, tidy and presentable, with all necessary stationery and material.
 Provide basic and accurate information in person and via phone/email.
 Receive, sort and distribute daily mail/deliveries.
 Maintain office security by following safety procedures.
 Order front office supplies and keep an inventory of stock.
 Update calendars and schedule meetings.
 Perform other clerical receptionist duties such as filing, photocopying,
transcribing, and faxing.
 Managing Front office operations.
 Maintaining complete records, files, and documentation.
 Handling all functions related to hotel booking and travel arrangements.
 Handle the contracts or rates of the hotels and tours.
 Coordinating with tour operators and hotels.
 Arrange visas and holiday packages.

 Responsible for HR & Admin task such as Attendance, Visa processing,
Implementation of Work Policy
 Processing & renewal of Insurances and Licenses.
 Booked all excursions, restaurants, and hotel reservations through portal,
sending email and by call
 Follow up the booking and get the confirmation code.
 Identifying cancellation policy of the tour activities and the most relevant
information
 Handling the contracts of business partners.
 Communicate with the other reservation agents and cooperate with the team.
 Monitoring advance deposit requirements for credit facility.
 Handling calls and communicating with the vendor regarding of the booking.
 Coordinate with the operations team and give the relevant information
they need to know about the excursions.
 Familiarizing the contract and rate for each product.
 Dealing with occurring travel problems, complaints or refunds.
 Attend travel seminars to remain updated with tourism trends.
 Enter data into the software and maintain client files.
client files.

 Communicate and follow-up with overseas partners and local suppliers for
GIT and FIT requests and reservations.
 Book all accommodation for confirmed hotel and flight bookings,
ground handling services and manage allotments.
 Prepare/check monthly reports and invoices.
 Prepare and monitor hotels, flights, tours and transfers tariff sheets (contracting).
 Quotations and update standard contacts for FIT and its land packages.
 Assist team leader/management with product preparations.
 Ensure Operations team received up to date tour information / documents
within deadline.
 Participate in trainings, workshops, inspections and surveys as schedules
by team leader.
 Respond to new business opportunities and inquiries in an accurate,
appropriate and timely manner.
 Ensure all bookings, passenger details, logistic information, internal notes
and supplier notes updated on the system in an accurate and timely manner.
 Maintain thorough and up-to-date hard copied record for all bookings for easy
access, filing and auditing purposes.
 For series booking, secure annual allotment and negotiate best rates with
local hotels and suppliers in conjunction with Operations (contracting)
 Ensure accuracy and timeliness of monthly invoices to overseas agents
and clients as well as payment collection in due time.
 Follow up and reconcile any invoice discrepancies prior to handing over
to the Accounts Department.

 Welcomes visitors by greeting them, in person or on the telephone.
 Answer, screen and forward any incoming phone calls while providing
basic information when needed.
 Well versed in managing multiple line phone system and handling
multiple incoming calls.
 Receive and sort daily mail/deliveries/couriers.
 Attending meetings, taking minutes and keeping notes.
 Arrange and prepare for company meetings both in and out of the office.
 Update appointment calendars and schedule meetings/appointments.
 Perform other clerical receptionist duties such as filing, photocopying,
collating, faxing etc.
 Extremely capable of keeping reception area clean and organized.
 Organizing and storing paperwork, documents and computer-based
information.
 Tracking all documentation.
 Prepare LPO or quotations.
 Arrange the flights of the passengers.
 Make booking for the passengers using a booking system to
secure holidays.
 Offering suggestions and information about travel arrangements,
such as routes, schedules and rates, visas and passports.
 To sell tickets, confirming reservations and give fare quotations.
 Compute cost of travel using calculator, computer and carrier
tariff books.
 Collecting and processing payments from the passengers.
 Print or request carrier tickets using computer printer system or
system link to travel carrier.
 Sending out tickets to clients.
 To give information needed to make, change, or cancel reservation
for customers.
 Dealing with complaints or refunds.
 Make visa for the passengers.

 Plans route and computes ticket cost, using schedules, rate books,
and computer.
 Responsible for reservations and ticketing through Amadeus System.
 Handles ticket issuance, rebook and refund for group and business affiliates.
 Submits daily Sales Reports of cash and credit sales.
 Assist and serves customers with a sense of responsibility for their
utmost satisfaction.
 Advise clients booking status.
 Performs administrative functions.

 Run errands (i.e. bank and City Building).
 Answer phone and take/distribute messages.
 File, copy, and/or deliver or mail documents.
 Order office supplies to ensure proper inventory.
 Maintain good public relations.
 Maintaining diaries.
 Arranging appointments.
 Typing and word processing.
 Organizing and servicing meetings (producing agendas & taking minutes).
 Handling correspondence.