Wilma Boncales

• Responsible for managing the procurement, storage, and distribution of office stationery and supplies.
• Monitor and maintain inventory levels of all stationery items.
• Deals with suppliers for purchasing the stationery items, CCTV and security devices.
• Compare prices and ensure cost-effective procurement.
• Create purchase order and process payment.
• Issue stationery to head office staff and stores and keep proper records of distribution by encoding it in Retail Pro (stationery application).
• Prepares and maintain all the payment request of department financial activities.
• Handles ticket and hotel booking for business trips.
• Manages Sapphire Helpdesk for all requests related to stationery, CCTV, and security device issues.
• Prepares and maintain list of loss and found items.
• Prepares department staff salary report in coordination with HR department.
• Prepares attendance for department staff Incentive
• Monitor all the activities of department staff.
• Manage staff requests in mename system such as vacation leave, resumption, salary certificate, and related concerns.
• Collect’s all the lost and found items from all Stores, and record all the items received and send to Charity.
• Co-ordinate and participate in training and development programs within the department.
• Prepares and process payment/salary of external security guards and store money collection (external business partner).
• Prepares department monthly report by preparing data analysis.
• Coordinate with vendors or technical support teams for repairs, upgrades, and replacement of faulty equipment.
• Administers and maintains the HIK Central (centralized CCTV system), including monitoring system performance, updating configurations, and adding new stores to the system.
• Provide assistance to the department head for staff investigations and ensure to complete all reports related to investigation.
• Manage CCTV access in head office, all Stores, Warehouse and Hypermarket, including people counting.
• Coordinate with technician regarding maintenance of CCTV and security devices.

• Manages and maintains the BPCS (Business Planning and Control System) for customer master file updates, including:
a. Creating new local and indent customers and address master maintenance.
b. Modification of customer information such as new address and/or additional address, credit terms, credit limits, and credit days, etc., and requesting a new customer SAP number from the company’s IT support team.
• Prepares quote entries in BPCS (company’s system).
• Handles sales order entry in BPCS in coordination with the Logistics Department.
• Prepares business correspondence such as quotations, appointment letters, and other related documents.
• Prepares proforma invoices for indent orders and maintains control of proforma invoice numbers.
• Coordinates with the sales personnel responsible for the account regarding customers’ purchase orders received daily.
• Maintains hard copy filing of customers’ sales invoices and purchase orders (by customer folder).
• Assists the sales team in collection follow-up and coordinates with the Accounting Department and the concerned sales personnel for cheque/payment pick-up.
• Completes supplier accreditation forms and provides required documents (e.g., company profile, SEC certificate, audited financial statements, articles of incorporation, business permit, DTI certificate, BIR registration, VAT registration certificate, and other related documents).

• Processes legal endorsements for demand letters related to overdue accounts and dishonored checks. Recomputes charges using the legal program and verifies the outstanding balance of accounts under legal dealers, including pending accounts, to determine if the cash bond is sufficient to cover the outstanding balance. Endorses cases to the Legal Staff for demand letter printing.
• Facilitates and processes accounts for filing of cases involving overdue accounts (Estafa) and dishonored checks (B.P. 22) for endorsement to the Legal Officer and submission to the Prosecutor’s Office and Court. Verifies outstanding balances, pending transactions, and unapplied rebates in coordination with the Finance Division, subject to management approval.
• Downloads and transfers provisional receipts as payment of dealers from the branch where payment was made to the branch where the account defaulted/was registered. Monitors and informs branch cashiers to apply the transferred payments accordingly.
• Updates (encodes) complete and accurate addresses and dates of registration for all accounts under legal monitoring. Tags and classifies mailing regions such as Metro Manila or Province for mailing purposes.
• Sets the initialization date and schedule of legal endorsements, as well as the submission dates of Trust Receipt Agreements (T.R.A.) for all branches using the legal system.
• Monitors the daily import/export scheduler utilities (data exchange from all branches to the legal system), including payments, legal charges, dishonored checks, and other transactions, to ensure successful processing.
• Prepares statements of account, when necessary, based on Legal Department records/system for dealers under legal action who intend to settle their accounts.
• Maintains proper filing and photocopying of all dishonored checks forwarded by Finance/Operations Division.
• Prepares and processes requests for payment of attorney’s fees, building rental, and facilitates Legal Staff cash advances, liquidation reports, and petty cash replenishments.
• Monitors the legal system’s workflow and coordinates updates or improvements of the legal application program. Informs Legal personnel of new modules or system changes, assists in resolving system issues, and prepares job order forms for submission to the IT Department.

• Prepares business correspondence such as quotations, appointment letters, proforma invoices, and other related documents.
• Compiles monthly and quarterly reports for principals.
• Maintains hard copy and electronic filing systems for the Sales Department and provides the sales team with copies of documents as needed (e.g., sales invoices, communications, technical data sheets (TDS), material safety data sheets (MSDS), and other related documents).
• Follows up on collections and coordinates with the Accounting Department and the concerned sales personnel for check pick-up.
• Handles sample requests from the sales team in coordination with the Logistics Department.
• Faxes and mails important documents (international and domestic).
• Completes supplier accreditation forms and provides required documents (e.g., company profile, SEC certificate, audited financial statements, articles of incorporation, business permit, DTI certificate, BIR registration, VAT registration certificate, and other related documents).
• Maintains copies of sales order slips and proforma invoices with control numbers, customer information sheets, application forms, company profiles, and daily itinerary forms.

• Encodes and types appraisal reports and title verification documents.
• Ensures completion of all required documents and photocopies supporting materials such as tax maps, plans, condominium certificates of title (CCT), transfer certificates of title (TCT), and other related documents.
• Files and organizes credit documents.

• Receives and processes job applications.
• Schedules, administers, and evaluates pre-employment examinations.
• Schedules qualified applicants for interviews.
• Notifies new employees of their orientation schedules.
• Prepares trainees’ allowances and in charge of releasing their cheques.
• Prepares employee billing statements.
• Assists PBCOM employees with office uniform concerns.
• Prepares and processes temporary IDs for new employees and OJTs.