Administrative Assistant
Concordia DMCC
Total years of experience :12 years, 1 month
• Provided efficient customer support in retail and commercial multiple requirements in detail
• Organized office procedures, pending site document controller
• Issuing work permit, approving delivery schedule.
• Operates IFM software and in-charged documentation, submissions, application and client queries.
• Managed to balance customer issues to resolved problem.
• Facilitate HR document, attendance, clearance and induction training.
• Provided right flow process and update all submission status.
• Handled multiple task at the same time communicate efficiently with customer through E-mail.
• Provided administrative support to senior management.
• Fit-Out submission of document and certificate.
• Facilitate sub-contractor duty statement directing to finance, maintained customers’ record renewals.
• Manage DPS Portal security guards - license/ certificates.
• Liaising staff DPS training course, schedule with service provider.
• Organize schedules of meetings, taking notes, distribute minutes including events.
• Maintain office database - retrieved and organized contact information for individual employees and clients.
• Liaising overall company operations vehicles, registrations, fuel consumption repair and maintenance.
• Tracking records company assets to assured proper inventory.
• Prepare comprehensive memo and business correspondence.
• • Maintained a cordial relation with the whole department.
• Efficiently managed all important telephone calls - Collected and sorted mail.
• Screened and initiated telephone calls.
• Arranged meetings and made appointment with individuals on a priority basis.
• Planned and supervised all personal travel arrangements including: Air travel, ground transportation and accommodations.
• Planned the time table schedule of business, personal and weekend events.
• Collaborated with key management personnel to assist in arrangement of special events.
• Petty cash custodian.
• Supported CEO’s appointments and schedules.
• Safe keeping confidential documents and all files of the management.
• Emailing, faxing, scanning, taking orders, invoicing, quotation, purchase orders, deliveries, statement preparation, encoding.
• Draft routine memo.
• Responsible for In-out calls using mini BX trunk-line then forwarded to respective extension and other branch office.
• Coordinated to sites staff engineers and architect staff daily report.
• Filing system soft & hard copy bidding, proposals and contracts.
• Prepared and organized paperwork and other materials as needed for meetings, conferences, travel arrangements and expenses reports. Maintain office scheduling and event calendars. Arrange CEO booking and ticketing for business trip and travel management. Conducting interview with applicants for hiring requirement for staff recruitment in factory.
• Researching material supplies and materials use for the cement production. Composed correspondence, distribute agendas and minutes reports. Set up and handled incoming mail and office filing systems. Collected and coordinated the flow of internal and external information. Managed office equipment and office space. Established the administrative work procedures for tracking staff’s daily tasks. In charge with the finance records and reports. Petty Cash Custodian - Executive officers and operation department.
• Handled daily data entries, income/sales reports, sales receipts and bank account transactions. Coded Payables/ Receivable produced invoices and assisted in preparing monthly financial reports.
• Performed various routine adjustments to company documentations, records and logs. Double-checked accounting reports, verified invoices and various documents for accuracy. Balanced entries, organized documents, debits and credits. Prepared supporting documentation for auditing whenever customers or auditors required.
• Acted as a communication link between the clients and the executive. Clerical functions - including receiving guests and sorting general queries. Received clients on behalf of the director/manager and assisted them in solving common problems.
• Preparing agendas for the seniors on a daily basis. Maintained a cordial relation with the whole department.
• Preparing business correspondence, telemarketing, follow-up client medical renewal and status reports with insurance policy.
• Scheduling client Insurance Life Policy holder. Summarized clients’ reports, sending letter and e-mail communication. Endorsing new policies and offering other insurance benefit. Performed general office duties and administrative task. Communicated regularly with potential clients to offer insurance deals based on their financial status, requirements and needs, including physical condition of individual or insured property, all in order to improve insurance coverage.
• Monitor insurance claims, maintained customers’ records and handled policy renewals. Reviewing and resolving customer complaints within stipulated time period.
• Conducted market surveys for gathering information about customers’ choices and preferences regarding insurance products and ongoing market trends in insurance industry.
• Taking minutes of meetings to businesses and trade associates insurance policies/products.
• Familiarized insurance marketing strategies promoting company’s growth. Set and evaluated each team office stationery requirements.
• Worked and administered requests of outpatient customers’ and provided medical outsource collection of necessary laboratory test prior to arrangement of renewal insurance policy.
Bachelors Degree - graduated with the degree of BACHELOR OF COMMERCIAL SCIENCE (B.C.S.) Major in ACCOUNTING as of October 1982 with Special Order No. 5-0259, series of 1983 dated January 4, 1983 from JOSE RIZAL UNIVERSITY Mandaluyong City a duly recognized private higher education institution in the Philippines.