administrative assistant Archives

Ability to good understanding and knowledge of educational management and systems.
Ability to respond to any kinds of office emails and phones calls
Ability to prepare all kinds of reports including correspondence.
Ability to coordinate with all concerned government authorities.
Ability to maintain all administrative assistants work.

Processing of Indents, Comparative Statements & Preparation of Purchase Order
Handling purchase activities: Request for quotation, Comparative analysis of quotations and Preparation of Purchase Order.
Maintain and control of Purchase register.
Processing of payment notes, Invoices/bills for payment.
Corresponding with vendors related to Purchase & Other administrative activities.
Analyzing & control over unwanted expenses of the stores.
Organizing in-house programmes like Seminar, conference and meetings.

Revise, log, submit and present department’s DDTCS incident reports to agency’s board of directors at quarterly special review meetings.
Log quarterly reports pertaining to guardian/client satisfaction of services.
Disinfect facility classrooms with hospital grade disinfectant solution.
Prepare, collect, submit all necessary documents for monthly staff meetings.

Administrative Assistant/Tax Collector position at Pequea Valley School District, 2000-2002
Receptionist/Administrative Assistant at Charles Haldeman Advertising, 1999-2000
Receptionist at James Bunting Advertising, 1993-1999
Video editing/processing with Adobe After Effects and Final Cut Pro X.

Attend monthly agency wide safety meetings.
Representative of Wellness and Safety for adult day center and work development departments.
Photograph/videograph all facility events.
Document composition and photo processing with Adobe Photoshop and Lightroom.

Complete and submit monitoring report for facility breakfast and lunch cafeteria services.
Provide classroom instructors with needed office supplies, classroom activity supplies and computer technical support.
Update client face sheets in client billing software.
Enter and maintain service plans of care for clients served in client billing software.

Pass out checks each pay period to approximately 100 clients and 40 employees.
Approve Medicaid billing in client billing software.
Provide technical support for staff for Medicaid billing software.
Maintain Microsoft Excel spreadsheets necessary for recording client attendance and cafeteria service utilization.
Perform weekly preventative maintenance monitoring and work order submission for the facility’s 5 fleet vans.
Calculate and submit DDTCS transportation billing documents.
Submit work orders for facility maintenance.

Processing government contributions (SSS,Pagibig,PhilHealth,BIR)
Responsible for processing payroll
Interacts with clients, local and international through email
Responsible in preparing documents for company’s accreditation
Maintains 201 files of employees
Interacts with banks regarding company’s account and collection
Collect and deposit money into accounts, disburse funds from cash accounts to pay bills, keep records of collections and disbursements, and ensure accounts are balanced

Assisted Plant secretary in daily operations.
Used the Microsoft Office Suite for data management and word processing.
Completed safety and operations forms.
Composed and distributed meeting notes, routine correspondence, job operation reports.

Interview individuals for applications – collect applications along with the application fees.
Use computers to input and to control data for all of the properties.
Schedule annual cleanings, landscaping, and general maintenance.
Make payments on credit cards.
Keep records on each of the buildings and tenants organized and filed properly.
Run small errands in an efficient and timely manner.
Assist in the office daily.

Keeping Petty Cash
Preparing Due Amount List
Receipts and Paymententry
Organising Post and Courier
Conducting Interview (WrittenTest)
Preparing Cash Vouchers
Maintaining Employee Record

Purchased merchandise and completed supplier payment procedure
Developed selling techniques
Monitored and directed the work of lower-level employees.
Established stock management
Worked well independently and on a team to solve problems

Train staff members on data entry, program usage, and inspecting homes for guests
Conduct searches to find needed information, using such sources as the Internet. Sort, count, and mark clean linens and store them in linen closets.
Assign duties to other staff and give instructions regarding work methods and routines. Inspect guest rooms, public areas, and grounds for cleanliness and appearance.
Provide assistance to staff members by inspecting rooms or doing laundry.

Assisted two legal secretaries with a total of six attorneys
Responsible for providing desk coverage during the absence of the legal assistant
Assisted legal assistant with the preparation of court filings
Assisted with the production of materials for hearings, depositions and meetings
Maintained and organized client files
Drafted correspondence and emails, transcribed various documents, faxing, copying and scanning
Provided receptionist coverage

Assist General Manager level client in bringing current all global travel expenses that were 60 days past due and generating monthly late fees in excess of $1200.00/month
Continue to keep all expenses current eliminating late fees
Mobility employee status expense reporting
Work with global auditors
Track expenses for tax related reporting including taxable traveler program
Reconcile credit card statement and handle all credit card issues
Provide back-up executive administrative assistance to include heavy calendar management, global travel

Customer Service – sales/enquiries
Accounts Receivable/banking
Computers – hard ware installations
Computers- software (Internet, Microsoft Office – outlook, word, excel, power point, publisher)

Archive past files into company database
Perform general office duties, such as maintaining records management database systems and performing basic bookkeeping work.
Collating online orders and ensuring ECommerce daily fulfillment
Undertake special assignment, ad-hoc duties

Dealing with daily enquiries from employees and external organisations
Ensuring accurate and up to date personnel records are kept for all employees
Planning and sometimes delivering training – including inductions for new staff
Promoting equality and diversity as part of the culture of the organisation
Dealing with grievances and implementing disciplinary procedures
Working with various departments assisting line managers to understand and implement policies and procedures
Overseeing the sourcing, supply and issue of uniforms to all employees

Perform day-to-day administrative duties.
Issuing of billing invoices and delivery orders
Verify the invoices discrepancies and issue the correction invoices
Keying in of accurate and updated data information into the system.
Answering enquiries via phone calls, emails and various Ecommerce platforms
Set up and manage paper filing systems
To pick and pack orders as per customer’s request.

Contacted customers via phone and email to confirm deliveries and follow up with inquiries.
Managed phone calls from customer when managers are unavailable and provided informative answers to questions.
Assisted with administrative tasks, including filing, answering phones and greeting customer.
Planned and executed corporate meetings, lunches and special events for groups of 20 or less.

Coordinate conferences, meetings, or special events, such as luncheons or Holiday parties
File Purchase orders
Compare data with source documents in SAP
Attend meetings to record minutes and distribute to attendees

Directed customer communication to appropriate department personnel, in addition to providing information to resolve inquiries and customer satisfaction.
Monitored daily and weekly schedules and monthly calendar obligations for five manager.
Planned and executed corporate meetings, lunches and special events for larger groups.
Performed complex administrative management of sensitive and confidential issues.
Facilitated troubleshooting, maintenance and updates for office systems.
Communicated with vendors to place and receive orders, request maintenance services and deliver instruction on behalf of office management.
Organized and maintained filing and document management systems, coordinating archiving and purging aligned with company document policies.

Reported directly to the General Manager of the company
Handled Expatriate Services under Holcim Philippines, Inc.
Monitored and managed the schedule, availability, and attendance of the drivers
Monitored and managed the maintenance and other needs of the vehicle
Monitored and managed the schedule and other requirements of the expatriate officer
Handled office management; inventory, item list, templates, and other related office needs
Handled plant management; requirements and inventory

Maintains budget records and files.
Prepares and inputs accounting forms such as purchase orders, budget and staffing requests. Receives and processes accounts payable, receives periodic printouts of financial activity and prepares summary reports.
Assists in the budget development process by gathering and compiling required information.
Processing Permits and Taxes of a company.
Responsible on Payroll of the employees.

Oversee and supervise the work of junior staff
Maintain up-to-date employee holiday records
Coordinate repairs to office equipment
Greet and assist visitors to the office

Assisted in the School Delegate Event Planning
Proof-reading Marketing collateral
Other ad-hoc administrative work
Manage staff appointments

Ask patient questions to add diagnosis of complaint from Doctor.
Resolve administrative problems
Receive, sort and distribute the mail
Answer telephone calls and pass them on

Facturation system, with Software Saint.
Fill out tax forms.
Save billing correlatives.
Develop and update administrative systems to make them more efficient

Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
Organize travel arrangements for senior managers
Book conference calls, rooms, taxis, couriers, hotels etc.
Maintain computer and manual filing systems
Handle sensitive information in a confidential manner
Take accurate minutes of meetings
Coordinate office procedures

Handle “over the phone payments”.
Write and record orders for merchandise and student payments and enter payments and orders into detailed excel spreadsheets.
Answer questions about company packages in detail.
Answer phones in a busy professional setting while multitasking.

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