Admin Executive

⦁ Creates Local Purchase Oder in Oracle system or in Manual and maintains soft and hard copy on the file ⦁ Processing Project Request Form and Assets Request Form, then process from PO to process the payment request. ⦁ Processing Payment Requests (Manually/System) for Projects, Repair, Maintenance and Assets. ⦁ Receiving invoices from a contractor, double checking if the invoices are correct and processing them to be sent to Accounts for payment release. ⦁ Following up on payments update the Accounts and coordinate with the Contractors / Suppliers that payment is ready or already sent to their Bank Account. ⦁ Creates new projects in the system and changes the Project Manager if necessary for approvals of PO, and invoices in the system. ⦁ Making Priority payment List, Department Yearly Budget, and Service Lease Agreement.

Responsible for general office duties, by providing excellent customer service, handling information requests, performing clerical functions such as preparing correspondence, arranging conference calls and scheduling meetings and fulfilling all administration requirements assigned. Knowledge in office administration, knowledge of Information gathering and monitoring, Excellent working knowledge of English (oral and written) High proficiency in Computer Office Applications & Programs (MS Excel, Word etc.)

10 years of Experience ⦁ Secures information by completing database backups. ⦁ Receiving letters for the projects and giving them to the Project Director for him to assign to the concerned department heads. ⦁ Upload in the system (DAMAS), log, and file the letters. ⦁ Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. ⦁ Organizes work by reading and routing correspondence; collecting information; initiating telecommunications. ⦁ Maintains customer confidence and protects operations by keeping information confidential. ⦁ Secures information by completing database backups. ⦁ Provides historical reference by utilizing filing and retrieval systems. ⦁ Maintains technical knowledge by attending educational workshops and reading secretarial publications.

As the primary point of contact for internal and external transactions on all matters pertaining to the his/her immediate superior, handling information requests, performing clerical functions such as preparing correspondence, arranging conference calls and scheduling meetings and fulfilling all administration requirements assigned. Ensures to compile data, prepare error free reports or collate data for consideration and presentation by supervisor as and when required within the set deadline. Process and respond promptly to incoming and outgoing communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary. Coordinating and assisting on all other office general support, remain professional and approachable at all times, provide excellent customer service to all visitors and act as a face of the organization to increase organization branding internally and externally. Maintains a scheduler to help organize appointments with the immediate superior and give necessary advice / reminder on daily basis and ensure critical meetings are not missed. Checks admission of guests without appointments to the immediate superior on daily basis. Ensures to appear and act in a professional and pleasant manner with all visitors. Confidentially and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office. Documents for the department are distributed to the concerned personnel on a timely manner on a daily basis. Advises the immediate superior for any documents / matters that require immediate attention on daily basis. Screen and forward approved calls to the direct supervisor on daily basis. Monitors all documents coming in or leaving the department in compliance to the quality management system at all times. Couriers / packages are delivered / received on timely manner. Required correspondence is submitted for signature / approval within one day from receipt of instruction. Submits all required reports on the time required.

Department Yearly Budgeting