ALELI M. CAIRNS

Ocean Springs, MS ***** 954-***-**** ad2kh8@r.postjobfree.com

PROFILE

Polished Senior Executive Assistant and Office Management Professional with proven record of accomplishment in demanding, fast- paced environments providing senior-level executive support. Dedicated team player with outstanding interpersonal dynamics and communication skills, flexible to changing conditions within an organization. Background includes international work in Asia and the UAE, as well as significant strengths in Purchasing, Contracts, Payroll administration and Real Estate closing. A trusted advisor with strong business acumen, superior work ethic, exceptional attention to detail, and outstanding organizational skills. Other strengths encompass:

Executive Office Administration Office Team Training/Supervision Budget Management

Program & Project Management Proposal/Presentation Preparation Compliance/Audits

Accounting and Bookkeeping Handling Highly Confidential Material Contract/Document Review

Travel Arrangements and Logistics Report/Spreadsheet Development Client and Vendor Relations

Executive Calendar Management Event/Meeting Planning Procurement/Purchasing

Loan applications Sales transactions Account Maintenance Computer skills include proficiency in Microsoft Office (Word, Excel, PowerPoint, Access, Outlook), Publisher, Adobe PageMaker, Adobe Photoshop, ACONEX, 4P, and AutoCAD. Bilingual: English and Tagalog (Filipino). Willing to relocate. PROFESSIONAL EXPERIENCE

PILGER TITLE COMPANY

Post-Closer/Out-Processor 08/2021 – 08/2022

Provided effective and efficient Out-processing support and administrative assistance to the Closers and the Management.

Examined, reviewed and sent closed loan packages to mortgage companies, ensuring their accuracy, completeness and compliance to state and lender requirements, and making sure they are sent on timely manner.

Sent Security instruments and other necessary documents to the appropriate county for recording and made follow-up as needed.

Disbursed checks after all the incoming funds are received in either checks or bank transfer.

Notarized and verified legitimacy of documents.

Received and deposited escrow monies in established accounts.

Contacted necessary individuals e.g., courthouse personnel, buyers, sellers and realtors to obtain additional information when needed.

Made Deeds (warranty deeds, quitclaim, Life Estate, etc.).

Opened files. Extracted information from the Sales contract and lender title request and inputted them in the database for merging and documents production.

Sent title work request to appropriate Abstractors and made follow-up as needed.

Sent closed, logged and boxed files to specific warehouse for later retrieval, when necessary.

Reviewed and audited in-house e-files ensuring their completeness. QUANTUM SPECIALIST TRAINING CENTER 09/2018 - 05/2019

Administrative Officer

Managed day-to-day operations of a technical/vocational school accountable for schedule administration, cashiering/banking, disbursement of petty cash, maintenance of student records, counselling students, development and maintenance of school web page, preparation and submission of tax documents, and coordinating with government offices regarding scholarship funding.

Flexible/adaptable to rapidly changing project requirements and accomplished a high volume of work within strict deadlines.

Created and established several administrative and operating policies, procedures and practices.

Maintained and scheduled executive calendars (personal & office) for appointments and meetings.

Accountable for the efficient and timely organization, processing and scheduling of director and client appointments.

Consistently met/exceeded demands, expectations and deadlines through exceptional work ethic and commitment to excellence. FIBREX CONSTRUCTION GROUP 03/2007 - 07/2018

Executive Secretary/Contracts & Procurement Administrator (11/14-07/18) Provided direct administrative support to the Division Manager, accountable for executive calendar and scheduling, client relations, drafting correspondence, reports, travel arrangements, contract review/administration, procurement support, presentation and proposal preparation, project management, database management, vendor relations, and special projects. Aleli M. Cairns Page 2

PROFESSIONAL EXPERIENCE

FIBREX CONSTRUCTION GROUP (Continued)

Executive/Administrative Support

Organized and attended to all administrative activities of the division to facilitate the smooth running of operations.

Managed and updated division project files including contracts, budgets, amendments, payments, etc.

Made travel arrangements, coordinating airline and hotel accommodations.

Prepared meeting agendas, reports, presentation materials, files, and other materials for meetings.

Maintained supplier payment requests and schedule.

Coordinated with HR regarding staff recruitment, transfers, mobilization, confirmation, and evaluation.

Prepared Petty Cash liquidation and coordinated with division accountants and auditors on report queries. Contract and Procurement Support Duties

Prepared letters of intent and letters of award for subcontractors and suppliers, as well as letters of credit request/application for each subcontractor and supplier. Made contract amendments as needed.

Sent out Request for Quotation (RFQ) to subcontractors/suppliers based on project specifications/requirements, BOQ and drawings.

Prepared Local Purchase Orders (LPOs) for suppliers and subcontractors.

Received quotations from suppliers and subcontractors. Prepared comparison sheet as instructed by the Division Manager.

Assisted the Division Manager in formulating Division budgets and plans.

Payroll Administrator (03/07-10/14)

Initially hired in Document Control and promoted within 5 months to the Administration and Payroll Department to assist in processing payroll for the company’s 6,000 employees. Areas of accountability encompassed payroll processing, reviewing/revising policies and procedures, and internal controls.

Supported the development, implementation and ongoing maintenance of a payroll strategy.

Ensured all laborers and staff were paid accurately and on scheduled time.

Reviewed completeness of timesheets and allocated necessary cost codes.

Entered/input deductions, additions and salary adjustments into the payroll system.

Determined variances in the payroll report and reconciled discrepancies.

Received and handled salary inquiries and assisted in resolving payroll administration problems such as non-receipt of salary bank transfers, deduction errors, etc.

Produced reports such as payroll, cost allocation, leave settlement reports, salary advices, etc. when necessary.

Assisted in the regular labor audit of both laborer and staff payroll.

Prepared certificates and letters such as salary, employment, experience certificates, letters to embassies, salary transfers, etc.

Recognized for attention to detail and consistent ability to meet/exceed performance standards. PHILIPPINE RURAL RECONSTRUCTION MOVEMENT 10/2003 - 03/2006

Corporate and Executive Affairs Associate

Provided direct corporate administrative support to the President, Board of Trustees and Management Committee of the organization.

Provided input and technical assistance on matters related to the corporate and executive affairs of the institution.

Coordinated scheduled and special meetings of the Management Committee, Board of Trustees and Board Committees.

Prepared and distributed Board kits, documented proceedings and prepared minutes.

Prepared Unit budget, requisitions and liquidation of the Unit’s cash advances.

Maintained the organization’s calendar of activities, travel schedules and appointment schedule of the President and Management Committee. Received and screened communications to the President including telephone calls and email messages.

Established and maintained a database of institutional contacts and donors.

Responded to letters and general correspondence on behalf of the President.

Recognized for quality work, attention to detail and follow-up. Highly regarded among management and co-workers. EDUCATION AND TRAINING

Bachelor of Science Degree in Business Administration/Management, Philippine Christian University Diploma in Secretarial Course/Office Management, Philippine Christian University Career Development Courses: Occupational and Health Safety; Labor Management Relations; Creative Training Methods; Managerial Techniques for Office Managers and Executives

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