Office Executive Assistant

*

Louisville A. Villaluz

Address: Flat *, Building 123, Road 2803, Block 328, Sugayya, Kingdom of Bahrain Mobile Number: +973********

E-mail Address: ************@*****.***

******************@*****.***

CAREER SUMMARY:

An experienced and detail-oriented executive with +15 years of demonstrated working history in the semi- government administration industry. Highly skilled in Procurement, Logistic Support, Human Resources, Office Administration, Document Management, Secretarial and Clerical. A strong purchasing professional with a Bachelor’s Degree focused in Counseling Psychology from New Era University, Quezon City, Philippines.

KEY ACHIEVEMENTS:

Saved 10% of our annual maintenance budget through efficient price monitoring and strong vendor negotiating.

Increased workforce production to 15% by strictly monitoring staff vacation and emergency leave applications.

Slashed HR budget from 15% to 20% by closely monitoring asset inventory of our staff accommodations.

Created a catalog which highlights the important details of every staff accommodation. This is now the present standard for all departments.

Outlined a well-organized office management system. This procedure is the current standard being applied by our department.

Devised an electronic filing system in our department before Docsafe (an electronic filing software) was introduced and implemented to all departments.

Cut processing time of requests to 50% by designing/simplifying applicable forms to be used by supervisors/engineers in generating requests and reports. These are the official forms being used by our department at present.

SKILLS:

Strong ability to delegate, inspire and communicate effectively.

High ability to organize workload, manage time and resources, and schedule and prioritize projects.

Proficient in English, both oral and written communications.

Strong Influencing, Negotiation and Sourcing skills.

Broad knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, Access and Project).

Adept at maintaining exceptional rate of productivity, accuracy and efficiency. EMPLOYMENT HISTORY:

Job Title Company Address Inclusive Date

Purchasing/

Administration

Coordinator

The Royal Court, Agriculture

Affairs Directorate

West Riffa,

Kingdom of Bahrain

13th Sept. 2015

up to Present

Duties and responsibilities:

Purchasing

Generate quotation request to vendors for large and small scale projects and staff accommodation requirements.

Dealing price negotiation with vendors.

Review quotations and prepare comparison sheet for Director’s approval.

Receive and issue LPO’s/Confirmation Letters to vendors.

Review vendors invoices for discrepancy and ensure that all relevant documents are attached and verified by engineers/supervisor.

Sourcing out new supplier/contractor and prepare new vendor registration request; maintains database of all vendors registered in Royal Court. 2

Staff Accommodation Management

Supervise over 25 Staff Accommodations of Royal Court-owned and leased properties and ensure they are maintained within accepted Bahrain standards and in safe and habitable condition.

Regularly communicates with accommodation monitors and building owners of appropriate policies implemented by Royal Court.

Acts as direct point of contact of Site Supervisors and accommodation monitors for any staff related and building maintenance issues.

Maintains database to efficiently monitor and update number of occupants, room assignment and gas requests.

Coordinate with HR with regards to room vacancy for newly joined staff and recommends accommodation assignment.

Performs physical inventory for all assets and physical resources and maintains database to closely monitor updates for new and replaced property.

Determines and advise HR of recommended furnishings for newly built/leased staff accommodations as per standard requirements.

Carry out procurement procedure after obtaining approval from Director’s office concerning purchase of beddings, furniture, appliances, cookware and kitchenware.

Coordinate between suppliers and accommodation monitors with regards to delivery of items and ensure all items are delivered completely as per LPO.

Coordinate and follow up requests to Maintenance Directorate mobile team department concerning building maintenance works such as painting, electrical, masonry, carpentry and installation/servicing/repair of AC, refrigerator, freezer, washing machine, cooker, water dispenser and water cooler, water tank and furniture.

Conducts random inspection to every staff accommodation to monitor occupants are following cleaning schedule.

Prepares budget proposal for staff accommodation items included in the annual comprehensive workforce plan report.

Logistic Support

Accomplish request for materials to be added to SAP Material Master

Represents Agriculture Affairs Directorate for implementation of SAP (Inventory Management & Maintenance System Project)

Carry out outsourcing/hiring of heavy equipment

Perform inventory and database for landscape equipment, heavy equipment, vehicles and fuel cards.

Maintain database for crops harvest reports, staff accommodations, gas requests, gate pass codes & equipment hire

Verify correctness of invoices & prepare summary for payment request (equipment hire & supply of bulk/drinking water)

Office & Document Management

Implement proper flow/routing of all correspondences/requests received in a daily basis

Design/formulate new forms & improve/update existing forms

Examine eligibility of staff leave requests before forwarding to the concerned persons & monitor staff return from leave

Job Title Company Address Inclusive Date

Administration

Coordinator

The Royal Court, Agriculture

Affairs Directorate

West Riffa,

Kingdom of Bahrain

13th Sept. 2012 to 12th

Sept. 2015

Duties and responsibilities:

Prepare attendance sheets for over 900 staff at 50 locations.

Monitor staff leave applications, resignations and staff hiring.

Maintain and update staff master list.

Prepare annual request for staff uniforms and facilitate issuance. 3

Maintain and update list of appliances, furniture, etc. issued to staff accommodations and monitor gas requests.

Assist the HR Manager in preparing memos, circulars, warning letters, etc.

Formulate standard forms to sustain efficient processing and recording of requests.

Assist the HR Manager in preparation of annual appraisal and annual comprehensive report.

Monitor vehicles & landscape equipment servicing/repairing.

Monitor and follow up maintenance work requests issues.

Arrange hiring of equipment.

Check accuracy of invoices received from suppliers/contractors.

Perform secretarial roles in the absence of the secretary.

Carry out clerical/reception functions in the absence of Admin Clerk or Receptionist.

Execute Purchasing tasks for small scale Agricultural Projects. Job Title Company Address Inclusive Date

Document

Controller

The Royal Court, Agriculture

Affairs Directorate

West Riffa,

Kingdom of Bahrain

13th Sept. 2009 to 12th

Sept. 2012

Duties and responsibilities:

Responsible for the timely, accurate and efficient preparation and management of documents.

Control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects or departments.

Ensure the proper documents are created and signed, that all data is accurate and that documents are stored and backed up and any retention policies are followed.

Perform secretarial roles in the absence of the secretary.

Carry out clerical/reception functions in the absence of Admin Clerk or Receptionist.

Execute Purchasing tasks for small scale Agricultural Projects. Job Title Company Address Inclusive Date

Office Clerk

The Royal Court, Office of

the Undersecretary

West Riffa,

Kingdom of Bahrain

13th Sept. 2003 to 12th

Sept. 2009

Duties & Responsibilities:

Answer telephones and relay messages to appropriate recipients.

Manage files/folders and compile records.

Greet visitors and perform tier-one / first contact services.

Manage inventory of office supplies and assist in organizing office activities.

Scan incoming mail for recipient information.

Handle outgoing mail by sealing envelopes and placing stamps.

Retrieve files on demand.

Type and edit correspondences.

Perform document photocopying and paperwork distribution tasks.

Act as a receptionist or front desk officer when required. EDUCATIONAL BACKGROUND:

Level School Address Year Attended Degree earned

College

New Era University

Diliman, Quezon City,

Philippines

1993 – 1998

B.S. Counseling

Psychology

Secondary New Era University

Diliman, Quezon City,

Philippines

1989 – 1993 Highschool Diploma

Elementary City Central School

Cagayan de Oro City,

Philippines

1983 – 1989 Elementary Diploma

4

TRAININGS ATTENDED:

Course

Date Location

Safety Course in Fire Safety, Risk Assessment,

Chemical Handling, PPE Awareness, Manual

Handling & Heavy Lifting

8th to 10th March

2016

Gulf Petrochemical

Industries Co. (GPIC)

National Safety Council (NSC) First Aid Course

24th February

2016

Gulf Petrochemical

Industries Co. (GPIC)

Fire Fighting Course

28th November

2018

Ministry of Interior, General

Directorate of Civil Defence

MS Office 2007 (Word, Excel, Powerpoint, Outlook,

Access & Project)

2010, 2015 &

2016

IT Training Room, The Royal

Court, West Riffa

PERSONAL DETAILS:

Age

43 years old

Date of Birth

26th June 1976

Civil Status

Married

Nationality

Filipino

Religion

Christian (Church of Christ)

CHARACTER REFERENCES:

Name

Position Company Contact Details

Mr. Christiaan Andries

Marais

Director

Royal Court Services – Agriculture

Affairs Directorate

39193184

Mr. Isa Naser Al Naoimi Executive Director

Royal Court Services – Farms

Directorate

39663330

Mrs. Phebe Alviar

Head of

Secretariat

Royal Court Services – Office of

the Undersecretary

39226780

Contact this candidate