Executive Secretary / Admin.
Resume:
JOAN KRISTINE M. LINGAO
Freej Abdul Aziz, Doha, Qatar
Telephone #: +974-****-****
Mobile #: +974-********
Email: *********@*****.***
CAREER OBJECTIVE
Opportunity in an organization that will utilize my talents and enhance my skills. Desires a dynamic work environment that offers excellent possibility for career advancement. QUALIFICATIONS
In-depth Administration & Secretarial Experience
Proficient in MS Applications (Word, Excel, Powerpoint & Outlook)
Substantial experience and outstanding skills in customer service.
Expert knowledge and abilities in verbal and written communication.
Knowledgeable in Marketing and Sales transaction.
Accustomed to working in past-faced environments with the ability to think quickly and successfully handle difficult clients.
Internally motivated and enthusiastic about developing good relations with people.
Effective working alone as a cooperative member; well experienced as office personnel.
Responsible, eager to learn, takes initiative and hard working. WORK EXPERIENCED
CONSULTING ENGINEERING COMPLEX W.L.L. (CEC)
Executive Secretary & Admin.
Directly Reporting to General Manager
June 2013 – present
Duties and Responsibilities:
Executive Secretary & Admin.
Receives and screens incoming calls and visitors, determines which are priority matters and alerts the administrator or executive accordingly.
Reads and screens incoming correspondence and reports, makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the administrator or executive and staff.
Monitors company email.
Organize and schedule meetings and appointments.
Produce and distribute correspondence memos, letters, faxes and forms.
Providing administrative support to ensure efficient operation of the office
Responsible for the incoming and outgoing documents.
Preparing Tender Documents.
Performs a variety of executive support tasks.
In-charge for ordering office materials.
Preparing and monitoring the Invoices and Receipts.
Preparing and monitoring expenses to be submitted to the accountant.
Making time sheet.
Doing booking reservations for all employees and travel arrangement for the General Manager.
Support General Manager with his daily clerical tasks.
Maintenance of employees’ files and other company documents updated.
Maintain document control registers / documents for incoming and outgoing.
Develop and maintain a filing system.
In-charge for receiving and filling of incoming and outgoing project documents.
Ensure all hard and electronic copy distribution of controlled documents to focal point.
Follow procedures and update document control procedures when necessary
Manage the electronic and hard copy filing of project related technical documentation.
Scanning, binding, creations of CD’s and file manipulation.
Filing and archiving of documentation to facilitate easy retrieval at a later date.
Sending of Drawing Transmittals and Submittals.
Manage the document/drawing review process, Internal and External. UNIGULF ELECTRO MECHANICAL SERVICES
Executive Secretary / Admin. / Document Controller Directly Reporting to General Manager
November 2007 – May 2013
Duties and Responsibilities:
Executive Secretary & Admin.
Receives and screens incoming calls and visitors, determines which are priority matters and alerts the administrator or executive accordingly.
Reads and screens incoming correspondence and reports, makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the administrator or executive and staff
Responsible for the incoming and out-going documents.
Performs a variety of administrative or executive support tasks.
Responsible in doing quotations once RFQ (Request for Quotation) is received from customers.
Monitors all the on-going projects.
Preparing and monitoring the Invoices for customers and following up until payment.
In charge for updating all the statement of account of the clients.
Doing Purchase Order to the supplier and responsible in preparing all the documents needed for the shipment of the ordered materials.
Preparing and monitoring weekly Expenses to be submitted to the accountant.
Responsible for the attendance and overtime sheet of all the employees for payroll purposes.
Do weekly and monthly reports submitted to the general manager.
Doing monthly statement of accounts and coordinates it to the clients.
Purchasing materials for the company and preparing LPO.
Prepares internal memos and letters.
Schedule and coordinate meetings, interviews and appointments.
Coordinating between departments and operating units in resolving day-to-day administrative and operational problems.
Doing booking reservations.
Assists the general manager to his every day’s transactions.
Maintenance of employees’ files and other company documents updated. Document Control Tasks
Maintain document control registers / documents for incoming and outgoing project documents.
Ensure all hard and electronic copy distribution of controlled documents to focal point.
Expedite and maintain acknowledgements to transmittals
Expedite responses to transmittals sent for review/comment.
Follow procedures and update document control procedures when necessary
Manage the electronic and hard copy filing of project related technical documentation.
Scanning, binding, creations of CD’s and file manipulation.
Filing and archiving of documentation to facilitate easy retrieval at a later date.
Sending of Drawing Transmittals and Submittals.
Manage the document/drawing review process, Internal and External.
Archiving data for historical purposes.
RCLL TRADING CORPORATION
Sales Coordinator & Documentation
August 2005 – November 2007
Duties and Responsibilities
Responsible in doing quotations once RFQ (Request for Quotation) is received from customers.
Updates and organizes if all the documents are complete and arranged accordingly.
Updates the master file quotation.
Encodes quotation to master file.
Checks if all the documents are complete and arranged accordingly.
Place orders of the customer once the Purchase Order and down payment are received.
Do costing for the purchased items.
Responsible in monitoring of shipment of undelivered items.
Do weekly and monthly reports submitted to the sales manager.
Checks the stocked items and updates the stock board monitoring.
Responsible to all the incoming e-mails and communicating to the principal suppliers.
In-charge in giving the responsibility to my subordinates.
Assists the general manager to his every day’s transactions.
Entertain the phone inquiries and walk in clients.
Assist the HR personnel in interviewing the applicants.
Perform other duties as required, from time to time. Do multi-tasking activities. GLC FORKLIFT INC.
Office Assistant / Document Controller
May 2005 – July 2005
Duties and Responsibilities:
Ensure that Original correspondence & documents are filed, maintained and controlled.
Ensure that all hard & soft copies are available in the yard.
Communicate to the relevant personnel are done as per procedure.
To ensure that new correspondence & documents are registered and records
Supervise activities relating to creation, distribution of requested number of copies for correspondence and other technical documents in achieve room.
Provide the necessary assistance to the filing room users.
Doing the quotations.
Preparing the sales invoice and delivery receipt.
Filling and arranging the customers’ documents.
Accommodating the walk-in customers
Reports to the general manager the everyday transactions.
Assist sales associates with regards to their production and commission.
Monitoring and updating the stocks.
PILIPINAS KYORITSU INC.
Asst. Quality Controller
September 2004 – February 2005
Duties and Responsibilities:
Assistant of the Quality Control Technical Staff.
Inspecting the final product if it meets the standard quality.
Checking the packaging of the items.
Records the defect items.
Reports the defect items to the immediate supervisor. COLLEGE EDUCATION
Bachelor of Science Major in Business Management
De La Salle Lipa
Lipa City Batangas
1999-2003
SECONDARY EDUCATION
Canossa Academy
San Carlos Lipa City, Batangas
1995-1999
TRATRANINGS / SEMINARS ATTENDED
Pre-employment
De La Salle Lipa
November 2002
On the Job Training
Polycrete Enterprises
B. Morada St., Lipa City
June 2002
E-COMMERCE about Marketing
De La Salle Lipa
February 2002
AWARDS/CITATIONS RECEIVED
A Study on Workers’ Age and Years of Experience to Labor Productivity and Quality of Work in Garment Export Firms
Recognized as one of the Best Thesis De La Salle Lipa March 2003
Proponent of Paper Roll
Table Cloth Innovative Product Entrepreneurship Exhibit De La Salle Lipa September 2000
ORGANIZATION AND AFFILIATION
Business Management Society Member
De La Salle Lipa
1999-2003
PERSONAL DATA
Born on November 6, 1982 on Manila, Philippines. Single. Interest includes reading and net surfing. Possess good moral character, trustworthy, hardworking, and fast learner.
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