Secretary/Admin or Operation Assistant/Receptionist

CHARLOTTE JENNIFER PALABRICA PEDROSA

Current Address : Bin Mahmoud, Doha Qatar

Mobile No. : +974-********

Email Address : adc394@r.postjobfree.com

CARRIER OBJECTIVE

Looking forward to work in a professionally competent environment where my organizational and communication skills can be fully utilized to assist executives in daily tasks and to provide administrative support and customer service skills in contributing to organizational efficiency.

EMPLOYMENT HISTORY

SECRETARY / ADMIN ASSISTANT

(July 28, 2018 – January 31, 2020)

Company Name: ARCH IN DESIGN

Al Mana Business Tower, Al Saad, Doha Qatar

Nature of Business: Interior Designing & Project Management

RESPONSIBILITIES:

Provide Administrative and Secretarial assistance to Managers and Superiors.

Preparing and typing office correspondences and reports.

Responsible for registering and maintaining database to control all incoming and outgoing documents and distribute to concerned person/s for easy retrieval and further reference.

Act as a focal point in office for coordination between staff & departments.

Protect confidential information and documents of the company.

Remind management about their calendar, appointments, emails to be replied, follow ups etc.

Time to time Email checking, printing, directing, back up and replying.

Answering, directing, and keeping log of all telephone calls.

Receiving and conversing with office visitors and cater their needs.

Updating the office diary/ Logs with complete activities in the office

Check and update monthly office and kitchen supplies and request for purchase.

Maintaining all the files and folders in computer as well as file cabinet properly for easy archiving. Maintain File Logs.

Keep track of the employee files and assist in payroll preparation.

Responsible for the overall neatness and cleanliness of the office.

Other duties and responsibilities as delegated by the manager

ACCOUNTS ASSISTANT

(February 01, 2015 – July 26, 2018)

Company Name : THE FIRST CONTRACTOR, WLL.

Town Centre, District of Bin Omran, Doha-Qatar

Nature of Business: Manpower Company (Construction Firm)

RESPONSIBILITIES:

ACCOUNTS DEP’T :

ACCOUNTS RECEIVABLE IN-CHARGE:

Encode customer Cash & Cheque Payments.

Updating /Monitoring of Accounts Receivable per clients.

Preparation & Sending of Statement of Account per clients.

Verifies validity of account discrepancies by obtaining and investigating information from sales and from customers.

Resolves valid or authorized deductions by entering adjusting entries.

Protects client’s value by keeping information confidential.

ACCOUNTS PAYABLE IN-CHARGE:

Review and verify invoices for Cheque request & issuance to supplier.

Ensures timely payments of invoices and maintains accurate records and control reports.

Research and resolve invoice discrepancies and issues.

Correspond with supplier and respond to inquiries.

PETTY CASH CUSTODIAN:

To maintain the day to day petty cash fund, including: Safeguarding, reconciling, and replenishing the fund.

Ensuring that cash and outstanding vouchers and receipts equal the fund's total balance.

To ensure that the petty cash should not mingled with other funds

Counting and reconciling petty cash funds once in a while so that shortages or other discrepancies can be noticed, reported, and corrected in a timely basis.

Ensuring that each transaction is allowable and for the purpose for which the fund was authorized.

Maintaining proper documentation.

SALES DEP’T:

Assisting Sales representatives to find clients.

Establish, develop and maintain positive business and customer relationships

Expedite the resolution of customer problems and complaints to maximize satisfaction.

To provide superior customer service to our internal and our external customers.

INVOICE IN-CHARGE:

Preparation of Invoices with clients timesheets & Purchase Order as reference.

Responsible in all workers timesheets from each clients; duly signed by timekeeper or site engineers are received and confirmed in a timely manner to enable invoicing and payroll to be completed.

Ensuring details of worker’s timesheets data such as clients name, work site, workers name, employee code, category & working hours must be correct.

Sending out of Invoices to Clients

Posting Invoices in clients accounts receivable status.

Cross-checking of workers Actual timesheet Attendance against office Manpower attendance

Preparation of workers Overtime for payroll reference.

COLLECTION DEP’T:

To identify when delinquent accounts need to be called based on their terms of sale and call promptly once an account becomes past due.

To follow up frequently for payment commitments.

To provide detailed information in the on line credit notes.

To inform sales representatives of significant changes in account status in a timely and professional manner.

To maintain good customer relations.

Place phone calls to customers to remind them of payments & Accounts balance.

OPERATION DEP’T:

Follow up clients’ time sheets to receive on time for Invoice reference.

Resolve issues regarding workers timings & attendance on site.

Secure documents & follow up for every demobilization schedule to acquire LPO for invoice reference.

MONTHLY REPORTS:

Sales Reports

Invoice summary

Summary of Active & Idle workers every month.

Collection Reports

Monthly & Weekly

Projection vs. Actual Collection.

Operation Reports

Bus Rent Payable Summary

Bus & Cars individual ledgers for petrol consumption & maintenance cost

OTHERS:

Preparation of Workers Final Settlement

Workers & Office staff Cash Advances

SECRETARY & ACCOUNTING STAFF

(July 2001- January 15, 2015)

Company Name : CABALAGNAN, INC.

#46 Lizares Ave., Bacolod City, Negros Occidental, Philippines

Nature of Business: Real Estate – Joint Venture Company

(Residential & Commercial – Land Owner)

RESPONSIBILITIES:

SECRETARY :

Preparation of reports & provide assistance for the Board of Directors during meeting.

Make minutes of the meeting.

Update & discussed with the Board of Directors the daily & monthly concerns & transactions.

Facilitates company’s taxes, business permits, licenses & renewals.

Documents controller

Dealing with Informal settlers in Company’s property

ACCOUNTS :

Payroll & Bank transaction In-charge (bank reconciliation, withdrawal & encashment transactions)

Petty Cash custodian.

Provide audit requirement & reports.

Collection in-charge for Joint Venture Shares.

Payment in-charge for company’s payables & contributions.

SALES :

Promote & sell available lots using solid arguments to existing and prospective customers

Cater the concerns & inquiries of lot owners & residents.

Updating Clients Ledgers & lot inventory status

Site visit job (area inspection)

Personal Information

Age : 38 years old

Nationality : Filipino

Civil Status : Married

Date of Birth : March 02, 1981

Language : English & Filipino

Educational Background

Highest Education : Bachelor’s / College Degree Major in Management Accounting

Institute : Colegio San Agustin – Bacolod

Located in : Bacolod City, Negros Occidental, Philippines

Date Graduated : March 2001

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