Excellent in verbal and communication skills
Freda Suarez
Administrative Assistant/Secretary
Doha,DA
Summary
Enthusiastic professional who is committed to excellent service and dedicated to promote professionalism in the highest standards. With my work experience, I can overcome work pressure resourcefully and can easily develop innovative and creative solutions to problems. In a project-oriented work, I have practiced good time management in meeting deadlines and in handling several projects simultaneously. I am effective and efficient who is always willing to assists my superiors and colleagues with regards to work tasks and operations
Overview
13
13
years of professional experience
4
4
years of post-secondary education
Work History
Administrative Assistant
Qatar Computing Research Institute (QCRI), Hamad Bin Khalifa University
Doha , Qatar
2017.01 - 2021.01
- Manage the calendar of the Executive Director, scheduling and coordinating meetings and appointments.
- Planned and coordinated internal meetings, off-site events and team-building exercises by selecting vendors and venues.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Coordinated travel arrangements by booking airfare, hotel and ground transportation.
- Monitored premises, screened visitors, updated logs and issued passes to maintain security.
- Managing inbound and outbound calls, by answering and screening calls accordingly.
- Responsible for preparing documents, reports, emails and memos.
- Scheduled office meetings and client appointments for staff teams.
- Sorted and distributed incoming and outgoing mail and other correspondence.
- Executed record filing system to improve document organization and management.
- Maintained staff directory including emails, phone number, employee number and office number.
- Collecting business cards and enter the data in the address book.
- Carry out routine clerical duties, including photocopying, faxing, data entry and record management.
- Organized weekly staff meetings and booking meeting room.
- Obtained signatures for business travel request of employees.
- Preserved important, confidential files by developing recordkeeping system.
- Arrange for new hires, including office set-up, computer hardware, Vehicle Access Tag, ID card, business cards, health insurance, etc.
- Operate basic office equipment and ensure its proper functioning by coordinating installation, maintenance, and repair.
- Compile reports, presentations, packets and other documents as assigned.
- Help other administrative staff with overflow work, including data entry and research tasks, in order to ensure smooth administrative operations and promote a culture of teamwork.
Technical Secretary
EGEC Qatar for Engineering Consultation W.L.L (Grade A Consultant)
Doha , Qatar
2013.01 - 2016.09
- Assisting the Tenders and Proposals Manager in the development and submission of tender documents (technical and financial).
- Liaises with the Accounts Department for the payment of tender (if any) & directs the messengers to collect the tender documents from government offices or prospective clients.
- Sets-up and maintains a tender folder (electronic and hardcopy) to execute the development of the tender submission contents.
- Reviews, identifies and manages subcontract ITT’s (Instruction to Tenders) for the documents inclusion in the tender submission package and taking into account the deadline of submission.
- Evaluates and studies the tender requirements such as the SOW, Company Profile, staff deployment needed and other relevant details necessary to meet the client’s needs
- Collates and maintains the submission documents (technical and commercial) ensuring that they are created and maintained in accordance to the tender submission standards, procedures and client’s requirements.
- Manages all pre and post tender client clarifications and prepares the responses in relation to the tender submission.
- Maintains a record of the staff CVs, professional licenses of engineers and company licenses making sure that they are up-to-date
- Assisted coworkers and staff members with special tasks on daily basis.
- Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
- Maintained clean reception area to promote positive, professional environment for clients.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Assists the engineers with other administrative works.
HR Administrator (Temporary)
Excellent Engineering Company WLL
Doha , Qatar
2012.08 - 2012.12
- Scheduled meetings, maintained employee files, managed and updated HR documents and planned events.
- Managed interview scheduling for the in-house recruiting team: confirmed availability of interviewers and interviewees, set up meetings, secured meeting spaces.
- Maintained secure and accurate records of staff-related data such as payroll, turnover rates, and leaves in the database to ensure all employment requirements were met
- Prepare salaries computation and slip .
- Monitor timesheets of all workers in the site .
- Petty cash recording, collection follow-ups and making invoices.
- Making travel arrangements for senior staff.
- Preparing quotations for clients requesting manpower supply.
Accounts Receivable Clerk
JE Distributors Inc. (Exclusive distributors of Unilever)
Batangas , Philippines
2008.12 - 2012.05
- Data entry in the system for daily collection of sales agent.
- Receive newly issued invoice and handle the distribution to respective sales agent.
- Prepare weekly/monthly Accounts Receivable ageing report
- Monitor movement of receivable for each agent and report unusual observation to sales manager.
- Prepare Credit Notes and Credit Memo as necessary.
- Review of key terms and condition on the customer contract.
- Organize invoice for collection and make necessary follow-up with the sales agent for the outstanding receivables.
Administrative Assistant
Real-Vet Marketing
Batangas , Philippines
2007.05 - 2008.05
- Providing administrative support to the General Manager .
- Answer telephone and give information to callers, take messages, or transfer calls to appropriate individuals.
- Arrange conferences, meetings and travel reservations of office staff.
- General clerical duties including photocopying, fax, scanning and mailing.
- Organized weekly staff meetings and logged minutes for corporate records.
- Executed record filing system to improve document organization and management.
- Monitored supervisor's work calendar and scheduled appointments, meetings and travel.
- Generated reports and typed letters in Word and prepared PowerPoint presentations.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Preparation of sales invoice.
- Monitor and reconcile receivable from customer.
- Facilitate payment of expense (i.e. Utilities and government dues)
Office Administrator
First Family Agro-Industrial Ventures & Feed mills
Batangas , Philippines
2006.04 - 2007.04
- Providing administrative and secretarial support to the General Manager.
- Supported office manager with proactive correspondence management, document coordination and customer relations.
- Kept detailed records of supplies and office equipment use to budget and make orders for new supplies.
- Collect and disburse funds from cash accounts and keep records of collection and disbursements.
- Monitor inventory movement and ensuring that the inventory level is sufficient for the operating needs.
- Purchase order to the suppliers needed in the production.
- Administer the payables of the company and ensure that all payment was made in time.
- Transmittal of information to the entire sales person for the new products.
- General clerical duties including photocopying, fax, scanning and mailing.
- Coordinate and maintain records of all staff.
- Maintain an adequate inventory of office supplies.
- Monitor movements in receivable and follow-up collection.
- Interacts with clients, visitors and suppliers.
- Receive, direct and relay telephone, fax messages and mails.
Education
Bachelor of Science - Business Management
University of Batangas
Hilltop, Batangas City Philippines 2002.06 - 2006.03
Skills
Administrative support
undefinedSoftware
Proactive attitude to work
Ability to prioritize work & good organizational skills
Proficient in Microsoft Office
Knowledgeable in Enterprise Resource Planning (ERP) Software
Timeline
Administrative Assistant
Qatar Computing Research Institute (QCRI), Hamad Bin Khalifa University
2017.01 - 2021.01
Technical Secretary
EGEC Qatar for Engineering Consultation W.L.L (Grade A Consultant)
2013.01 - 2016.09
HR Administrator (Temporary)
Excellent Engineering Company WLL
2012.08 - 2012.12
Accounts Receivable Clerk
JE Distributors Inc. (Exclusive distributors of Unilever)
2008.12 - 2012.05
Administrative Assistant
Real-Vet Marketing
2007.05 - 2008.05
Office Administrator
First Family Agro-Industrial Ventures & Feed mills
2006.04 - 2007.04
Bachelor of Science - Business Management
University of Batangas
2002.06 - 2006.03
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