Company: STERLING PACIFIC VENTURES CORPORATION
Position: Executive Assistant / Personal Assistant
Tenure: April 17, 2023 to October 16, 2024
Directly reports to the President & CEO
Company: SHIPTEK SOLUTIONS CORPORATION
Position: Executive Assistant
Tenure: July 4, 2022 to March 3, 2023
DUTIES and RESPONSIBILITIES
• Directly reports to Chief Operations Director
• Provides secretarial and administrative support to the operations department.
• Prepares routine and advanced correspondence including letters, memoranda, and reports.
• Replies to emails and other queries received from internal clients and support groups.
• Plans and schedules meetings.
• Schedules travel and assists with arrangements as needed.
• Provides administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
• Maintaining comprehensive and accurate records
• Performing minor accounting duties as required
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Welcomes visitors and identifies the purpose of their visit before directing them to the appropriate department
• Manages the executive’s calendar, including making appointments and prioritizing the most sensitive matters
• Prepare reports and/or special projects, which may include data collection, coordination, final copy preparation, distribution, etc.
Company: CENTURY PROPERTIES MANAGEMENT, INC.
Property: BATULAO ARTSCAPES
Brgy. Kaylaway
Nasugbu, Batangas
Tenure : April 3, 2017 to June 30, 2022
Position: Executive Assistant
DUTIES and RESPONSIBILITIES
ADMINISTRATIVE
• Ensure availability of timekeeping materials; ensure prompt submission of timekeeping materials at the admin office
• Enforce the Policy of the Building
• Maintain open communication with the Village Manager, Bill & Collection Accountant, Village Engineer, and other Heads of Departments
• Responsible for procurement of housekeeping, administrative and other supplies of the property
• Ensure all supplies are properly monitored and inventory
• Manage the maintenance and custodial staff at the property
• Receives and properly screen incoming telephone calls/messages, check and retrieves e-mail messages regularly, assist the tenants/guest in the processing of an application for Car Sticker /vehicle passes, prepares all necessary report/ correspondence as required by the Project Committee Head (GRM) or Village Manager
• Updates required reports concerning move-in/ move-out notices, activity, etc. daily and provide information to the operations manager
• Proofreads all incoming documents such as gate pass, work permits, move-in / move-out, request letters, and other business correspondence, and add notes if needed
• Typing, reproduction, finalization, and distribution of documents, development, and maintenance of an efficient document filing retrieval system, needed office supplies and materials
• Handle appointment scheduling for the Village Manager (VM) and other property-related meetings/seminars and prepare minutes as required.
• Assist and prepare monthly Project Committee Meeting schedule and materials.
ACCOUNTING
• Handling Petty Cash Fund (PCF). Handling Cashiering functions,
• Process the request for Budget for the government permits, seminars, activities, events, and other urgent expenses of the Condominium Homeowners Association that may arise
• Submit annual budget alignment for housekeeping and administrative supplies
• Process liquidation and reimbursements of expenses
CUSTOMER SERVICE
• Serves as the front-liner of the Property Management Office
• Greet and Orient Owners/Tenants as they arrived at the property and introduce them to the property’s amenities
• Respond to Owners/Tenant’s concerns promptly
• Communicate with Owners/Tenants to discuss issues that require immediate actions
• Schedule and oversee maintenance/housekeeping requests of Owners/Tenants
• Establish Rapport with Owners/Tenants so they always feel valued and appreciated
MAINTENANCE
• Directly Responsible for Ensuring that landscape at the building premise, lobby/hallways, and back offices (Admin, Accounting, Engineering, etc.,) are always manned and properly maintained
• Ensure that all furniture and fixture, computer, and other equipment at back offices and other fixed assets located in the common area of the building are properly maintained
Company: CENTURY PROPERTIES MANAGEMENT, INC.
Property: The Milano Residences Condominium Corp.
Division: Property Operations
Tenure: April 3, 2017 to May 5, 2021
Position: Executive Assistant
General Duty:
Responsible for all administrative functions on the property. To provide support and assistance in coordinating different property management services and functions for the property. Expected to be able to take charge of the simple day-to-day activities in the property.
Responsibilities:
• Provides administrative support to the Property Manager of the Property Management Office and the other departments under the Management team such as Engineering, Security, Accounting, Housekeeping, and Concierge.
• Assist the Operations Manager in ensuring that all customer calls and complaints are recorded and, if possible, responded to within the day.
• Provides reports and maintains unit owners’ database up to date.
• Constructs correspondences in response to queries, concerns, and other related issues to the management of the building and units in the form of Circular, Memo, Letters, and Emails.
• Handles confidential and non-routine information and facilitates communication between appropriate departments.
• Maintains confidence and protects operations by keeping information confidential
• Ensure that all documents are filed in an orderly manner
• Ensures that all meetings are properly coordinated to avoid schedule conflicts
• Attend the regular SA Meetings to keep updated on the operations of the property
• Be familiar with the technical aspects of the property
COMMUNITY DEVELOPMENT
• Actively participate in the implementation of community activities
• Participate in activities that will promote harmonious relationships within the property, and between the property and neighboring communities.
• Participate in the implemented activities that will protect the welfare of the principals, the neighboring communities, and the environment.
PERSONAL DEVELOPMENT
• Abide by all CPMI policies and guidelines
• Projects an image by becoming a well-rounded employee of CPMI as stated in the Company’s work rules and regulations
• Participate in company activities such as meetings, training, seminars, social events, and association activities
