lynnie fajardo
Administrative Assistant/Document Controller/Receptionist at STRUCTURAL Middle East- Claim this Profile
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English Full professional proficiency
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Tagalog Native or bilingual proficiency
Topline Score
Bio
Credentials
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Diploma
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Experience
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STRUCTURAL Middle East
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United Arab Emirates
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Construction
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1 - 100 Employee
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Administrative Assistant/Document Controller/Receptionist
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Oct 2012 - Present
Perform full administrative support to Operations and Engineering Department including typing, minute taking, filing, data input, maintenance and management. Arrange flight booking/hotel & accommodation of staff and visitors. Arrange seminar, conference and meetings. Manage and maintain ticket and vacation log for the company. Manage driver’s assignment on day to day activities. Preparation of the documents/data required before the project will start/mobilized. Monitor office operations in and out for office and pantry supplies. Updating and maintaining Purchase Order log. Preparing Purchase Order for the office and tickets. Manage the document control of the company in compliance with ISO system. Maintaining company electronic filing system. Ensure document management process & procedures are followed. Received all information in the system and process according to guidelines. Ensure distribution matrix for internal distribution of documents and correspondence. Ensure company contact directory is up to date. Ensure hard and soft copies of the old files are kept on Archive system. Manage the reception (answer and screen incoming calls, queries of client and supplier). Serves visitors by greeting, welcoming, and directing them appropriately. Assist the HR Department for the filing and documentation. Show less
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Administration and Accounts Assistant
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Nov 2010 - Apr 2012
Assist the Representation in maintaining financial and other administrative records and monitoring system for the office’s data of day-to-day transactions and reports. Manage accounts payable and supplier’s ledger (posting of invoices, verifying the approvals and amounts within the approved request for payment, ensures that the project and expense coding are correct & updating supplier information ledgers, i.e. address, bank accounts, contacts and etc.) Review and organize Bills/Statement of Account and all Request for Payments received from various providers and project offices. Manage the company’s petty cash fund (maintain petty cash, reviews and ensures correct project and expense coding of petty cash liquidation reports from other petty cash custodians within the office and project offices, posting of petty cash liquidation entries and reconciling petty cash balances). Assist and manage the project staff expenses (sending out the monthly expense template, tracking of staff expense submissions and ensuring that accruals are provided for those who did not submit, checking of receipts against staff expense sheet, posting of staff expenses, checking of mobile personal call deductions, ensuring that employee advances are deducted from the staff expense claims and preparing the staff expenses payment summary.) Assist in the preparation of monthly bank reconciliation. Release all checks and ensure that all payments are paid to the right payees and that all vouchers are supported with the required documentations. Record in the AMD41 all non-expendable items procured within each month’s imprest account and maintain a record of monthly ADM41 with corresponding supporting documents for COIN inventory verification. Liaise with other government partners and project personnel in completing the required documents for payment processing. Assist the Representation Office in providing reports to partners, project offices, Regional Offices and other divisions. Show less
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Purchase Assistant/Logistic Assistant/Secretary & Data Encoder/Material Control Assistant
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Nov 2008 - May 2010
Purchase Assistant: Prepares local purchase order based on approved request order coming from different site offices of JTMJV using Timberline System. Prepares quotations based on the approved request order and submit to the accredited supplier of JTMJV. Follow up quotation/inquiries to supplier and negotiate to have a mutual agreement with regards to value/amount. Logistic Assistant: Manage the preparation of export shipment documents; Handle the preparation of export invoice and packing list and see to it that invoice are properly documented and approved by the Logistic Manager. Secretary and Data Encoder Act as secretary to the Manager providing support to his administrative requirements. Prepare monthly operation cost and monitor budget expenditure. Gather and collect data from different departments the list of incoming hired staff of different project sites to input in the data bank (Timberline system). Make sure that budget code used in the invoice is correct before submission to accounting department for payment processing. Process invoice and make request for payment. Material Control Assistant: Make sales order of scrap items/materials such as vehicles, camp materials, plant & equipment, steel, office furniture & fixture based from disposal request coming from different sites of JTMJV. Monitor outstanding accounts and collect payment from buyers. Cashiering works. Show less
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Administrative and Finance Assistant
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Aug 2005 - Jul 2008
Administration: Prepares detailed schedules, perform administrative and personnel functions, including orientation and training of support staff. Prepares routine correspondence. Managing the flow of information and delegation of document via paper and electronic correspondence. Coordinates schedules for visiting missions and traveling international staff i.e. plane ticket booking, hotel booking, and security arrangement and transport accommodations. Assist the project staff to on line security clearance for their official travel. Briefs and assist consultant, local and international staff and on basic administrative and finance procedures and requirements. Facilitate the conduct of asset inventory of the project. Support staff in conducting trainings, seminars and workshop in logistical matters and related to the activity. Finance: Administer the project operation’s fund. Prepares budget of the project Review liquidation and reimbursement claims. Prepares request for payment of bills, inputs for the projects, mission travel claims (MTCs) and salaries of the staff and ensure the completeness of supporting documents before submission to accounting office. Prepares quotation, canvass and local purchase order and ensure the correctness of account codes charges and input transaction before submission to approving officer. Verify payment information. Show less
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Education
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1996 - 2000
Notre Dame University of Cotabato
Bachelor of Science in Business Administration, Business Administration and Management, General -
1996 - 2000
Notre Dame University of Cotabato City
Bachelor of Business Administration (BBA), Business Administration and Management, General
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