Armilene Genota Ulat

ULAT, ARMILENE GENOTA Mobile#- Philippines : Blk 2 Lot 10 Carmelray Gawad Kalinga Village Canlubang Calamba City E-mail add:-CAREER OBJECTIVES To be employed in company wherein all the techniques and skills I have acquired from my previous works with my educational background, will be apply for the company’s development & productivity. By then, I considered myself responsible enough to handle the tasks that will be given to me. WORK EXPERIENCE Administrator cum Executive Secretary to the Chairman Gardenia Flower under SWAN GROUP Doha Qatar P.O Box 19302 November 28, 2011 – October 9, 2016                           Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures. Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes. Develops administrative staff by providing information, and experiential growth opportunities. Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions. Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Provides information by answering questions and requests. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Completes operational requirements by scheduling and assigning administrative projects; expediting work results. Contributes to team effort by accomplishing related results as needed. Prepares all correspondence, memorandum and all report needed by the Chairman and Administrative/Finance Manager inside and outside of the company. Responsible for the flight reservation and purchasing ticket of all staff and all the Managing Partner. Manage all Personal Matter of the Chairman and his family. Responsible for all Chairman’s Personal and Family bank transaction. Oversee all Chairman’s properties and real estate. Arrange Monthly Salary for Chairman’s family and housemaids. Prepare weekly & monthly cash flow, cash & cheque disbursement, bank reconciliation. Responsible for Account Receivables & Payables (Chairman’s Private Account) Allocate Branch Manpower, receive Manpower request and coordinate with the section concerned. Prepare and maintain all staff work schedule and day off. Also act as Office Treasurer: Receive Daily Transaction of sales income for each branch. Deposit all Daily income to the respective branch account. Disburse money transactions. This may include PCF as well as transaction with employees. Prepare Bank transfer, tender / performance bond, etc… Handle files of all Materials & equipment purchased under Safety Center Company. Receive quotations and get the approval of the Chairman with the consent of the Safety Center’s Manager. In Charge for Recruitment (Local and International):-                Coordinate with all recruiting agencies like Philippines, Sri Lanka, Nepal, India, etc… Screening Evaluation, Coordinate applicant interview, Evaluate / Screen the C.V. Get salary offer from the Chairman. Get it Stamped by staff respective embassy. Prepare personal Data of new staff. Collect documents (passport, certificates, transcript, etc.) and fill in the Employee Card. Coordinate Staff Meetings with the Chairman:To follow-up the Managers/In-Charge to submit their suggestion, new ideas, and event report monthly to the Management. To receive incident report then forward to the Chairman/GM. Receiving Chairman Phone calls reminders and notes to follow-up with the concern person until the job done. Handling All Government Transaction Files : Such as Commercial Registration, Company Computer ID, Company License, Company Business Trade ID and Signatory ID's Handling the Company Group files. like contracts, drawings, and details of the braches. Handle all Company Vehicle file, Issuing cars and assigned drivers Vehicle Document Renewal (License, Insurance and Check Traffic Violation). And any other job assigned from time to time. Purchasing Officer Gardenia Flower under SWAN GROUP Doha Qatar P.O Box 19302 November 28, 2011 – October 9, 2011                           Responsible for organizing and maintaining a central facility for the purchase of all flowers on a best price / best quality basis. Also ensuring the smooth supply of flowers. Ensure competent quality execution of all regular purchasing duties and administrative works. Maintain complete updated purchasing records/data, pricing and costing. Prepare reports and summarize data including purchasing reports. Conduct competitor survey for the prices. Execution and monitoring of all regular purchasing duties. Coordinate with the suppliers in daily basis. Managing and following up overseas orders. Receive and checked incoming shipment for damages and shortages. Coordinate with suppliers, freight services and cargo agent to ensure on-time delivery of shipment. Build and maintain information database regarding all shipments, purchases, and related information. Responsible for the preparation and process purchase orders and documents in accordance with company policies and procedures. Monitor stocks for every branch. Ensure that all branches are working smoothly and have complete stocks. See what fast moving and not fast moving flower is. Attend to all florist flower request. Monitor every branch transfer and do the documentation. Monitor and coordinate deliveries to ensure that all items are delivered on time. Organizes, supervises, and do the clerical work that engaged in receiving, issuing, and delivering our items (flower & accessories). Source, select and negotiate for the best purchase package in terms of quality, price, terms, deliveries and services with suppliers. Purchase and issue order in accordance to specification. Plan and manage inventory levels of flowers. Identify and resolve issues with purchasing and inventory errors. Prepare for all audits and supervise our year-end physical inventory Controlling the purchase and supply of all procured items & services Administering the online purchasing systems. Source for suppliers or sub-contractors when the need arises. As much as possible ensure that all flowers are available. Takes all orders for every event and ensure that all requirements be able to arrive on time. Managing vendor relationships and building effective supply chain partnerships.        Adhering to company policies with particular regard to accounting procedures. Monitor payable for our suppliers and remind the accounting department. Oversee request for quotes and new vendor requests. Maintain records of all purchasing documentation. Forecasting upcoming demand. Responsible at some level for buying or approving the acquisition of goods and services needed by the company. Develops and installs clerical and office procedures and practices, and studies work flow, sequence of operations, and office arrangement to determine expediency of installing new or improved office machines For Website, Phone Calls or Email Orders                  Maintain and update Company Website (designs, products, prices, photos, etc). Responsible for monitoring all website order and coordinating with online customer. Updating status of their orders. Monitor / process order and co-ordinate to the nearest branch for deliveries whether it is from website, Interflora, cake & flower, doha souq, etc. Response to every query with regards to orders. Process orders for International through our partner (Interflora). Prepare reports and summarize data for orders. Prepares photo/albums/brochures for all branches. Coordinate with photographers/editors with regards of photos for website and albums with their corresponding codes. Search for different designs from Internet for chocolate stand and coordinate it with the carver and painters. Monitors / check all finished stands for any defective and completed quantity Manages difficult or emotional customer situations. Responds promptly to customer needs; Solicits customer feedback to improve service Responds to requests for service and assistance. Assist with overall maintenance of the organization and its offices. Manages difficult or emotional customer situations; Responds promptly to customer needs. Manage Company email portals. Other duties as assigned from time to time Administrative Assistant cum Executive Secretary to the Chairman TUEM International Manpower Corporation 1832 Leon Guinto Street Malate, Manila May 18, 2010 – September 24, 2011              Oversee all aspects of general office coordination. Maintain confidentiality in all aspects of client, staff and agency information. Screen Applicants to ensure that they possess the basic qualification that we need. Conducts testing for pre – qualified applicants and checks at the same time. Select qualified applicants and conducts interview. Upholds company policies and procedures. Ensure rules and procedure in place regarding working hours, lunch, office closure and communication about security. Attend Board, committee meetings or other meetings as requested in order to record Minutes. Updates employees 201 files with corresponding memo / written explanation from employees. In charge in maintaining records files for all transactions. Conducts counseling of the employee. Answer employees’ queries for their benefits and other concerns with their employment with the company. Manage administrative department, maintain a safe and secure working environment. Maintain office efficiency, plan and implement office systems, layout and equipment procurements.              In charge of preparing all documents required of the POEA for the Job Fair and Special Recruitment Activities. In charge in preparation of payrolls for the staff and officer, handling all report and payments of the employee monthly Social Security System (SSS) and Pag Ibig Contirbution, Phil-Health, BIR Employees Payment, Expanded Value Added Tax of the Company and Monthly Salary Loan Payment for government agencies. In charge in the preparation and monitoring of the monthly cash flow of the office as far as office payables and office receivables is concerned. In charge in monitoring office request for Cash Advances, approval of daily request as far as office supplies and daily expenses. Prepares all correspondence, memorandum and all report needed by the Chairman and Administrative/Finance Manager inside and outside of the company. Handles some personal and necessary matter in behalf of the Managing Partners. In charge of handling all important documents of all Repatriation and Legal Cases of the company. In charge of coordinating with our Company Lawyer regarding with our Legal Cases. Attends hearing at NLRC and POEA regarding the workers complaint. Responsible for the flight reservation and purchasing ticket of all selected applicant to be deploy. In charge in making hotel reservations in behalf of the Chairman and all foreign visitors of the company. Assist with overall maintenance of the organization and its offices. Other duties as assigned. Recruitment Officer / Coordinator TUEM International Manpower Corporation 1832 Leon Guinto Street Malate, Manila January 22, 2010 – May 18, 2010                      Seeking / receiving CVs of applicants. Evaluating CVs either walk – in or email online applicant and contact qualified applicants. Reporting to the General Manager the result of confirmed applicants for interview. Responsible in sourcing, screening, encoding and completion of requirements/ documents. Doing calls and availability of applicants and have their confirmations, request them to come at our office for initial interviews and to submit initial required documents. Receives calls, takes and relays messages, responds to requests for information; provides information or directs caller to appropriate individual. Prepares Interview Line up, Interview Results, Job Confirmation and Medical Referral. Inputs and updates Job Orders and Status Reports. Assists and monitors qualified workers for their necessary documents for Processing. Escorts / Guides candidates as required during Employer’s interview. Sourcing / Head hunting of candidates for Employer’s manpower requirements. Update Recruitment status of job Orders. Forward applicant’s file to processing department for deployment. Sending CVs of the applicants to the employer for final evaluation. Making Flyers, postings, tarpaulin & Ads (newspaper) used for recruitment. Daily updating of job orders in the internet. Coordinates with the General Manager with regards to the lacking positions per job order and the recruitment plan strategies. Responsible in coordinating different Association or Organization like (PICE, PSME, IIEE etc..) for possible listing of all members. Responsible in coordinating with all PESO Manager and Employment Staff / Coordinator for possible SRA schedule. Prepares all document needed for the SRA. Responsible in constructing recruitment plan for more effective sourcing of applicants including their budgets. Recruitment Officer C.N Manpower and General Services Incorporation Blk. 1 Lot 47 Brgy. Malamig Biñan Laguna September 8, 2008 – January 21, 2010                          Screen Applicants to ensure that they posses the basic qualification required by clients. Reviews transmittal of 201 prior to deployment Conducts training for new applicants prior to their trial / interview with clients Conducts testing for pre – qualified applicants and checks at the same time Select applicants qualified and conducts interview Review documents of application prior to their deployment, prepares transmittal and ensure that the same is sent to coordinators on time Devise revision to recruitment procedure whenever necessary Coordinates with the clients on their manning requirements Coordinates results of exams and assist applicants to secure their medical clearance from accredited clinic Devise employee to orientation program that is suitable for each client Conducts training for newly hired employees prior to their deployment Facilitates conduct of job fair when needed Upholds company policies and procedures Performs all other functions that maybe assigned from time to time Conducts counseling for employees in the absence of Employee Relations. Answer employees’ queries for their benefits and other concerns with their employment with the company. Monitors compliance to company recruitment policies and procedures Process employees’ clearance/exit interview and request for certification and other employees concerns. Ensures compliances to reportorial requirements of employees membership to government mandated bodies Prepares issuance of employee uniforms, ensures filing of authority to deduct. Updates employees 201 files with corresponding memo / written explanation from employees Prepares weekly status report of recruitment Generates Monthly manpower monthly report Maintain good relationship with all clients Conduct periodic client visit Prepares weekly summary of concerns from exit interview and other report that maybe required from time to time. ACCOUNTABILITY        Quality of recruits Maintain good passing rate exams with the clients Integrity of pre-employment documents Comprehension of employees of the company policies and procedures Employees satisfaction of company support services Elimination of employees complains Timeliness of report for management Processing Staff (Cardiac Center Encoder / Front Desk Officer) Calamba Medical Center Crossing Calamba City February 19, 2007 – September 7, 2008     Receives/follow up request of procedures to be done from Nursing Stations for in-patients. Informs technician on duty for any procedures to be done requested from nursing Station for inpatients and out-patients Give instruction to patients for registration and settlement of bills before the procedure Make sure that all transaction is registered correctly before rendering to the computer      Have the patients sign the transaction slip before the procedure Log the patient’s data at procedure log file and draft forms correctly for each procedures Collect all ECG tracing from all Nursing Station everyday and put it the cardiologist clipboard for reading and signing. Encodes results of every procedures Responsible or releasing and double check of all result before releasing results to avoid exchanged of documents. Processing Staff (Physical Rehabilitation and Medical Center) Calamba Medical Center Crossing Calamba City February 19, 2007 – September 7, 2008       Responsible for daily scheduling of all patients for their treatment Collect all Letter of Authorization for their treatment to be submitted to Credit and Collection Department Log all treatment for the day and the procedure of all the patient at the log book Check the patient schedule for their next treatment before they finish their present treatment Conduct daily census of the treatments Relay all concern/problem encountered to the immediate supervisor Processing Staff (Dialysis Center) Calamba Medical Center Crossing Calamba City February 19, 2007 – September 7, 2008              Responsible for scheduling of all patient treatment within a month Responsible for requesting of all patient treatment to be encoded to the Blizcom Terminal Rendering of all requisition in the Blizcom Terminal Updating the patient logbook Give instruction to patients for registration and settlement of bills before the procedure Make sure that all transaction registered correctly before rendering Give instruction to patients for registration and settlement of bills before the procedure Have the patient sign the Letter of Authorization (LOA) before the procedure starts Collect all the charges and forward to the Credit and Collection Department Responsible for checking of Phil health and OWWA requirement of all patient before submitting to Credit and Collection Department Conduct monthly report and census of patient treatment Conduct monthly utilization report of all machine that are tied – up with Fresenius Medical Center Relay the said report to Fresenius Medical Center. Administrative Head Matatag Lending Corporation Brgy. Halang Calamba City July 24, 2004 – February 14, 2007         Handles all concern regarding client and loan inquiry Screen all loan application to ensure that they posses the basic qualification required for the said loan Check all requirements that they submitted before processing the loan. Handles all walk – in client at the office. Process documents needed for the loan Prepares and handles all collection schedules and all Account Officer daily call plan. Monitor all Account Officer daily call plan Ensure proper recording of accounting transaction in accordance with generally accepted accounting standards             Ensure timely recording of accounting transactions. Observes internal control procedures Checks vouchers submitted by the Accounts Payable clerks and prepares check for the loan needed approved by the Manager. Coordinated Accounts Officer for collections. Upholds company policies and procedures Keep company corporate documents and other business documents Keeps check for release to loan applicant. Custodian of Petty Cash Fund Ensures monitor of cash position Ensures Accuracy of Cash Disbursements Handles and coordinates any banking transaction including daily checking of company Account Balance Coordinates with suppliers regarding purchasing office supplies. Spice Mixing / Production Staff Pacific Meat Company, Inc. LIIP Mamplasan Biñan Laguna September 4, 2002 – July 15, 2004             Encodes daily production output and issuance of raw material to mixing using Triton System Prepare receiving report of raw material and all returns from Toll Processor and SBU’s Monitor daily material consumption and variances of raw material and spice mix Prepares daily and weekly production report, consumption of raw material, packaging and check variances. Prepares spice mix material requirements for the month based on the revised rolling or Production Plan of PPIC Department. Prepares ICTS, packing list, loading list and purchase order for all issuances to Toll Processor and SBU’s Consolidate monthly receiving report, issuance of raw material and spice mix to all SBU’s Provides documents needed for the daily production Received order plan schedule of delivery of spice mix to General Tuna Corporation and Columbus Sea Food Incorporation. Coordinates with Resource and Development (R&D) staff with regarding of quality problem, new ingredients, new formulation, sample and revised formula Coordinates with PPIC department and General Tuna Corporation for their concerns and priorities Monitor daily attendance and prepare payroll of spice mixing personnel to be submitted to HR Department EDP / MIS Staff Walter Mart Incorporation Balibago Sta. Rosa Laguna November 13, 2001 – August 27, 2002      Responsible for monitoring and maintaining network overall activities for Walter Mart and Abenson. That Includes server and workstations analysis to ensures that the system run smoothly and on time. Network cable monitoring and installation to eliminate data loss and continuous network connection. User management and technical support for Walter Mart and Abenson back office. Inventory monitoring and trouble shooting of hardware devices of the organization, installation and inventory of all software used by the company. Generates report and analyze system activities to inform MIS Head Office about the current status of the system. This includes the problem encountered and the solution applied. File handling for local branches, transfer files to MIS Head Office and handling downloads for system updates. Support Walter Mart operations, supermarket in monitoring price updates and item inventories Prepare documents for warehouse incoming and outgoing deliveries.  Walter Mart EDP is under MIS thus our responsibility is not limited to our local branch but also to other Walter Mart and Abenson stores. We support other branches in giving solutions to problems, relieving other staff in case of their absence. Personnel F-Tech Manufacturing Philippines, Inc. 118 North Science Avenue Laguna Techno Park Biñan Laguna May 21, 2001 – October 30, 2001           Assist personnel staff / supervisor in the performance of the personnel function covering employment and time keeping Prepares payroll of all associates Prepares monthly timecards for the associates. Filling and encoding of personnel documents Ensures that company ID’s and working paraphernalia of new associates are ready Updating 201 files, checking their seminars report and status Updates and monitors the disciplinary action records of the associates Conducts examination for the applicants Prepares monthly working hours and overtime report for all associates including HRD monthly overtime Maintain and updates the leave record of all employees New Account Rizal Commercial Banking Corporation Carmelray Canlubang Industrial Park Canlubang Laguna August 17, 2000 – January 31, 2001      Performs New Accounts functions. Responsible for assisting client in opening an account Accept SSS payments and Check consolidation Filling signature card of all clients Perform other duties that may be assigned from time to time EDUCATIONAL BACKGROUND Bachelor of Science in Computer Science Laguna College of Business and Arts Calamba City June 1997 – March 2001   Graduated after successfully defending undergraduate thesis entitles “HUMAN NERVOUS SYSTEM” which is Computer Aided Instruction Software (CAI) develop using Visual Basic Version 6.0 Obtained primary and secondary education in 1986 up to 1997 at Sta. Cecilia Catholic School At Canlubang Laguna PERSONAL BACKGROUND Date of birth Age Place of birth Nationality Sex Religion Civil Status Language Spoken Hobbies : : : : : : : : : December 5, 1980 35 year of age Canlubang Laguna Filipino Female Roman Catholic Married English & Tagalog Singing, Cooking