Melanie Anada

MELANIE AÑADA Tourist Club Area, Abu Dhabi, UAE Mobile No. - Senior Office Manager with more than 14years of experience in supporting senior management and executives. Fully versed in scheduling, reporting and office logistics with a strong background in simple Accounting methods. A superior planner possessing exceptional multi-tasking and administration skills, detail-oriented and trusted with highly sensitive and confidential information. OFFICE ADMINISTRATION SKILLS: Microsoft Office (Word, Excel, Powerpoint, Outlook, Publisher) Peach Tree Accounting Software • E-PRO Recruitment Portal, Kerridge Work Experience Office Manager Fast Track Middle East FZ LLC Sept. 2012 up to present Office Supplies & Equipment - Oversee the maintenance of office equipment - Maintains the inventory of office supplies, prepares and issues Purchase Order and keeps record of the same - Liaising with the building administration officials for areas concerning cleanliness and maintenance of the serviced office - Coordinating with IT personnel and company telecommunications provider to immediately rectify problems with internet and telephone connections to avoid disruption of business flow - Routine recipient of company mails and distributes the same internally, keeping track of both incoming and outgoing mails. Clients & Suppliers - Maintains internal record of the company’s contract with clients and helps the director in the preparation of profitability analysis - Liaising with suppliers and legal offices to ensure that the contracts are up to date - Sends out signed off invoices to the Accounts office in UK for payment upon accuracy of the documents submitted by the supplier Maintaining and developing the office filing systems both on paper and online - Management of the client database and ensures that the Account Managers sends out our external newsletter on a monthly basis. HR & Employee Relations - Experience of managing a team of up to 20 staff members - Staff administration including holiday and sickness tracking - Monitoring of staff timesheets time in lieu and holidays - Involved in the recruitment process, sourcing potential candidates and arranging interviews - Maintains the staff records making sure they all have valid working documents in the country. - Induction of newly hired staff with company policies and procedures, IT systems; ensures that the staff has been created an email address and all the required IT equipment (phones, laptops, etc.) were configured prior to the joining date. Management office - Management of the Regional Director’s diary and compiles all the necessary documents required for his meeting and other agendas. - Management of the conference calling facilities of the company. - Involved in the company’s Social Committee which actively organizes events for the company and other adhoc requirements of the Events Team. - Prepare researches on adhoc basis based on the request of the management and on team requirement. - Organizing and maintaining diary of the Managing Director and making appointments - Organizing flight and hotel arrangements for the staff members - Organization of travel visas for the staff members travelling outside UAE - Assisting with the preparation of proposals and business presentations - Handles the petty cash and prepares the expenses report of the Regional Director and reports them to the head office in UK. - Helps to identify, plan and execute implementation of new business streams - Responsible to make sure that the office costs & expenses are in line with the company’s budget and aims to target the financial savings targeted by head office - Manage the company’s operating documents such as trade license, supplier registrations, and other certificates required by the business. Others - Acts as a back-up of our events team to make sure that the minor events coordination and requirements are liaised from within the office. - Other duties as maybe required by the business. Executive Secretary United International Group, Abu Dhabi, UAE Oct. 2009 – Sept. 2012 Oversee the necessary support to the management by providing complete secretarial and administrative support service in a responsible and confidential nature. This includes first point of contact direction, correspondence disposition and resolution, and general bookkeeping of the CEO’s personal projects.        Monitors the CEO’s personal project accounts, petty cash and bookkeeping entries using Peach Tree Accounting System; Maintains the Expense Report and Vendor Ledgers for all of the CEO’s personal projects; Updates and monitors the CEO’s personal properties and real estate inside and outside of the United Arab Emirates, Prepares reports, presentations, memorandums and proposals; Prepares and sends out the official correspondence of the CEO and of the upper management; Schedules appointments and meetings of the CEO and of the upper level staff; Prepares the agenda for meetings and transcribes the minutes of the meeting;    Initiates the orientation of newly hired staff and introduction of them to different departments of the company; Monitors the client contracts and coordinates with them for the renewal and documentation required; Coordinates with the Systems Administrator in updating the company website and in checking the mails from the official mail portal. Accounting Staff / Executive Secretary to the VP-Finance Mega Specialty Labels, Inc., Quezon City, Philippines           Reports directly to the Vice President for Finance. Gather information related to key issues by collaborating with various levels of management. Handle proper direction of business relations and distribution of company literature by communicating with external contacts. Manage particulars of off-site functions including participants, securing of location, availability, travel arrangements, menu choices and material preparation such as charts, correspondence, and slide preparations. Keeps the schedule of the VP-Finance not limited to meetings and seminars, hotel reservations, travel documents, personal membership accountabilities, etc. Organized details of agendas, meetings, itineraries, travel arrangements and expense reports. Offered total administrative support to the managers. Controller of Accounts Receivables and direct reports. Helped in word processing projects needing extensive output of presentations and spreadsheets. Handled requisitioning of supplies and inventory adhering to a limited budget. Time-keeping and preparation of employee’s payroll. Parts Administrator Al Habtoor Motors, LLC Dubai, United Arab Emirates        Nov. 2008 – Aug. 2009 Aug. 2007 up to Feb. 2008 Order management from receipt of purchase order through to delivery. Data entry in a market dealer system (Kerridge system). Record keeping of special accounts transactions – e.g. total sales per month. Coordination of shipments from warehouse to final destination. Preparation of quotation and order collection slips. Respond to telephone inquiries and e-mails and establish good business relationship with the clients. Preparation of spare parts special order request to Jebel Ali, Japan and inter-branch availability. HR & Administration Officer Mega Specialty Labels, Inc. Quezon City, Philippines           May 2004 up to March 2007 Monitoring of employee attendance and payroll preparation. Computation of employee’s fringe benefits. Preparation of business correspondence, memorandums, circulars, etc. Record keeping of employee’s 201 files In-charge of the company’s government transactions- e.g. permits, license, labor relations, etc. Facilitation of the hiring and selection process of the company. Facilitation of the training and re-training program of employees. Organizing events and programs of the company. Facilitation of the employee’s quarterly evaluation. Updating of the Salary Standardization Program on a regular basis. Asst. to the VP-Finance/COO       Preparation of business correspondence and memorandums Informs the department managers of the meeting with the VP-Finance / COO Take the minutes of the meeting Coordinates the international affiliations and events of the VP-Finance / COO Transacts the airline and hotel reservations, visa requirements, passport renewal and the likes. Keeps the schedule and appointments of the VP-Finance / COO Sales & Marketing Coordinator May 2001 up to April 2004         Acts as an assistant to the Sales and Marketing Manager. Preparation of quotations and sealed bids to specific clients. Preparation of business profile. Order management from receipt of purchase order through to delivery. Reporting to the Sales and Marketing Manager the status of each transaction. Monitoring the weekly sales of each account. Do an after sales support to the client and inquire for new requirements. Take the minutes of the weekly meeting of the Sales and Marketing Department. Accounting Staff Orient Integrated Commercial, Inc. Quezon City, Philippines      Preparation of delivery receipts and sales invoices. Monitoring of Accounts Receivables. Credit and Collection. Computation of L/C for imported materials. Job costing. Apr. 1999 – Apr. 2001  Coordination with the customs and brokerage. EDUCATION Bachelor of Science in Accountancy SEMINARS         Performance Management Appraisal Training First Aid Training Basic Accounting System – Galaxy Computer Education, Abu Dhabi Peach Tree Accounting System – Galaxy Education, Abu Dhabi Seven Habits of Highly Effective People 5S + 1 – Japanese Concept of Good Housekeeping Total Quality Management Developing the Effective Sales Professional PERSONAL PROFILE Age: Nationality: 33 years old Filipina