Secretary/ Admin Assistant
Victoria Travels
مجموع سنوات الخبرة :13 years, 9 أشهر
• Provides the Management with administrative assistance
• Handles communications from clients, managers, and staff
• Assists and directly reporting to the HR Manager
• Acting as a receptionist and/or meeting and greeting clients and redirecting them to where they needed to be.
• Answers all incoming calls and diverting them to appropriate departments/ branches, taking messages and handling correspondence
• In charge of info@victoria-travels.com emails, appropriately redirecting emails to departments/branches
• Coordinates mailshots and similar publicity tasks /sending promotions to travel partners and Corporate clients
• Maintains diaries and arranging appointments
• Prepares & collates documents needed for Tender proposals
• Prepares & collates reports, memos, forms, promotional announcements, and correspondence from the management to the staff, or clients, and suppliers
• Files and updates contact information of employees, corporate clients, suppliers and external partners
• Organizes meetings (producing agendas and taking minutes)
• Implementing new procedures and administrative systems and disseminates information to all staff
• Liaising with relevant organizations, corporate clients, staff and walk in customers.
• Assists HR in recruiting, and scheduling of interviews called by HR and Retail Manager and for Wall Post Data Entry and monitoring and coordinating with staff
• Liaises with drivers for tasks, distribution of supplies, promotional materials, staff pick up /drop off, delivery of documents to corporate clients
• Assists the Accounts Department through procurement : budgeting and purchasing of supplies for branches and checking frequently the levels of office supplies in all branches and get quotations from supplies and place appropriate orders .
• Assists the Ireland-based bookings team and event managers in providing world-class customer service
• Processes customer orders/requests according to established department policies and
procedures through the provided CRM system.
• Maintains and updates files according to system and procedure for easy access of
documents.
• Does the reconfirming of bookings 2 weeks prior to the events so to ensure high level of
customer satisfaction is maintained after their events, thus creating positive image of the
company and opening more possibilities of business with new and returning customers.
• Does bookings for hotel, restaurants, transportation and activities for events for a group of
people in Ireland.
• Secretarial work (filing, documentation, writing business letters, memos)
• Handles outgoing calls to suppliers for availability and bookings for events
• Deals with suppliers for accommodation, activities, transportation and food for events through
calls and emails
• Manages customer queries/complaints
• Assists in filling the company’s local recruitment or manpower needs in the Philippines
• Prepares quotation, itineraries ( custom-made) and costing for the tours
• Negotiates with online and offline suppliers for best rates for clients
• Secretarial work ( filing, documentation, writing business letters, memos)
• Handles incoming and outgoing calls, business calls to companies and schools
• Handles walk-in and corporate customers
• Provides timely and accurate information to the customers
• Processes customer orders/requests according to established department policies and procedures.
• Handles purchase orders and sales agreements
• Manages customer queries/complaints.
• Maintains and updates files according to system and procedure for easy access of documents.
• Attends corporate meetings and takes minutes of the meeting
• Maintains clients’ databases for mailing and communication
purposes.
• Prepares quotation and costing for the tours
• Secretarial work ( filing, documentation, writing business letters, memos)
• Handles incoming and outgoing calls, business calls to companies and schools
• Handles walk-in and corporate customers
• Provides timely and accurate information to the customers
• Processes customer orders/requests according to established department policies and procedures.
• Handles purchase orders and sales agreements
• Manages customer queries/complaints.
• Maintains and updates files according to system and procedure for easy access of documents.
• Attends corporate meetings and takes minutes of the meeting
• Maintains clients’ databases for mailing and communication
purposes.