MA. RACHELL S. BANDELARIA
Strandon, New Plymouth
Summary
Professional Summary
Results-oriented Coordinator/ Executive Asst professional / Administrator with 17 years of experience in corporate, operations, production management, organizational development and team building within diverse industries. Highly adept in planning, coordinating, and executing successful production strategies. Track record of improving operational stability, efficiency, and profitability. Strong collaborator with senior stakeholders, effectively prioritizing activities, translating business requirements into solutions and achieving defined objectives. Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
With valid Work Visa without a condition.
Overview
17
17
years of professional experience
Work History
Contract Administrator
Downer NZ
09.2023 - Current
- Ensure that costs for both the Construction and Surfacing departments are correctly committed and invoices paid
- Assist Contract Managers and Supervisors in the preparation of preparing quote letters, cost estimates claims and invoices
- Provide general administrative support for contracts including end of month assistance
- Ensure minutes of meetings are prepared and circulated
- Assist contract staff to maintain and update the contract Quality Assurance folder systems
- Maintain efficient physical and electronic filing and archiving systems for all project files and documentation, including technical library
- Communicate effectively and convey important updates and information to the Business Support Manager
- Month-end processing, including posting of reconciliation journals
- Maintain all transport services related compliance and quality data information
- Ensure a high level of customer service and frontline reception services to, clients and visitors, welcoming, directing and assisting them during their visit
- Assist with office stationery and supplies using the company’s procure-to-pay process, ensure that office supply costs are correctly committed and invoices paid
- Assist with incoming and outgoing mail, faxes and courier parcels
- Maintain efficient physical and electronic filing and archiving systems for depot files and documentation
- Assist with and support all other administration tasks, and Business support policies and procedures as required.
- Facilitated communication between involved parties to enable timely contract sign-off.
- Cultivated strong relationships with vendors and partners supporting administrative operations.
- Created reports, presentations and other materials for executive staff.
- Organized and updated databases, records and other information resources.
- Created organized filing system to manage department documents.
- Improved office operations by automating client correspondence, record tracking and data communications.
Project Coordinator
SHREDEX DOCUMENTS DESTROYING SERVICES LLC
12.2020 - 02.2023
- Provide on time service to all accounts on daily service route
- Communication, dispatch, and call-ins from customers
- Generating and sending certificates of destruction, environmental Certificates
- Administrative & secretarial support
- Create and prepare quotes and tenders for new business
- Deal with customer concerns and complaints in professional and courteous manner
- Assist in payroll preparation by providing relevant data, like absences, bonus, and leaves
- Prepare paperwork for HR policies and procedures
- Process employees' requests and provide relevant information
- Coordinate HR projects, meetings and training seminars
- Prepare reports and presentations for internal communications
- Provide orientations for new employees by sharing onboarding packages and explaining company policies
- Prepare training plan based on employee's performance
- Maintaining up do date customers database
- Responsible for sending Certificates of Destruction to clients and payments follow up
- Plan and optimize routing of vehicle for customer servicing
- Collected regular customer and employee feedback, interpreting findings to enable corrective action
- Strategically scheduled and managed staff members, maintaining high-performing business operations
- Implemented inventory control measures on office equipment to reduce expenditures
- Analyzed financial data to track and achieve budget targets
- Aided senior leadership by recommending corrective actions and improvements to company operations
- Reduced costs and improved operations by analyzing processes and customer feedback
- Supported company growth by working constructively with sales team members, generating new business opportunities
- Developed, recommended and implemented strategies to improve employee work quality and speed
- Monitored and reviewed operational performance, aiding improved business strategy to maximize productivity
- Achieved maximum performance across safety, maintenance and production metrics.
- Supervised multiple projects from project start through delivery by prioritizing needs and delegating assignments.
Coordinator, PTW
ENOVA by VEOLIA
04.2018 - 03.2020
- Assist Line Manager and team in any work needed such as drafting agreements, researching for suppliers, analyzing supplier evaluation results, updating records and maintenance plans, coordinating meetings with tenants and customers
- Process leave applications by receiving same from employees, acquiring required sign-offs and approvals on them, and sending applications to HR department in order to coordinate employees' leaves and receive HR department's approval on them
- Consolidate information related to employees overtime and liaise with line manager and HR Department to obtain necessary approvals
- Follow up with line manager on status of reviewing and signing Purchase Orders, make any necessary amendments as advised, forward same to suppliers, and follow up with suppliers on delivery to ensure provision of products/ services on time
- Worked with vendors to make purchases and reconcile invoices
- Ensured compliance with all company standards and procedures
- Receive invoices from suppliers, vendors and proactively seek approval of line manager on same as per set standards and policies, post invoice on Navision/ CAFM system, and invoice - along with all relevant documents to Finance department with proposal transmittal for processing
- Initiate resourcing requests (against resignations) by drafting requests according to set policies, communicate requests to HR department for processing and follow up with HR department on progress of sourcing new employees to fill identified manpower gaps
- Handle all archiving, filing, and record keeping of all documents pertaining to employee training, Standard Operating Procedures (SOPs), contracts and agreements, supplier quotations, purchase orders
- Attend meetings as necessary and prepare Minutes of Meetings accordingly while ensuring proper reflection of meeting points and decisions and circulate Minutes of Meetings to concerned parties upon approval of line manager
- Coordinate with other departments all efforts needed to ensure that medical, visa renewals and training
- Are being conducted on time to support employees and maintain smooth follow of operations
- Monitor Permit to Work processing and applications of permits to avoid delay in work
- Ensuring that PTW updates/changes are effectively communicated to all relevant personnel
- Keeps track of valid work permits, closure of work permits on completion of work
- Managed on-site evaluations, internal audits and customer surveys
- Used Microsoft Word and other software tools to create documents and clear communications.
- Entered data, generated reports, and produced tracking documents.
- Coached employees through day-to-day work and complex problems.
Executive Administrative Coordinator
CONCEPT PIPING SYSTEMS
03.2016 - 03.2018
- Manage CEO's complex travel arrangements and coordinate pre-planning of trips
- Create expense reports, budgets, and filing systems
- Maintaining diary, arrange meetings, conference calls and appointments and provide reminders
- Take dictation and minutes and accurately enter data
- Conduct research to prepare, gather, and proof briefing materials, agendas for all executive-level meetings
- Develop and maintain alert system for upcoming deadlines on incoming requests, projects, and events
- Assist with team building initiatives and overall support for maintenance of organizational culture and employee morale
- Distribute company-wide announcements, book conference rooms, and coordinate
- Locate and retrieve appropriate files to incoming correspondence requiring replies
- Maintained office files in both electronic and hard copies
- Oversee reception area, answers all incoming calls and handles caller's inquiries as appropriate, re-directs calls as appropriate, takes and relays adequate telephone and fax messages, sorts and routes incoming/outgoing mail and courier deliveries and keeps tracking records, greets, assists, announces and/or directs visitors
- Coordinate inventory orders and monitors use of office stationary and maintains adequate inventory records
- Coordinate and assist HR Officer to maintain monthly reports, create personal file for all employees and any other HR related tasks
- Track all medical Insurance reimbursement supported by document on timely basis and coordinate with medical insurance provider for medical reimbursement of employees
- Assists in upkeep and renewal of all Company legal registrations in timely and efficient manner (Municipality, Chamber of Commerce, Civil Defense licenses)
- Maintains confidentiality at all times
- Oversaw logistics and operations to deliver process optimisations and efficiencies.
Executive Assistant to CEO
KALOTI PRECIOUS METALS
09.2014 - 02.2016
- Assist Chairman/CEO in day-to-day coordination and management of business operational activities
- Maintain clear and accurate operations documents/procedures for reference purposes
- Skilled in arranging travels, taking minutes and handling correspondence
- Innate ability to handle multiple tasks and maintaining strong attention to details
- Employs professionalism and superior communication skills to meet client and company needs
- Advise CRM/Sales department and Update all necessary documents required to in all of transactions
- Provide general administrative and clerical support including mailing, scanning, faxing and photocopying
- Update internal operation procedures document as needed
- Oversees calendar of meetings and appointments
- Make all senior executive travel and arrangements
- Prepares Chairman/CEO written and electronic correspondences
- Schedule and confirms appointments for clients, customers, or supervisors
- Set up and maintain paper and electronic filing systems for records, correspondences, and other materials
- Take dictation in shorthand or by machine, and transcribe information
- Establish work procedures, schedules and keep track of daily work
- Liaised effectively with internal departments and external organizations on behalf of CEO
- Updated executives on changing business needs by thoroughly documenting internal and client meetings
- Maintained and coordinated executive management meetings and travel schedules
- Collaborated with admin teams, human resources and finance department on special projects
- Scheduled Board of Directors meetings, assisting with meeting materials, resources and agendas
- Coordinated travel itineraries within budget for varying schedule needs
- Maintained databases and filing systems to boost team efficiency
- Detailed accurate meeting minutes, promptly collating and distributing to managers and directors.
Administrative Coordinator
JOHNSON & JOHNSON MEDICAL PHILIPPINES
04.2013 - 07.2014
- Handles all check requisitions, Purchase Orders, Request for Payments and posting invoices for local and international thru payment system called ARIBA
- Set up Suppliers/Vendor on system called ARAVO
- Files delivery orders, stock transfers, Sales orders using SAP and coordinates with warehouse and distributors to track that all deliveries are on time
- Handles and tracks franchise budget and do quarterly accruals thru AnP system
- Organizes events, meetings and conferences local and international and facilitate
- Arranges all local and international travels, including flight and hotel reservations, ground transfers and provides itineraries, confirmations and all necessary documents for Health Care Consultants/Providers, KOL's and for EES team
- Maintains files, contracts and database, and coordinates with third party agencies, Legal, and Attorneys to ensure requirements for contracts are appropriately and officially authorized and comprehensible
- Providing administrative support and handling day to day administrative responsibilities needed by team
- Managed day-to-day admin, including file organisation, spreadsheet development and report writing
- Provided comprehensive administrative and clerical support, including organising files, creating spreadsheets and imaging documents
- Wrote reports and correspondence from dictation and handwritten notes
- Organized client events and conferences
- Scheduled and confirmed appointments for entire management team
- Maintained detailed administration and office procedures to improve accuracy and efficiency
- Established systems for record retention by creating database for daily correspondence tracking
- Maintained office files in both electronic and hard copies.
- Answered phone calls and responded to inquiries from customers, vendors and other external contacts.
- Assisted management with special projects to complete all tasks by deadlines.
Executive Personnel
TRANS DAZZ GROUP OF COMPANIES
02.2011 - 02.2013
- Filters all calls and provide them with required information and transfer calls to people involved
- Supervises cleaning of office premises and handles all supplies
- Preparing correspondence and managing schedules of CEO
- Send and receive e-mails and turn them into people involved
- Preparing everyday Bank Situations Overview of Company/Group, make t report and give it to Executive Office Administrator
- Handles Petty Cash and make checks for bank deposits and payments
- Do International and Local Bank to Bank Transfers to other branches of Company/Group
- Supports and updates Chairman and Executive Office Administrator in doing some reports and other admin tasks for CEO
- Maintains confidentiality while handling office documents, files/papers and monitor mails/faxes that concerned departments receive from various sources
Personal Assistant of Chairman
CREDIT AGRICOLE CORPORATE AND INVESTMENT BANK
09.2009 - 12.2010
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Maintained appropriate filing of personal and professional documentation.
- Provided general administrative support including scheduling meetings, making travel arrangements and managing documentation.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Assist international travels, Coordination with other branches in any part of world for important matters to discuss and do some personal activities from time to time
- Organizes Events, seminars and important meetings with clients/other Bank Officer and coordinates with other establishments for booking of venues and etc.
- Supervises scheduling and cleaning of office premises
- Coordinates and arranges necessary repairs
- Maintains equipment's & motor vehicle fleets repairs and services as well as insurances
- Manages inventory of office furniture and equipment
- Supervises purchase, coordinates with to suppliers and controls storage and inventory of basic office supplies and equipment's
- Coordinates with building administration on relative emergency and evacuation as well as handling installation of proper preventive measures
- Handles and reviews invoices for payments and ensure checks for payment are prepared on time
- Handles petty cash
- Handles official travel requirements of bank employees
- Displayed absolute discretion at handling confidential information.
- Served as point of contact between clients and managerial staff.
- · Maintains department files
- · Handles preparations of events/seminars and coordinates to necessary suppliers/hotels
- · Perform other administrative tasks needed from time to time
Marketing Administrative Officer
JOHNSON & JOHNSON
12.2007 - 08.2009
- Take part as logistical support to various activities such as check repayment, invoices/billing statements, symposiums, and Print Ad Souvenir Program
- Files delivery orders for monthly allocations and samplings requirements
- Responsible with transportation service and travel arrangement for Professional Marketing Medical Doctors
- Handles monthly and year-end accruals as well as budget tracking
- Organizes programs, events, meetings or conferences by arranging travel, accommodations, facilities and caterers, issuing information and invitations
- Arranges all travels, transportations and provides itineraries, confirmations, necessary documents for Senior Professional Marketing Manager, Professional Marketing Manager, Professional Marketing Medical Doctors and other personnel
- Prepares Expense Reports for Senior Professional Marketing Manager and Professional Marketing Manager, and reviews for accuracy all Expense Reports submitted to them for approval
- Maintains files, contracts and database, and coordinates with third party agencies, Legal and lawyers to ensure requirements for contracts are appropriately and officially authorized and comprehensible.
Marketing Assistant
AMERICAN EXPRESS BANK
10.2006 - 11.2007
- Administers all acquisition promotions, staff referral and activation programs including fulfilment of such promotions
- Coordinates with tie-up merchants in partnership programs (like discount programs) including exchanges of communications, contracts, and materials necessary to develop marketing collaterals
- Deals with suppliers and creative agencies for artworks and designs
- Assists in all activities related to special marketing events and sponsorships including preparations leading to event day
- Handles inquiries of card members related to ongoing promotions
- Calls out card members for special announcements and promotions particularly sales events
- Manages and oversees inventories especially marketing premium items; ensures that requirements of sales teams are met and served
- Maintained documentation, detailing assignments, in-progress work and completed project milestones.
Education
Bachelor of Science - Business Administration, Banking And Finance
ROMBLON STATE UNIVERSITY
Philippines06.2003
Skills
- Administrative leadership
- CRM and office management software
- Microsoft Office
- Team oversight
- Logistical planning
- Employee management
- Project assistance
- Strategic resource allocation
- Contract management
- Database administration
- Scheduling and calendar management
- Data entry
- Motivational leadership style
- Payroll and budgeting
- Vendor management
- Departmental staff supervision
- Order processing
- Operations coordination
- Department appraisals
- Office Supplies and Inventory
- Construction Administration
- Correspondence Writing
- Project Support
- Status Reporting
- Verbal and Written Communication
- Employee Timesheet Processing
- Greeting Visitors
- Inventory Oversight
Timeline
Contract Administrator
Downer NZ
09.2023 - Current
Project Coordinator
SHREDEX DOCUMENTS DESTROYING SERVICES LLC
12.2020 - 02.2023
Coordinator, PTW
ENOVA by VEOLIA
04.2018 - 03.2020
Executive Administrative Coordinator
CONCEPT PIPING SYSTEMS
03.2016 - 03.2018
Executive Assistant to CEO
KALOTI PRECIOUS METALS
09.2014 - 02.2016
Administrative Coordinator
JOHNSON & JOHNSON MEDICAL PHILIPPINES
04.2013 - 07.2014
Executive Personnel
TRANS DAZZ GROUP OF COMPANIES
02.2011 - 02.2013
Personal Assistant of Chairman
CREDIT AGRICOLE CORPORATE AND INVESTMENT BANK
09.2009 - 12.2010
Marketing Administrative Officer
JOHNSON & JOHNSON
12.2007 - 08.2009
Marketing Assistant
AMERICAN EXPRESS BANK
10.2006 - 11.2007
Bachelor of Science - Business Administration, Banking And Finance
ROMBLON STATE UNIVERSITY
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