Summary
Overview
Work History
Education
Skills
Executive Synopsis
Personal Information
Philippines work experience
References
Timeline
Generic
Mylene Roberta Guie

Mylene Roberta Guie

Dubai

Summary

An Administrative position with a reputable dynamic organization to leverage acquired skills & knowledge and deliver outstanding results.

Overview

18
18
years of professional experience

Work History

ORDER FULFILLMENT & LOGISTICS SPECIALIST, CUSTOMER SERVICE DEPARTMENT

ALLIANCE GLOBAL FZ LLC (AG HOLDING GROUP)
03.2022 - 06.2024
  • Daily processing of customer orders with close coordination with the Sales Team, Commercial/Product Team, Suppliers, Logistics Providers, Finance and Tech Support/After-Sales Team to ensure efficient service to clients (Regions handled: East Africa, North Africa, South Africa, Egypt, Jordan, Iraq & Pakistan)
  • Manages complete B2B and B2C transactions from Quote to Cash and Procure to Pay process (preparation of Quotation, Product margin approval, issuance of Purchase Orders, nomination of logistics providers, preparation of shipping documents and instructions, facilitates customs clearance procedures and issuance of Tax Invoice)
  • Coordinates with freight forwarders for cross-trading, import and export shipment requirements (general cargo, courier shipments, dangerous goods including DG declaration, temperature-controlled cargo/reefer container, dry ice shipments, data loggers)
  • Coordinates with consignee for customs clearance procedure and requirement at final destination
  • Resolves problems relating to order fulfillment and logistics, answers queries and order/shipment-related complaints, and regular communication of open order updates thru close shipment status monitoring especially for perishable items
  • Review and verify order information and shipping instruction to ensure 100% accuracy
  • Processing of Letter of Credit documents and requests amendments if required
  • Applies Certificate of Origin in Dubai Chamber of Commerce website
  • Prepares Commercial Invoice and Packing List and other required shipping and clearance documents such as (but not limited to) AWB, CoO, MSDS, HS code, Certificate of Analysis, Declaration of Conformity and Inspection Report
  • Maintains procurement files, system data entry and weekly management open order report and projected sales.

QUOTES SPECIALIST & CS SUPPORT, CUSTOMER SERVICE DEPARTMENT

ALLIANCE GLOBAL FZ LLC (AG HOLDING GROUP)
02.2021 - 02.2022
  • Prepare quotes upon request from customers and AGBL Sales Representatives confirming that requested pricing is correct and within approved ranges; seeks management approval if pricing is incorrect
  • Ensure that all quotes are logged into the CRM as leads prior to preparing all quotes
  • Estimate shipment weight and dimensions and calculate shipping/handling charges based on the products requested
  • Request freight quotes from nominated freight forwarders, as needed and liaise with the accounts on reconciling courier/freight forwarder invoices
  • Support the customer service team in documents updating and system updates
  • Perform any other task as assigned.

ASSISTANT TO THE SENIOR DEVELOPMENT DIRECTOR / PROJECT SECRETARY / DOCUMENT CONTROLLER

H & H DEVELOPMENT LLC
05.2014 - 09.2020
  • Receive, process, sort and register all incoming and outgoing documents (soft copies/hard copies) to facilitate efficient document tracking while maintaining the flow of controlled documents while logging, tracking, scanning, organize documents adhering to the division document lifecycle procedures - Electronic document management sytem
  • Verify any missing documentation and advice the line manager or to coordinate/follow up with concerned end user and ensure availability of required documents
  • Archive inactive records in accordance with the records retention schedule and control the retrieval of documents
  • Receive and process Requests for Information (RFI’s), project manuals, payment certificates from Clients and maintain the requests by tracking logs
  • Handle and coordinate active calendars when scheduling and confirmation of meetings
  • Assist Project Directors develop and maintain documents such as meeting minutes, drawings, specifications, approvals, letter correspondence and related items
  • Periodically responsible for Project Monthly Report, documentation, retention and memo for payments as well as preparing relevant document attachments related to outstanding
  • Maintain confidentiality around sensitive information and terms of agreement
  • Review and maintain the accuracy of the records, editing where necessary to ensure they are up to date
  • To liaise with and distribute project related information with all levels of the project team and potentially external parties
  • Assists in preparing Project Proposals and tender documents, doing Design Brief and Project Presentations for Client purposes, updating company website content and company brochures as part of the company’s branding
  • Organizes virtual meetings through Microsoft Teams, Zoom, Blue Jeans and GoToMeeting
  • Played a role for organizing competition entries for company accreditation (International Property Awards)
  • Assigned Competition co-ordinator for design entries as required by the Client
  • Arranges hotel bookings and travel arrangements for immediate and other superiors from time to time.

SALES-MARKETING CUM ADMINISTRATIVE ASSISTANT

NAFEES & MASOUD MEDICAL SUPPLIES CO. LLC
05.2009 - 04.2014
  • Sorting, monitoring and replying emails; Contacts customers to answer inquiries and provide information; In charge of office trunkline, screening and forwarding calls to the concerned person
  • Makes quotations/tenders for submission to customer requests/inquiries
  • Prepares list of orders of customers and sends purchase orders to designated suppliers/distributors
  • Sorts orders and prepare for submission to Ministry of Health for approval re: Item leaflets or catalogues attached with ISO certificates or CE Mark
  • Follow up order/Shipment tracking from suppliers; Monitoring, canvassing of supplies needed
  • Issues Invoices, Delivery Notes and Packing Lists prior to delivery for customers
  • Independently researches and looks for alternatives on lab equipments and reagents then requests and compare prices
  • Updating and maintaining office files; monitoring of office stocks and its availability and prepares monthly stock journal report, tally input of stocks – inventory
  • Prepares accounts receivables/payables for the accountant; Bank reconciliation
  • Takes care of hotel bookings and travel arrangements of company staff and visitors
  • Coordinating with distributors/suppliers and customers
  • Handling day to day HR responsibilities under the supervision of senior management including, preparation of documents and follow-up on timelines and deliverables
  • Assisting the management on major projects such as preparation of installation reports and equipment manuals
  • Maintain employee tracking records and report accordingly
  • Handling monthly payroll for current employees and final settlements for leaving employees
  • Maintains employee confidence and protects operations by keeping human resource information confidential
  • Welcome new employees to the organization by conducting orientation
  • Proper filing of the relevant documents
  • Managing leave cards/database for all employees and to ensure that all Leave requests have been submitted and to be crosschecked with annual leave plan
  • Identify new learning opportunities and coordinate/implement accordingly
  • Other HR related jobs.

DEPARTMENT SECRETARY CUM RECEPTIONIST

BURT, HILL DUBAI BRANCH
11.2008 - 04.2009
  • Prepares office letters, transmittals and memos
  • Logs incoming and outgoing correspondences as well as receiving, filtering and forwarding calls
  • Monitors replied and unreplied correspondences
  • Copy typing, filing and labelling; Sending and receiving of faxes and emails
  • Arranging meetings and conference calls
  • Updating and maintaining all document project files
  • Performs miscellaneous job as assigned by the superior
  • Monitoring of accounts payable.

COMMERCIAL ASSISTANT

AMBC TRANSMISSION SDN. BHD. DUBAI BRANCH
06.2007 - 11.2008
  • Assistant to the Procurement and Logistics Manager & Senior Project Manager
  • Gathering of shipping documents for Letter of Credit purposes and collection of equipment/supplies
  • Issuance of purchase orders, requesting quotations and processing supplier invoices for payment ensuring they are in accordance with the terms of the contract/purchase order
  • Compiling Bill of Quantities for procurement, purchase requisitions, preparation of purchase orders and contract agreements
  • Compiling Bill of Quantities for enquiry purpose, obtain prices from suppliers, assist in tender cost estimates and tender documentation
  • Assisting Engineers in filing, compilation of documentation for submittals
  • Preparing monthly progress payment invoices for submission to DEWA and Head Office and filing them accordingly
  • Managing site office expenses
  • Assisting other colleagues in any other activity requiring urgent attention.

ADMINISTRATIVE ASSISTANT

QUEBEC ENERGY TRADING L.L.C. & KAMPAC OIL M.E. FZCO
12.2006 - 05.2007
  • Prepares office letter and memos as well as copy typing, maintaining and organizing files and administrative tasks
  • Receiving incoming and forwarding calls
  • Issuance of local purchase orders, filing and monitoring of accounts payable
  • Performs various clerical and accounting tasks in support to operation
  • Performs miscellaneous job-related duties as assigned
  • Diary management, organizing travel arrangements and itineraries, appointments and business meetings for the Chairman and Managing Directors.

Education

Bachelor of Science in Commerce, Major in Business Administration -

UNIVERSITY OF SAN AGUSTIN
Iloilo City, Philippines
03.1997

High School Diploma -

ASSUMPTION CONVENT-ILOILO
Iloilo City, Philippines
03.1991

Skills

  • MS Office - Outlook, Word, Powerpoint, Excel, Teams
  • Basic Knowledge in InDesign
  • ERP systems proficiency (NetSuite)
  • Documentation Management
  • Freight Forwarding
  • Customer Service
  • Shipping Documentation
  • Shipping procedures

Executive Synopsis

Well grounded Administrative Assistant with 26+ years of diverse experience including 16 years experience in the UAE. Extensive experience in secretarial, document control, logistics, procurement, accounting, and general administration disciplines. Competent, disciplined and organized in achieving targets; constantly striving to improve. Well versed in office management and HR procedures, ensuring efficient operations with associated deliverables. Experienced in sales and marketing procedures and associated administrative duties and responsibilities. Positive professional attitude, dedicated to achieving goals, maintaining professionalism at all times. Dedicated and loyal employee willing to go the extra mile. Adaptive and familiar with working under pressure to achieve critical deadlines.

Personal Information

  • Citizenship: Filipino
  • Visa Status: Residence Visa
  • Fluency in English and Tagalog, both oral & written


Philippines work experience

  • 04/01/2000, 06/01/2006, ACCOUNTANT/UNDERWRITER, UCPB GENERAL INSURANCE CO., INC., ILOILO BRANCH ISO 9001:2000 Cert No. CI/4030, 2/F Our Mother of Perpetual Help Bldg, Jalandoni Street, Iloilo City, Philippines, As Branch Cashier, I receive and deposit collections daily and submit daily cash collection reports to our head office on a weekly basis. I issue official receipts and provisional receipts on collections received by the branch. I'm in charge of monitoring the branch fund and prepares and releases claims and commissions check as well and submit corresponding replenishment reports to our head office. I also assist in the collection of past due accounts of brokers and agents. I perform other duties as may be assigned from time to time by my immediate superior or in the absence of a co-worker. 6 years as Branch Cashier, Accountant and Underwriter in one of the country’s largest non-life insurance company. The company’s line of business includes General Insurance, Non-Life Insurance, Motor Insurance, Home Insurance, Travel Insurance, Fire Insurance, Engineering Insurance, Marine Insurance, Personal Accident Insurance, Liability and Casualty Insurance, Bonds and Suretyship, Business Insurance, Reinsurance.
  • 08/01/1998, 03/01/2000, ACCOUNTING CLERK, HOME DEVELOPMENT MUTUAL FUND (PAG-IBIG FUND) ILOILO REGIONAL OFFICE, Emmanuel Business Center, Diversion Road, Iloilo City, Philippines, First job assigned to me was Secretary of the Assistant Regional Manager. I prepare office reports, letters and memos. I was also in charge of receiving incoming and forwarding calls of the office's trunkline and takes position in absence of the Regional Manager's secretary. After several months I was transferred to the Collection and Foreclosure Unit as Data Encoder. Task assigned to me was to encode the payments received by the Cash Division which applies to past due accounts or for foreclosure, both general ledgers in manual and database. I was assigned to prepare payment orders for sheriffs and newspaper publications. 2 years as accounting clerk in a government national savings program and an affordable shelter financing for Filipinos.

References

  • Salim Khaldi, 050 341 4776
  • Myra Ludas, 050 610 7710
  • Clive Ford, 055 553 4071

Timeline

ORDER FULFILLMENT & LOGISTICS SPECIALIST, CUSTOMER SERVICE DEPARTMENT

ALLIANCE GLOBAL FZ LLC (AG HOLDING GROUP)
03.2022 - 06.2024

QUOTES SPECIALIST & CS SUPPORT, CUSTOMER SERVICE DEPARTMENT

ALLIANCE GLOBAL FZ LLC (AG HOLDING GROUP)
02.2021 - 02.2022

ASSISTANT TO THE SENIOR DEVELOPMENT DIRECTOR / PROJECT SECRETARY / DOCUMENT CONTROLLER

H & H DEVELOPMENT LLC
05.2014 - 09.2020

SALES-MARKETING CUM ADMINISTRATIVE ASSISTANT

NAFEES & MASOUD MEDICAL SUPPLIES CO. LLC
05.2009 - 04.2014

DEPARTMENT SECRETARY CUM RECEPTIONIST

BURT, HILL DUBAI BRANCH
11.2008 - 04.2009

COMMERCIAL ASSISTANT

AMBC TRANSMISSION SDN. BHD. DUBAI BRANCH
06.2007 - 11.2008

ADMINISTRATIVE ASSISTANT

QUEBEC ENERGY TRADING L.L.C. & KAMPAC OIL M.E. FZCO
12.2006 - 05.2007

Bachelor of Science in Commerce, Major in Business Administration -

UNIVERSITY OF SAN AGUSTIN

High School Diploma -

ASSUMPTION CONVENT-ILOILO
Mylene Roberta Guie