Traveling
Jacinta Xavier
Admin Executive
Subang Jaya,USJ
Summary
Admin Executive Seeking an organization that will utilize my competencies and abilities to the fullest and enable me to give my valued contribution and commitment towards the success of the organization. To obtain a job within my chosen field that will challenge me and allow me to use my education, skills and past experiences in a way that is mutually beneficial to both myself and my employer and allow for future growth and advancement.
Overview
5
5
years of professional experience
2
2
years of post-secondary education
2
2
Languages
Work History
Receptionist Cum Admin Assistant
Kuala Lumpur Pavilion Sdn Bhd
11.2021 - 04.2025
- Serve as a professional and friendly face for first-time engagements with employees and external visitors at the Centre's Operational Service Delivery
- Manage internal requests, contacting the relevant line manager or employee to collect visitors
- Provide welcome services to employees, customers, visitors, and service providers by meeting and greeting clients
- Assist the Site Manager and Facility Coordinator with day-to-day activities
- Oversee the visitor management system, distribute building access cards, and issue company access and locker cards
- Demonstrated excellent phone etiquette while managing incoming calls
- Coordinate, arrange, and book special events in and out of the office, including any necessary transportation services
- Ensure meeting room readiness and appropriate stocking of support materials (including partitions and furniture)
- Arrange couriers; receive, sort, and dispatch mail; send and track national and international letters/parcels; procure appropriate boxes/envelopes if needed; and empty physical mailboxes
- Assist the Facility Coordinator by supplying requested consumables, stationery, pantry items (including fruits once a week), and food & beverages when requested
Admin Assistant
KNN TRADING (GLENMARIE SHAH ALAM)
04.2020 - 10.2021
- Organize and schedule appointments, & answer phone calls
- Plan meetings and take detailed minutes
- Write and distribute email, correspondence memos, letters, faxes, and forms
- Assist in the preparation of regularly scheduled reports, develop and maintain a filing system
- Update and maintain office policies and procedures
- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Responded to inquiries from callers seeking information.
- Resolved customer problems and complaints.
- Confirmed appointments, communicated with clients, and updated client records.
- Answered phone promptly and directed incoming calls to correct offices.
- Kept reception area clean and neat to give visitors positive first impression.
- Answered central telephone system and directed calls accordingly.
- Maintained a well-organized reception area with updated materials, contributing to a welcoming environment for visitors.
- Handled cash transactions and maintained sales and payments records accurately.
- Managed multiple tasks and met time-sensitive deadlines.
- Corresponded with clients through email, telephone, or postal mail.
- Streamlined front desk operations for increased efficiency by effectively managing phone calls, emails, and walk-in clients.
- Enhanced customer satisfaction by promptly addressing inquiries and providing accurate information.
- Supported office efficiency by performing clerical tasks such as data entry, photocopying, scanning, and faxing documents.
- Maintained confidentiality of information regarding clients and company.
- Demonstrated strong multitasking abilities while managing numerous tasks simultaneously under tight deadlines.
- Provided administrative support to staff members by handling correspondence, filing documents, and managing office supplies inventory.
- Maintained visitor log for entering and leaving facility for security purposes.
- Handled sensitive information with discretion while maintaining strict confidentiality standards.
- Improved appointment scheduling system, reducing wait times and increasing client satisfaction.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Helped maintain office security by monitoring visitor access and issuing badges.
- Cultivated positive relationships with clients through professional demeanor and excellent interpersonal skills.
- Assisted with planning office events and meetings for smooth execution.
- Assisted with onboarding new clients and securing paperwork completion.
- Improved workflow by introducing more efficient document handling and organization practices.
- Enhanced accuracy of record-keeping with diligent maintenance of logs and records.
- Facilitated smooth communication channels by promptly forwarding messages to appropriate departments.
- Strengthened vendor relationships through regular communication and timely coordination of services.
- Improved office organization with meticulous management of appointment scheduling and client databases.
- Enhanced visitor experience by providing detailed information and assistance as needed.
- Assisted in event planning and execution, ensuring seamless operation of company functions.
- Improved data privacy compliance with meticulous management of sensitive information.
- Optimized resource allocation by managing inventory of office supplies and reordering as necessary.
- Streamlined invoice processing to ensure timely payments and financial operations.
- Enhanced front desk operations by efficiently managing incoming calls, ensuring prompt customer service.
- Reduced waiting times for visitors by implementing more efficient check-in process.
- Streamlined administrative tasks, such as filing and data entry, to support office efficiency.
- Facilitated positive customer experiences by resolving complaints and inquiries promptly and professionally.
- Supported HR activities by assisting with recruitment process, including scheduling interviews and organizing candidate information.
- Maintained clean and welcoming reception area, contributing to positive first impression for visitors.
- Boosted team morale and efficiency, coordinating staff meetings and distributing relevant information.
- Increased customer satisfaction by warmly greeting visitors and promptly addressing their needs.
- Supported company correspondence by drafting and distributing memos and emails.
- Contributed to team effectiveness by providing ad-hoc support to various departments during peak periods.
- Welcomed customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.
- Organized, maintained and updated information in computer databases.
- Operated multi-line telephone system to answer and direct high volume of calls.
- Routed incoming mail and messages to relevant personnel without delay.
- Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity.
- Handled assignments independently with good judgement and critical thinking skills.
- Handled incoming and outgoing package deliveries, working with vendors to complete special requests and track missing packages.
- Collected and distributed messages to team members and managers to support open communication and high customer service.
- Scheduled office meetings and client appointments for staff teams.
- Collected payments, processed transactions and updated relevant records.
- Monitored and screened visitors to verify accessibility to inter-office personnel.
- Sorted, received, and distributed mail correspondence between departments and personnel.
- Helped office staff prepare reports and presentations for internal or client-related use.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Compiled information from files and research to satisfy information requests.
- Balanced employee availability, customer schedules, and maximum load levels when scheduling appointments.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
Education
Bachelor's Degree - Human Resource Management
University Pahang Malaysia
10.2022 - Current
Since the Matriculation Course - undefined
University
Menengah - undefined
Sijil AM Pelajaran (SPM), ACS
Seremban - undefined
undefined
Penilaian Menengah Rendah (Sekolah
Methodist ACS)
Seremban, Negeri SembilanSkills
Contact
Data entry
Telephone skills
File management
Office management
Scheduling
Administrative support
Customer/Client relations
Customer and client relations
Time management
Bookkeeping
Technical support
Clerical support
Organization skills
Verbal and written communication
Greeting and seating clients
Office administration
Project coordination
Mail handling
Travel coordination
Scheduling appointments
Appointment scheduling
Documentation and reporting
Staff management
Basic accounting
Document management
Document control
Typing speed
Meeting preparation
Data inputting
Service-oriented mindset
Calendar management
Multi-line telephone systems
Multi-line telephone operation
Meeting coordination
Mail distribution
Record preparation
Schedule management
Office equipment operations
Information protection
Database administration
Travel planning
Travel arrangements
Spreadsheet tracking
Business administration
Professional demeanor
Strategic planning
Correspondence management
Performance improvement
Business correspondence
Security awareness
Project management
Expense reporting
Tech-Savvy
Supply management
Correspondence distribution
Transcription and dictation
Front desk operations
Security
Phone etiquette
Business operations
Calm demeanor
Multi-line telephone skills
Positive and professional
Professional and polished presentation
Reception desk management
Office supply inventory control
Certified Microsoft office specialist
Call redirection
Relay hearing-impaired calls
Microsoft office specialist certified
Multitasking and prioritization
PC proficient
Meticulous and organized
Multi-line phone system operation
Recordkeeping and bookkeeping
Customer service
Multitasking
Microsoft office
Teamwork and collaboration
Effective communication
Attention to detail
Call answering and routing
Multitasking Abilities
Excellent communication
Computer proficiency
Organizational skills
Punctual and reliable
Active listening
Problem-solving
Reliability
Adaptability and flexibility
Self motivation
Problem-solving abilities
Team collaboration
Visitor and customer relations
Problem-solving aptitude
Call management
Adaptability
Interpersonal skills
Billing and invoicing
Accomplishments
- Awarded "Employee of the Month" for delivering outstanding administrative support.
- Positioned as key team member to transfer from hard copy into new digital database.
- Travel Planning - Booked heavy domestic and international travel for departments
- Training - Trained medical billing staff and employees on the office policies and 3rd party insurance, Medicare, Medi-cal, HMO and PPO billing procedures.
- Earned attendance incentive in 2024.
- Designed a more efficient Excel template to track and manage office personnel calendars and daily meetings.
- Managed Receptionist area.
- Scheduling - Communicated with patients through phone, fax, email and in person to schedule appointments and answer inquiries.
- Billing - Cooperated with Medicare, Medicaid and private insurance providers to establish relationships and resolve billing issues.
- Coordinated weekly project team meetings and drafted agendas to increase meeting efficiency.
- Managed inventory and office budgeting for supplies for busy office of 30 employees.
- Inventory Management - Managed inventory and office budgeting for supplies for busy office of 30.
- Technology Proficient - Developed a strong knowledge of hardware and software while keeping abreast of new applications that increased efficiency and productivity for management and clients.
- Training - Responsible for training all new employees to ensure continued quality of customer service.
- Assisted management with the training of 5 new staff members.
- Human Resources - Recorded and filed employee benefit, salary and annual evaluation information.
- Scheduling - Organized technician schedule for customer jobs.
- Computer Proficiency - Created PowerPoint presentations that were successfully used for business development.
- Data Entry - Reviewed and updated client correspondence files and scheduling database.
- Patient Billing - Contacted patients for unpaid claims for HMO, PPO and private accounts and performed friendly follow-ups to ensure proper payments were made according to contracts.
- Recognized by customers for expedient and effective service.
- Policy Development - Developed and implemented employee manual outlining all proper business procedures and office policies.
- Held first-point-of-contact for all internal and external communications with executive-level officers.
- Responded to over 30 customer inquiries each day.
- Data Reporting - Compiled statistical data, such as patient admissions, discharges, deaths, births and types of treatment given.
Additional Information
Certifications and Online Courses:
- i have taken extra steps to further your education or skills outside of formal qualifications
Interests
Reading Books
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Bachelor's Degree - Human Resource Management
University Pahang Malaysia
10.2022 - Current
Receptionist Cum Admin Assistant
Kuala Lumpur Pavilion Sdn Bhd
11.2021 - 04.2025
Admin Assistant
KNN TRADING (GLENMARIE SHAH ALAM)
04.2020 - 10.2021
Since the Matriculation Course - undefined
University
Menengah - undefined
Sijil AM Pelajaran (SPM), ACS
Seremban - undefined
undefined
Penilaian Menengah Rendah (Sekolah
Methodist ACS)
Languages
English, Bahasa Malayu
Native language
English
Proficient
C2
Cooking, Gardening
Cooking and Garding is my hobbies