Kasthuri Sivaneisen
Singapore
Summary
As an Administrative Assistant/Executive Assistant & Receptionist, I have aid in performing administrative tasks in an organization with higher level of customer service. Proactive Administrative Assistant /Executive Assistant supporting directors, HODs, managers, executives and co- colleagues with more than 5 years and working to together with C level. Remaining effective in a high volume fast paced environment and managing demanding workloads. Maintaining excellent written and oral communication skills, problem solving abilities and high level of confidentiality. Frontline operations have well sculpted me to provide a professional service.
Overview
20
20
years of professional experience
Work History
Receptionist
Workday
- Welcoming of Visitors by greeting and directing them appropriately
- Registering Visitors through Envoy system maintaining security
- Answering of phone calls
- Direct Visitors by maintaining employee and department directories, giving instruction
- New Hire Orientation
- Allocating building access and Temp badge which requires to be activated
- Raising request to respective systems to issue visitor badge
- Maintain safe and clean reception area by complying with procedures, rules and registrations
- Supporting when events and trainings are held
- Maintaining continuity among work teams by documenting and communicating actions, irregularities and continuing needs
- Raising Couriers upon user’s request thru FedEx or AJ Courier
- Filing of Invoices accordingly
- Attending to Deliveries for workmates
- Upon receiving parcels to scan in Envoy
- Setting up of Food deliveries for events.
Corporate Support Officer
ICA
- Answering enquiries on collection of passport, application of passport, extension of passport, type of passport,urgent passports and early collection enquiries
- Issuing passports at counters and also travelling document
- Provide customer service and handling enquiries
- Collecting payments when issuing passports
- Tracing of passports, e-appointments, filing of passports, making of passports.
Receptionist Cum Executive Assistant
GSK/HALEON Under Sodexo
01.2023
- Receptionists must be smartly attired to project Client’s Corporate image
- Answer switchboard within 3 rings to all incoming telephone calls and ensure that all messages are directed to the right recipients
- Perform reception service in an efficient, professional, and courteous manner
- Greet, receive, inform, and guide on-site visitors arriving at the main reception desk
- Maintain a visitors/participants log to sign in and sign-out
- Arrange the host to receive their visitors
- Issue Temp passes on confirmation of their identities
- Provide administrative support such as photocopying, faxing, providing Wi-Fi codes, etc
- To all visitors, guests, participants, and trainers
- Managing relevant record and compliance to security procedures, and responsible for issuing ID badges and tracking and ensuring their return
- Make reservation as required for restaurant, order taxi, confirm airline tickets, etc
- To all visitors, guests, participants, and trainers
- Contribute to achieving strong customer relationships by focusing on responsiveness and communications as well as on meeting and/exceeding customer’s expectation
- Mail Service - Receive mail from Singapore Post, courier services which will then need to be sorted for the occupants
- Ensure the cleanliness and upkeep of the area/lounge to reflect the Client’s Corporate image; if necessary, call the cleaning services
- Handle Help Desk on all user request
- To play a key support role in the delivery of client projects, including client liaison, contact with internal resource departments and external suppliers, and administrative work
- Support Client’s Event Management team with meeting room reservation and arrangements
- Daily equipment checks in conjunction with meeting room support
- Managing/Updating Client (HOD)Calendar
- Liaising with Client (HOD)for his business trip includes flight and accommodation arrangements
- Updating the travel expenses of Client (HOD) given the hardcopy receipts in Concur system Submission
- Setup account or removal for new hire or resigned regionally who are hired under Client (HOD)
- Complementary Workers expiring date updating in system
- Locker Allocation for Staffs /new hires
- Setting up the venues for events, training and meetings.
Bed Management Unit
Farrer Park Hospital
02.2020
- Reservation of beds
- Allocating beds for next day elective cases and urgent admissions
- Sending Lab reports and FM reports
- Booking of Operating Theatres for clinics for patients doing surgery procedures
- Checking for Operating theatres Slots availability
- Taking down patient details accurately with stipulated duration
- Confirmation for SDC & Inpatient cases
- Bed Status updates in WhatsApp web
- Bed Crunch situations to allocate all patients to Shared bed instead of single and create a waiting list for single bed requested patients
- Raising Lodger for approval from DON when nil single beds
- To organize gatherings for festivals like Chinese New Year, Hari Raya and so on
- To ICU for transfer patients out to another hospital.
Administrative Support for both Nursing and Management, Inventory duties, Conduct Trainings for New Hire, Hr matters Claims and supporting Operational Needs
Ng Teng Fong General Hospital, Jurong Health Services, (Emergency Medicine)
02.2014
- Administrative Support for both Nursing and Management, Inventory duties, Conduct Trainings for New Hire, Hr matters Claims and supporting Operational Needs
- Raising Manpower Requisition forms and Maintaining department operational records
- Submission of MOHH Reports- Daily Report, Weekly Reports, Dengue Report and updating Health Declaration forms
- GP reply letters are 100 % checked and sent out following accuracy using PDPA guidelines for A&E patients visit
- Updating of staff particulars e.g personal information, mask fitting sizes for Infection Control
- Weekly and Monthly mass emails to staffs on work related claims submission, MC, urgent leave documents for submission
- Updating of Staff- MC/HL/FCL/CL/ML/EL/EXL & checking on and letting them know their errors
- Balance Scorecards monthly and Biweekly mid- data
- Inventory and procurement maintaining and ordering where necessary and liaising with internal and external vendors
- Preparing Punch cards for staffs /Biometric attendance record retrieving and maintaining
- Filing of invoices and sending to MMD for payment release
- Cross-covered Admissions Office Administrative duties such as patient’s waiver, new hire matters etc
- Staff welfare- ordering hampers and wreath
- Updating of death registrations record, checking death certificates and rectifying errors, Submission of death documents and liaising with ICA and Medical Affairs for eye to eye details
- Surprise check on screeners and guiding them and bi-weekly timesheets submission to agent for payment
- Preparing induction kit for new hires and fetch them from HR to department and induction tour of hospital and their services
- Raising IT request for new hires and collecting Pinmailers for systems
- Assigning of lockers for New Hire
- Collection of Magazines delivered from Mediacorp from mailroom and distributing to areas with magazine racks
- Updating of Department Organization chart every 3 months
- Collecting mails from and sending out mails to mailrooms
- Checking for NP306 at discharge counter to mail out everyday and submission to responding to Medical Records department
- Ordering name stamps and department chops and department forms
- Preparing of manual downtime materials for downtime purpose
- Topping up consumables in each location
- Booking of facilities for meeting
- Sending invites for weekly meetings and stake holders
- Labelling of drawers and cupboards
- Arranging screener for mask fitting sessions and updating into Temperature recording system
- IT related matters escalation to It colleagues and raising of request
- Raising of E-payment request for external vendors
- Purchasing of IT equipment through SAP
- Arranging of staff birthdays and events and hospital events
- Financial Year budget submission, Updating of Department fixed assets
- Liaising with Facilities for repair, contracting/renovation works and keeping records of permits
- Minutes Writing when necessary
- Other adhoc duties assigned my Reporting officer.
Temp Claims Executive
Novaptus Surgery Centre
09.2023 - 11.2023
- Filing of patient Bills
- Follow up with payments and refund matters
- Liaising with various Insurance for pending claims
- Laising with doctors and clinics for medical surgical code for claim submission
- Checking on private medical insurance processing status.
SSM -Safety Security Manager
AMC/RIVERFORT
10.2021 - 12.2022
- Taking care of covid patients
- Registering of quarantine patients
- Sending them to respective rooms and to inform them to not come out of their rooms
- Bag search for any prohibited items like Contrabands, Liquor, and sharp objects
- Doing patrols every 2 hourly to make sure no loitering of patients at corridors or outside their rooms
- Sending dinner and breakfast to quarantines patients’ rooms
- To direct Swabbers to the appropriate room to do swab for MOH
- Check out patients to be escorted from their rooms to the designated transports
- To alert housekeeping when there are any cleaning requirements
- Updating of Calendar for HOD
- Raising email and Laptop request for new hire
- Resetting of lockers when lockers are locked
- Processing of New hires access cards through C cure system
- Managing of All types of access cards like Multipurpose room, Cargo Lift access
- Storage space to be maintained with sufficient space for incoming parcels and orders
- Meeting room Setup when required for events with Client’s request for different styles like Boardroom, Classroom and U-shaped Style
- AV and monitor simple setup for meetings and partition walls to be opened with Client’s request
- Reset the meeting rooms after meeting ended and activating Janitor for cleaning
- Helping to arrange events like Mother’s Day sourcing for vendors like Manicurists for Clients
- Reports on request day by day by Client e.g., request for event setup, any kind of request by clients
- Breakfast setup for clients with arranging the labels and plates with thongs
- Filing of Invoices according and labeling the files
- Arranging for Couriers to Haleon overseas countries when need to send out parcels in Ups and scheduling pickup.
Covid Facility -Swabber, Swabber Admin
Minmed/Recruit Express
04.2021 - 10.2021
- Swabbing of Quarantined patients
- Following MOH guidelines to be don up with seven steps hand hygiene to follow
- Administrative Assistant.
Patient Service Associate (Deputy Team leader)
Jurong Health Services(Emergency Medicine)
- 02.2014
- Registering, Handling admissions of emergency medicine and edtu admissions and transferring to general ward admissions for patients, bed booking for all admissions , Direct admissions from other hospitals, Internal ward transfers, To send official sms updating bed status
- Discharging of patients from edtu ward
- Collecting payments like outstanding amounts and A&E outpatient fees and deposits for admission to private wards
- Answering telephone enquiries and face to face enquiries
- Booking Appointments for patients according to given disciplines
- Financial Counselling and advising
- Handling of Same day admissions and electives admissions and retrieving casenotes sending it to respective wards and also calling up patients to inform where to report for operations for both same day and elective admissions patients
- Handling of Bed requests from Specialist clinics
- Being vigilant to make sure any patients with shortness of breath to seek nurses help immediately.
Patient Service Associate
Alexandra Hospital
10.2007 - 11.2007
- Assisted to register patients at the Day Surgery Clinic and fixing of appointments
- Performed admissions and discharges for patients who came for their day surgeries
- Performed cashiering duties; and Attended to phone enquiries.
Auxiliary Police Officer
Certis Cisco Security Pte Ltd
05.2006 - 10.2007
- Work together with the Singapore Police Force to maintain Law and Order
- Protect celebrities, important delegates, business magnates and prominent personalities
- Perform Traffic Management and Crowd control during public events
- Keeping watch over high security premises
- Deny and detect potential criminals and terrorists through stringent security checks and sophisticated equipment such as cctv cameras
- Prevented any dash through of any incoming and outgoing passengers
- Inspected the vehicles for any contraband and any hidden passengers who have not gone through for a proper clearance.
Customer Service/ Sales Associate
Little India Arcade
03.2004 - 11.2004
- Performed cashiering duties
- Attended to customer enquiries
- Promoted sales of clothing and jewels to customers.
Education
Bachelor’s Degree in General Studies -
Unisim-SUSS
NITEC in Service Skills (Office) -
ITE College West (Clementi)
GCE 'O' Levels -
BMC Academy
GCE ‘N’ Levels -
Commonwealth Secondary School
Diploma in Employment Relations -
OTC- SIM Institute
04.2012
Skills
- MS Office (Word, Excel, Access and PowerPoint)
- SAP
- Adobe Photoshop
- Microsoft Outlook
- Slack
- SharePoint
- Pivot Table
- WMS
Coursework
- Adobe Photoshop
- Sap system
- Minutes Writing
- Job Re- Design
- Responsiveness in Frontline Customer Service
- Aligning the Organization WIT Circle Team Towards the WIT Journey
- WSQ ES-Communications and Relationship Management (Operations)
- Lean Thinking Training
- Think on Your Feet
Personalparticulars
Sxxxx383F, 05/29/1986, Singaporean, Indian, Married, Female, 1 month notice
Awards
SQ Service Ambassador Award (2012)
Timeline
Temp Claims Executive
Novaptus Surgery Centre
09.2023 - 11.2023
Receptionist Cum Executive Assistant
GSK/HALEON Under Sodexo
01.2023
SSM -Safety Security Manager
AMC/RIVERFORT
10.2021 - 12.2022
Covid Facility -Swabber, Swabber Admin
Minmed/Recruit Express
04.2021 - 10.2021
Bed Management Unit
Farrer Park Hospital
02.2020
Administrative Support for both Nursing and Management, Inventory duties, Conduct Trainings for New Hire, Hr matters Claims and supporting Operational Needs
Ng Teng Fong General Hospital, Jurong Health Services, (Emergency Medicine)
02.2014
Patient Service Associate
Alexandra Hospital
10.2007 - 11.2007
Auxiliary Police Officer
Certis Cisco Security Pte Ltd
05.2006 - 10.2007
Customer Service/ Sales Associate
Little India Arcade
03.2004 - 11.2004
Receptionist
Workday
Corporate Support Officer
ICA
Patient Service Associate (Deputy Team leader)
Jurong Health Services(Emergency Medicine)
- 02.2014
Bachelor’s Degree in General Studies -
Unisim-SUSS
NITEC in Service Skills (Office) -
ITE College West (Clementi)
GCE 'O' Levels -
BMC Academy
GCE ‘N’ Levels -
Commonwealth Secondary School
Diploma in Employment Relations -
OTC- SIM Institute
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