WAHIDAH MOHD ALI
Summary
I am deeply committed to providing outstanding support to both my team members and clients, ensuring that their needs are met with the utmost efficiency and care. My expertise lies in adeptly managing schedules by coordinating appointments, as well as effectively handling correspondence and messages to streamline office communication. With a positive and upbeat demeanor, I excel in forging strong relationships, underpinned by my robust relationship-building skills.
Overview
32
32
years of professional experience
Work History
Receptionist (GBS Finance Admin Department)
Wilhelmsen Ships Service, Singapore
08.2022 - 06.2024
- Managed visitor reception, ensuring welcoming and professional first point of contact
- Efficiently handled incoming and outgoing calls, maintaining excellent communication standards
- Coordinated courier services, overseeing secure and timely handling of packages
- Performed administrative duties with meticulous attention to detail and organizational proficiency
- Successfully executed ad-hoc tasks as directed by management, demonstrating flexibility and initiative.
Customer Service Officer - Business Support (HSBC)
Jones Lang LaSalle Property Consultants Pte Ltd, Singapore
10.2020 - 07.2022
- Led Concierge services at HSBC with a focus on maintaining exceptional counter presentation and operational efficiency
- Orchestrated logistics for the Conference Centre, guaranteeing flawless event coordination and execution
- Oversee inventory management for office and pantry supplies, maintaining ideal stock availability
- Fulfilled supplementary duties as assigned by the Reporting Manager, showcasing adaptability and dependability.
Facility Administrator (Permanent)
Ecolab Pte Ltd, Singapore
07.2018 - 11.2020
- Served as a reliable Receptionist Back-up, ensuring seamless front desk operations and exceptional visitor experiences
- Managed inventory of office supplies and stationery, maintaining optimal stock levels for uninterrupted workflow
- Oversee tenant services, providing top-tier support and fostering a positive, service oriented environment
- Conducted day-to-day management of facility services, ensuring the smooth operation of all functional areas
- Performed periodic safety inspections to uphold stringent safety standards and mitigate potential hazards
- Diligently executed additional duties as assigned by the Facility Supervisor, demonstrating versatility and commitment.
Receptionist/Administration (Contract 1-year)
Ecolab Pte Ltd, Singapore
07.2017 - 07.2018
- Managed front desk operations, efficiently handling incoming calls and visitor reception
- Streamlined access control by issuing and tracking access cards
- Ensured prompt mail and courier service management, including receiving and sorting deliveries
- Coordinated office supplies by ordering and maintaining inventory of groceries and stationery
- Served as a proactive roll-call leader during fire emergencies, ensuring safety and compliance
- Diligently executed additional tasks as delegated by the Facility Supervisor.
Exec Assist Cum Receptionist (Maternity Cover)
PPD Development (S) Pte Ltd, Singapore
01.2017 - 06.2017
- Provided executive support to high-level management including the Vice President of Clinical Monitoring and Executive Directors for Business Development and Finance, as well as the Director for Talent Acquisition
- Coordinated comprehensive travel and accommodation arrangements, including visa procurement, for senior executives
- Managed the generation and distribution of Purchase Orders, ensuring proper approvals and seamless communication with the Finance department
- Processed expense claims efficiently for the Vice President and Executive Directors
- Maintained meticulous calendar management and scheduled critical meetings for the Vice President
- Organized and coordinated the weekly schedule and bi-monthly APAC Senior Management Team meetings
- Facilitated the secure signing and courier delivery of legal contracts and other critical documents
- Assisted in the dispatch of marketing exhibits and managed the inventory of marketing gifts and brochures
- Compiled and updated the APAC Clinical Monitoring Organization Charts monthly
- Maintained distribution lists and ensured accurate account updates
- Managed timekeeping and site attendance for the Vice President.
Receptionist Cum Facilities Assistant (Contract)
Singapore Institute of Manufacturing Technology AStar, Singapore
03.2016 - 01.2017
- Front desk operations, adeptly handling calls, welcoming visitors, and processing mail and courier services
- Streamlined management of Season Car Parking services from application to cancellation
- Oversee the distribution and tracking of Building Access System cards and passes for Zoo and Wild Wild Wet
- Managed office seat allocation and facilitated new telephone line setups in collaboration with IT Support
- Contributed to Facilities Team efforts, maintaining office environments within Tower & Valley Block FP2
- Acted as the primary liaison for contract renewals, maintenance services, and inventory control of office supplies
- Appointed as the official Requestor for the e-Procurement System, managing and optimizing procurement operations.
Administrative Assistant (Contract 1-year)
Seagate Singapore International HQ Pte Ltd, Singapore
03.2015 - 03.2016
- Expertly managed administrative functions for 2 VPs and the IT team, including scheduling, coordinating business travel, and organizing meetings
- Efficiently handled procurement of office beverages and maintenance of vending machines
- Delivered comprehensive general support, including mail processing, file system management, and document preparation with copying, binding, and faxing
- Skilled in financial administration, creating Non-PO Payment Requests (NPPR), and utilizing Oracle iProcurement and Concur systems for corporate travel arrangements.
Executive Assistant (Contract 3-months)
Twitter Asia Pacific Pte Ltd, Singapore
06.2014 - 09.2014
- Office operations by overseeing facilities and meeting room logistics
- Fostered effective landlord relations to ensure prompt office maintenance
- Administered secure access control through meticulous management of office cards and keys
- Streamlined office environment by coordinating pantry supplies and stationery procurement
- Delivered comprehensive secretarial and administrative support to executives and team members
- Facilitated financial processes by managing expense claims for Directors
- Contributed to the success of ad-hoc workshops and conferences through proactive involvement
- Enhanced team collaboration by maintaining and updating shared documents
- Provided pivotal support to the IT department, ensuring smooth technological operations.
Administrative Assistant
Unilever Asia Pte Ltd, Singapore
03.2008 - 09.2013
- Provide PMO and ES IM support, ensuring seamless operations within MDM, Finance, and Procurement, while facilitating U2K2 communications
- Efficiently coordinate meetings, maintaining comprehensive lists, securing venues, and dispatching timely invitations to ensure optimal attendance and preparation
- Proficiently manage and operate advanced meeting room equipment, including Telepresence and Video Conferencing systems, to enable effective communication
- Skillfully organize local and international Conferences/Workshops for U2K2, including meticulous site inspections to guarantee ideal venues
- Coordinate comprehensive travel arrangements, including flight and hotel bookings, ensuring comfort and efficiency for team members
- Execute procurement tasks with precision using ARIBA and GTES systems, coupled with diligent processing of travel claims post-receipt collection from managers
- Act as a Process Champion for the Request IT Tool Kit, streamlining technology access for team efficiency
- Oversee the U2K2 team's seating arrangements, ensuring an organized and functional workspace
- Coordinate educational Lunch & Learn sessions, managing venue bookings, invitations, and catering arrangements to foster team development
- Facilitate secure access for personnel and visitors by managing access card requests and pre-announcement registrations online
- Perform a variety of administrative duties, including the handling of incoming and outgoing correspondence, to maintain office efficiency.
Purchasing Officer
NYK Shipmanagement Pte Ltd, Singapore
08.2006 - 02.2008
- Collaborate effectively with Superintendents and Vessel Managers to streamline procurement processes
- Efficiently manage RFQs, dispatching inquiries to designated suppliers, both local and international
- Conduct thorough cost analyses, ensuring optimal supplier selection and securing Superintendent approval
- Execute purchase order creation and distribution upon authorization, while meticulously monitoring order fulfillment
- Coordinate with the Purchasing Executive or Assistant Manager to resolve any discrepancies in supply
- Diligently maintain and update requisition progress within a centralized shared folder
- Foster strong relationships with suppliers and agents to guarantee timely deliveries to specified ports
- Regularly refresh and disseminate Supply Notices to vessels, gathering and incorporating feedback
- Monitor and track items designated for reconditioning or repair, ensuring follow-up actions are taken
- Communicate effectively with the Purchasing team and Vessel Managers regarding any supply issues or complaints
- Provide support on additional tasks as directed by the Assistant Manager, Vessel Manager, or Deputy General Manager.
Administrator - Admin & HR Dept
NYK Shipmanagement Pte Ltd, Singapore
10.2001 - 08.2006
- Comprehensive travel logistics, including ticket booking and expense management
- Coordinated hotel accommodations and negotiated corporate rates for international guests and business travelers
- Managed the leasing and return of roaming phones through Singtel for seamless global communication
- Facilitated travel visa applications and insurance coverage to ensure compliance and safety for all traveling staff
- Oversee office maintenance and coordinated repairs for essential equipment such as copiers and fax machines
- Maintained strict control over key distribution for cabinets and workstations to ensure security
- Administered inventory for local and roaming mobile devices for management and superintendents
- Handled the production of professional printing materials, including business cards and custom rubber stamps for staff identification
- Executed the procurement of office supplies, pantry items, and refreshments to maintain a well-stocked and inviting workplace
- Managed memberships and subscriptions for fitness facilities and periodicals, enhancing employee well-being and access to information
- Processed invoice registrations and purchase orders into the Bass System for corporate and vessel operations
- Maintained accurate financial records by creating and updating payment and receipt vouchers
- Ensured timely distribution of crew mails on a weekly basis, supporting efficient communication
- Provided direct assistance to the Admin & HR Executive, contributing to the smooth operation of departmental functions
- Performed ad-hoc administrative duties and served as the third-tier backup for reception, as well as the primary backup for office maintenance, warehouse, and mailing/courier tasks.
Receptionist cum Admin Asst
3rd Frontier Solutions Pte Ltd
05.2000 - 09.2001
Receptionist cum Admin Asst
Deloitte Consulting Pte Ltd
10.1998 - 05.2000
Receptionist cum Admin Asst
Arthur D.Little Far East Inc.
10.1997 - 10.1998
Flight Stewardess
Singapore Airlines Limited
01.1995 - 02.1997
Communication Coordinator cum Receptionist
Harpur Travel Management Pte Ltd
06.1992 - 12.1994
Education
Diploma in Service Leadership (WSQ) -
Kaplan Professional
Singapore05.2019
Professional Diploma in Leadership and People Management (WSQ) -
Organizational Development Concepts Pte Ltd
Singapore01.2019
Computer Skills – MOS Certificate in MS Excel 2002 -
Core Comat Training Services
Singapore04.2004
System Administrator Courses -
BMC Training
Singapore03.1999
Diploma in Marketing and Public Relations -
Thames International
Singapore11.1998
Private Secretarial Certificate -
BMC Training
Singapore12.1993
Telephone Etiquette Program -
Winning Moves Pte Ltd
Singapore07.1992
GCE O Level -
Pasir Panjang Secondary
Singapore01.1991
Skills
- MS Office – Outlook, Word, Excel, Power point
- Lotus Note Application
- Software - SAP / Concur
- Telephone skills
- Data Entry
- Verbal and written communication
- Scheduling appointments
- Greeting and Seating Clients
- File Management
- Administrative Support
- Office Administration
- Mail handling
- Clerical Support
- Technical Support
Timeline
Receptionist (GBS Finance Admin Department)
Wilhelmsen Ships Service, Singapore
08.2022 - 06.2024
Customer Service Officer - Business Support (HSBC)
Jones Lang LaSalle Property Consultants Pte Ltd, Singapore
10.2020 - 07.2022
Facility Administrator (Permanent)
Ecolab Pte Ltd, Singapore
07.2018 - 11.2020
Receptionist/Administration (Contract 1-year)
Ecolab Pte Ltd, Singapore
07.2017 - 07.2018
Exec Assist Cum Receptionist (Maternity Cover)
PPD Development (S) Pte Ltd, Singapore
01.2017 - 06.2017
Receptionist Cum Facilities Assistant (Contract)
Singapore Institute of Manufacturing Technology AStar, Singapore
03.2016 - 01.2017
Administrative Assistant (Contract 1-year)
Seagate Singapore International HQ Pte Ltd, Singapore
03.2015 - 03.2016
Executive Assistant (Contract 3-months)
Twitter Asia Pacific Pte Ltd, Singapore
06.2014 - 09.2014
Administrative Assistant
Unilever Asia Pte Ltd, Singapore
03.2008 - 09.2013
Purchasing Officer
NYK Shipmanagement Pte Ltd, Singapore
08.2006 - 02.2008
Administrator - Admin & HR Dept
NYK Shipmanagement Pte Ltd, Singapore
10.2001 - 08.2006
Receptionist cum Admin Asst
3rd Frontier Solutions Pte Ltd
05.2000 - 09.2001
Receptionist cum Admin Asst
Deloitte Consulting Pte Ltd
10.1998 - 05.2000
Receptionist cum Admin Asst
Arthur D.Little Far East Inc.
10.1997 - 10.1998
Flight Stewardess
Singapore Airlines Limited
01.1995 - 02.1997
Communication Coordinator cum Receptionist
Harpur Travel Management Pte Ltd
06.1992 - 12.1994
Diploma in Service Leadership (WSQ) -
Kaplan Professional
Professional Diploma in Leadership and People Management (WSQ) -
Organizational Development Concepts Pte Ltd
Computer Skills – MOS Certificate in MS Excel 2002 -
Core Comat Training Services
System Administrator Courses -
BMC Training
Diploma in Marketing and Public Relations -
Thames International
Private Secretarial Certificate -
BMC Training
Telephone Etiquette Program -
Winning Moves Pte Ltd
GCE O Level -
Pasir Panjang Secondary
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