Gina Marie Ruiz
Pointe-Claire,QC
Summary
Organized and reliable candidate, determined at managing multiple priorities with a pragmatic approach.
Overview
21
21
years of professional experience
Work History
HR Payroll Assistant (Casual)
Employee Managed Services, Pty. Ltd.
03.2023 - 03.2023
- Encode new starter On-boarding via Payroll Matrix. Employee status file maintenance changes to ensure employment records are accurate and up to date.
- Monitoring and update leave balance and reconciliation. Perform reference check through calling successful candidate for the role.
- Set shortlisted applicant for HR interview.
- Supported management with ad-hoc reports on employee compensation trends, assisting in strategic decision-making processes.
- Verified timekeeping records and handled any discrepancies with employees.
Procurement Process Advisor
Shell Companies in the Philippines
05.2019 - 07.2022
- Drive and leads local Operational Excellence improvements through data driven process analytics.
- Brings further innovation to supply chain to take even greater advantage of the Digital age, initiates and provides recommendations for process improvements, helps prioritize opportunities for improvements.
- Utilized procurement tools to manage quote process, invoicing, order entry and receiving. Responsible for embedding and improving the usage and effectiveness of the process within the target.
- Developed productive relationships with key account holders.
- Enhanced stakeholders satisfaction by providing expert procurement advice and strategies.
Procurement Requisition to Pay Operation Team Mgr
Shell Companies in the Philippines
04.2014 - 04.2019
- Tier 2 recruitment and selection of staff fit for purpose for the role. On-boarding staff to scope of work and needful information within and out-scope.
- Off boarding staff through handover management of scope of work.
- Monitoring workforce through filed leave in SAP system ahead of time.
- Established positive and effective communication among unit staff and organization leadership, reducing miscommunications and missed deadlines.
- Identified and resolved unauthorized, unsafe or ineffective practices.
- Partnered with vendors and suppliers to effectively manage and budget.
- Ensured compliance with company policies as well as industry regulations through diligent oversight of daily operations and staff adherence to guidelines.
- Led employee relations through effective communication, coaching, training, and development.
- Facilitated meetings to communicate team performance goals and results.
- Developed performance measurement strategies, identifying areas for improvement.
- Coordinated team collaboration to share ideas and build best practices.
Procurement Requisition to Pay Operations Analyst
Shell Companies in the Philippines
12.2010 - 03.2014
- Developed comprehensive reports on procurement activities, providing valuable insights into spending patterns and areas for improvement.
- Achieved cost savings through effective contract negotiation strategies with key suppliers.
- Contributed to risk mitigation by continuously monitoring supplier performance metrics and proactively addressing potential issues.
- Established a robust supplier database to facilitate efficient sourcing of required materials or services.
- Participated in continuous improvement initiatives aimed at optimizing procurement operations organization-wide.
- Collaborated with cross-functional teams to ensure timely execution of purchase orders and efficient supply chain management.
- Resolved daily issues by handling invoice discrepancies, replacements for rejected materials, and missed or late deliveries.
- Utilized procurement tools to manage the quote process, invoicing, order entry, and receiving.
- Researched and evaluated new and existing vendors to assess product suitability and negotiate contracts and pricing.
- Managed procurement requests and served as the point person for customers regarding logistics, hardware, and software needs.
Accounts Payable Associate
Shell Companies in the Philippines
07.2009 - 12.2009
- Process vendor invoices to facilitate accurate payments and respond to vendor inquiries regarding withholding taxes, value-added tax, and other tax-related matters.
- Operate effectively within applicable SOX and business controls.
- Respond to stakeholder inquiries professionally, advocating a "safe hands" mindset, and ensure delivery within agreed global and local performance metrics.
- Demonstrate an understanding of Accounts Payable controls and reporting, such as identifying potential duplicates, managing parked and blocked invoices, and analyzing Goods Receipts & Invoice Receipts.
- Ensure that Purchase Order numbers match the vendor's invoice and coordinate with various stakeholders, including Shell business units, Contracting & Procurement, Inventory Management, and third-party suppliers, to resolve control issues.
- Coordinate with the Contracting and Procurement and Finance teams to manage country/state applicable tax and process invoice payments to suppliers to meet business needs.
- Analyze and resolve invoices for One-Time Vendor Accounts, IQN, Vendor Tolerance Review, Stop/Void Payments, Exceptions Handling, and more.
- Exhibit a strong continuous improvement mindset by identifying process improvements within assigned tasks.
- Process invoices according to standard procedures outlined in the Accounts Payable Work Instructions and country-specific guidelines.
- Ensure accuracy in all inputs before completing or posting invoices to avoid rework.
Accounting & Payroll Officer
Collective Solution International
07.2002 - 03.2009
- Accountable to the Financial Controller for delivering financial representation and support, including managing and preparing monthly accounts payable and receivable.
- Responsible for reviewing time records to verify accuracy of information and proceed the bi-weekly payroll for 400 employees.
- Preparing monthly government contributions (social security, Phil-Health, and home development program) and tax payments via bank deposits.
- Duties also include preparing bank reconciliations for deposits and withdrawals.
- Coordinate with the purchasing department to reconcile vendor invoices and facilitate payments in accordance with terms and conditions.
- Prepare weekly expense liquidation reports, facilitate year-end inventory, and support various aspects of the financial audit.
- Prepare quarterly and annual financial reports, encompassing general ledger and working paper support tasks.
- Perform review engagements with the Financial Controller for due diligence.
Education
MBA - Business Accountancy (Undergraduate)
Universal Business School Sydney
Sydney, AustraliaBachelor of Science - Banking And Finance
Philippine School of Business Administration
Quezon City, Philippines 04.2003
No Degree - French Language - Basic
Alliance Francais De Manille
Makati City, Philippines01.2003
Skills
- Payroll Processing/Administration
- Internal Controls (SOX)
- Accounting and bookkeeping
- Data Entry
- Advanced Microsoft Office Skills (Word, Excel, PowerPoint, Access)
- SAP ERP System Proficiency
- Project Management (Agile Approach)
- Lean Six Sigma Proficiency
- People Management
- Stakeholder Management
- Procurement Process Migration
- Procurement Strategies
Skills
General Accounting, Accounting software Quickbooks, Analytical Skills, Critical Thinking, Strategic Thinking, Bookkeeping, Excellent Interpersonal Skills, Oral Communication, Database, Documentation, Expense reports, Maintain inventory, Prepare invoices, Microsoft Office (Excel PowerPoint, Word) Multitasking, Organizational Skills, Procurement, Researching.
Timeline
HR Payroll Assistant (Casual)
Employee Managed Services, Pty. Ltd.
03.2023 - 03.2023
Procurement Process Advisor
Shell Companies in the Philippines
05.2019 - 07.2022
Procurement Requisition to Pay Operation Team Mgr
Shell Companies in the Philippines
04.2014 - 04.2019
Procurement Requisition to Pay Operations Analyst
Shell Companies in the Philippines
12.2010 - 03.2014
Accounts Payable Associate
Shell Companies in the Philippines
07.2009 - 12.2009
Accounting & Payroll Officer
Collective Solution International
07.2002 - 03.2009
MBA - Business Accountancy (Undergraduate)
Universal Business School Sydney
Bachelor of Science - Banking And Finance
Philippine School of Business Administration
No Degree - French Language - Basic
Alliance Francais De Manille
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