MADINAT INT’L. DMCC
PA / Office & HR Administrator
JLT, Dubai, UAE
Apr-2019 – Dec 2021
• Maintain the GM’s calendar, including scheduling meetings, appointments, speaking engagement and travel (may include domestic & international) arrangements. Exercise discretion in committing time and evaluating needs
• Acting as a first point of contact, dealing with correspondence and phone calls
• Maintain confidential and sensitive information
• Coordinate work with other staff needed; play a key role in the coordination of staff efforts both within and outside the de-partment
• Other additional and / or alternative duties as assigned from time to time, including supporting other departments or Exec-utive as needed
• Maintains up-to-date records, which includes files, contact lists, and database entries in Admin & HR documentation
• Manage the drafting and revision of company’s contracts and maintain files contracts, relevant correspondence, amend-ments, clarifications and payment schedules
• Works closely with hiring managers to process form, short list candidates, schedule interviews and communicates with candidates and provides a high quality and professional human resources recruitment services through the effective ad-ministration of HR recruitment system based on Recruitment policies and procedures.
• Responsible for managing all aspects of staff recruitment
• Supporting and participating in all recruitment process, collecting application, facilitating the candidate’s assessment, sending reference checks, negotiation, offering and employment contract
• Review JD format, cross checking with Salary Grades and Position, classification of framework
• Organize and arrange visas (DMCC) (Work Permit, Visit Visa for new staff and their family and renew all company related Licenses
• Collect all appropriate documentation necessary for visa and permits required to be processed.
MERAAS HOLDING LLC
Leisure & Entertainment
Office Administrator / Personal Assistant
October 2014 – May 2018
• Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments; composing and preparing correspondence that is confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Follow up on incoming issues and concerns addressed to the Sr. Vice President, including those of a sensitive or confi-dential nature.
• Provides a bridge of for smooth communication between the Sr. Vice President Office and internal departments, demon-strating leadership to maintain credibility, trust and support with Senior Management Staff.
• Works closely and effectively with the Sr. Vice President to keep him well informed of upcoming commitments and respon-sibilities.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the SVP’s ability to effectively lead the company
• General office duties including photocopying, scanning, answering phone. Maintain electronic and hard copy filing system
• Resolve administrative problems and inquiries. Order and maintain stationery and equipment. Maintain confidential rec-ords and files
• Raise Purchase Request through Oracle system from the Marketing & Sales, Retail and Operation Department
HYPSOS MIDDLE EAST LLC
Personal Assistant to General Manager
Dubai Silicon Oasis, Dubai, UAE
May 2011 – September 2014
• Prioritized workload in advance and manages the General Manager’s time ensuring business targets and meetings are scheduled. Created and processed letters, emails and other documents independently for General Manager’s Office.
• Ensured busy diary commitments, papers, and travel arrangements are managed effectively including a daily folder with diary, necessary papers, etc. and troubleshooting problems.
• Accurate diary management. Filtered general information, queries, phone calls and invitations to the General Manager.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the General Manager
• Coordinated travel and accommodation requirements in connection with others and ensure arrangements in place for the General Manager match his requirements
• Managed and maintain the General Manager’s diary and provided a service that is in line with the GM’s work habits and preferences. Provided historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Provided clerical/administrative support, including the composition and preparation of routine correspondence and presentations. Coordinates activities by scheduling work assignments, setting priorities and directing the work of subordi-nate employees
• Performed general office duties such as ordering supplies, maintaining records management systems, performing basic bookkeeping work. Reviewed operating practices & procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
TRENCH OILFIELD EQUIPMENTS & TRADING
Personal Assistant to Managing Partner
Abu Dhabi, U.A.E
Jan 2010- April 2011
• Coordinated to Managing Partner’s external business affairs, including appointment, travel arrangement, hotel bookings and accommodations etc.
• Conducted research on Administrative/Clerical best practices. Maintained professional and technical knowledge by at-tending meetings with the Managing Partner.
• Reviewed operating practices and procedures in order to determine whether improvements can be made in areas.
• Set up and oversee Administrative Policies and Procedures for offices and/ or organizations. Reported to Managing Part-ner on all business and personal related issues.
• Provide administrative support to ensure that municipal operations are maintained in an effective, up to date and accurate manner. Maintained and exhibit an excellent working relationship with all company staff.
• Manages the schedules to enhance effective time management and coordinates activities, prioritizes appointments and reschedules when necessary. Duties include general clerical, receptionist and project work.
• Answer telephones and transfer to appropriate staff member. Provided clerical/administrative support, including the com-position and preparation of routine correspondence and presentations.
• Maintained office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Manages, prioritizes, screens, and monitors the manager’s correspondence, including calls, emails, post, and fax to en-sure they are dealt with appropriately.
• Maintain confidential records and files. Support staff in assigned project based work. Supervised and train other clerical staff
ART MARINE LLC
CRM Assistant / Office Administrator
Al Quoz , Dubai, U.A.E
January 2007 to November 2009
• Responsible for the planning, successful execution and follow up for a diverse range of customer retention campaigns, along with producing their annual budget, monthly forecast, and other business reporting required. Ensures that the team has the requisite skills and tools to do their jobs effectively and efficiently and to work closely with the Sales Manager Team.
• Create & maintain up-to-date the database of the company, and communicating actions and improvements to Sales Man-ager for accurate reporting.
• Works with the Marketing and PR Manager to ensure that marketing campaigns are turned into effective operational de-livery; including additional briefing & training for team members as required.
• Manages to send the E-newsletter every week. Produces presentation, reports and statistical analyzes as per the request of the Managing Broker.
• Prepares and coordinate mail, faxes, and express packages. Ensures that documentation is correctly filed, maintains an efficient filing system.
• Provides clerical/administrative support, including the composition and preparation of routine correspondence and presentations using computer software applications. Prepares and maintains telephone directory and other company in-formation.
• Prepares and maintains Administrative Assistant procedures. Maintains training curriculum and provides training to back-up personnel. Advises Managing Broker of any issues to ensure excellent customer service.
KNOTIKA MARINE MALL
Receptionist
Al Quoz Dubai, UAE
January 2006- to Dec. 2006
• Greet visitors and determine whether they should be given access to specific individuals. Open, sort, and distribute incom-ing correspondence, including faxes and emails.
• Filed and retrieved corporate documents, records, and reports. Performed general office duties such as ordering supplies, maintaining records management systems, and performing basic accounting work.
• Keeps management informed by reviewing and analyzing special reports, summarizing information; identifying trends. Provides a full range of administrative, clerical and office support including, but not limited to:
• Maintain and update data in Customer Relationship system. Provide administrative and secretarial support.
• Provide Customer Service and direct Support through respective departments. Maintain the customer service relationship quality at the point of inquiry and follow-up
HOUSE MOTORS
Secretary
Al Quoz Dubai, UAE
July 2005- Dec. 2005
• Report directly to the Workshop Manager In- charge of all the responsibilities in absence of the Workshop Manager
• Maintain Customer Relationship through active correspondence and feedback. Responsible for the monitoring of daily transactions.
• Handling and preparing monthly filing and sales report. Perform other duties as may be required by the Workshop Man-ager.
CERTIFICATES SOFTWARE
• UAE Driving License * Microsoft Office
• HR Administration * Oracle
• Basic Accounting * Sniper Hire
• Basic Baking * Share Point
• Basic Culinary Arts * Act Premium 10
PERSONAL INFO:
Date of Birth : 26 December 1978
Place of Birth : Manila, Philippines
Civil Status : Single
Language Spoken : English and Tagalog
EDUCATIONAL ACCOMPLISHMENTS:
College : Emilio Aguinaldo College