JADE FERNANDEZ, Departmental Secretary

JADE FERNANDEZ

Departmental Secretary

Union National Bank

Location
United Arab Emirates - Dubai
Education
Bachelor's degree, BUSINESS MANAGEMENT
Experience
14 years, 9 months

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Work Experience

Total years of experience :14 years, 9 months

Departmental Secretary at Union National Bank
  • United Arab Emirates
  • My current job since September 2015

Carrying out administrative duties which include typing of correspondence, attending telephone calls, organizing an effective filing system, keeping records, and maintaining administrative data.

Coordinating from all department heads and reporting to HOD all progress and top priority issues. Coordination from Legal and Business Planning Department to address issues accordingly.

Coordinate with Contractors and Consultant for the Progress of the Project. Responsible for managing all follow up both internally and externally with a drive to ensure projects are completed within the necessary timeframes/program.

Reviewing and arranging the invoices/payments of consultants, contractors & suppliers of the branches and coordinate the same to Company’s Accounting Unit.

Coordinating administrative matters with other Divisions and Departments within the bank and also to the consultants and contractors.

Arranging the meeting with the client for the engineers for the site visit of the projects.

Proper track of Log-in all requests received from the bank Divisions & Departments and also contractors and consultants.

Maintain confidentiality and secrecy of all sensitive files and correspondence covering a wide range of subjects.

Receipt and recording of inward/outward documents and distribution of same for necessary action by the concerned official.

Receipt and dispatch of all reports and correspondence from the Engineers to the concerned Division and Departments. Managing Incoming / Outgoing correspondences (fax, post, couriers). Handles email and making sure all inquiries, concerns and issues are prioritize and taken care of.

Build a comprehensive knowledge of the team's business and develop an understanding of the all processes and procedures.

Maintaining /Inventory of Office Supplies (Stationary, Furniture, Master Key Box).

Secretary to the SVP at Damac Holding
  • United Arab Emirates - Dubai
  • February 2014 to September 2015

• Managing Incoming / Outgoing correspondences (fax, email, post, couries).
• Build a comprehensive knowledge of the team's business and develop an understanding of the all processes and procedures.
• General office housekeeping like ordering stationary, paper and mail distribution. Ad-hoc duties including photocopying, sending faxes, general admin, organizing and managing daily schedules, coordinating meetings, and arranging conference calls.
• Maintaining /Inventory of Office Supplies (Stationary, Furniture, Master Key Box).
• Recording and Organizing of Annual Leave, Sick Leave etc.
• Overall Interaction with all DAMAC department for travel co-ordinations, accounts, visa, accommodations, transport etc.
• Day to day secretarial duties and provide easy and quick access to all inquiries of concerned personnel, Engineers and Architects regarding the submittals, correspondence, drawings and authority procedures.
• Coordinating from all department heads and reporting to HOD all progress and top priority issues.
• Coordination from Legal and Business Planning Department to address issues accordingly.
• Assisting concern QS with Contract Documents e.g. BOQ, RFP, Purchase Order, Work Order etc.
• Manages the diary of the SVP to ensure the smooth running of their daily schedules.
• Prepares agenda or points of discussion prior to the meetings.
• Making sure internal meetings take place prior to meeting the Contractors, Suppliers, Subcontractors or Government Meetings.
• Sorting resumes of the candidates from the HRD.
• Handles email and making sure all inquiries, concerns and issues are prioritize and taken care of.
• Maintain Confidentiality.
• Encoding Business Cards or Contacts Database in his record.
• Uploading and Updating files in Ebuilder including (Processing the Incoming and Outgoing Letters, Inter-Office Memo and Minutes of Meeting).
• Coordinate with Contractors and Consultant for the Progress of the Project based of the approval of the SVP.
• Assisting SPMs/PMs for the progress of the Project.
• Responsible for managing all follow up both internally and externally with a drive to ensure projects are completed within the necessary timeframes.
• Provide assistance with personal arrangements as needed.
• Taking minutes of the meeting.
• Manage the Project drivers and provide their daily activities.
• Assist personal and business requirements for the SVP.
• Managing extensive travel arrangement for HOD and staff as per itinerary.
• Hotel Accommodation & Airport Pick or Car Rental
• Travel settlement
• Assisting visa arrangements
• Managing and recording of Petty Cash
• Managing and recording of Payment to be made to contractors, consultants and suppliers both local and international. Preparing of Petty Cash and Payment vouchers. Interacting with the Corporate Finance and Project Finance (several accounts within the organization) for fund transfers, payments, statements, and several correspondence.

EXECUTIVE SECRETARY TO THE MANAGING DIRECTOR at AL MASHAWEER TRANSPORT
  • United Arab Emirates - Dubai
  • October 2011 to January 2014

• Maintain high confidentiality of the activities and files of the company and the Managing Director
• Attend to incoming calls, making correspondences such as letters, memorandum, facsimile messages and reports
• Perform daily checking of company email as well as forwarding necessary mails to concerned personnel
• Perform proper scheduling of Managing Director’s itineraries, take minutes of the meeting, greet and attend promptly to the needs of visitors
• Coordinate with concerned section regarding work requirements as assigned by the Managing Director
• Maintain and update the appropriate files like Daily Job Report for the Operation, Weekly Report for the Marketing and all necessary records for the company
• Perform payment for DOHMS, Dubai Police, DEWA, Etisalat, RTA, Salik in coordination with HRD / PRO
• Responsible for booking and confirming of travels
• Monitor credit card payment
• Monitor and perform payment of the Salik account of the company
• Monitor and maintain all passports of the company
• Monitor and Records all the Invoices for Etisalat and perform payment online.
• Perform purchasing, payment and monitoring of CUG Sim Cards
• Perform monthly report of Cash Advances of the employees
• Handle and update all files of MD like Sponsorship, Properties, Skywards, Aviation Club, etc.
• Maintain high standard of cleanliness of the office and good quality of the office equipment
• Perform other duties which may be assigned by the Managing Director from time to time

ADMINISTRATIVE OFFICER at KATHEA G FOODS CORPORATION
  • Philippines
  • May 2009 to August 2011

• Preparation of daily attendance of Office staff, Managers and Crew
• Encode daily attendance, monitoring of absences and sick leave
• Prepare monthly attendance report of Office Staff, Managers and Crew
• Monitoring, checking and summarizing of overtime per individual on a monthly basis for payroll processing
• Update master list of employees and monitors any expiration of employees’ documents
• Update, control and maintain employees and all HR files
• Maintain and update the company’s bulletin board for policies and safety awareness
• Annual leave processing and monitoring
• Assists in the recruitment process through scanning of CVs
• Prepare new hires documentation and purchases of basic necessities of new employees
• Screen, receive and transfer of incoming calls
• Monitoring of office supplies, office equipment and make sure that office area is in tidy condition
• Responsible for the monthly Inventory of Uniforms.
• Assist in attending to employees’ request and grievances
• Distribution of memorandums to concerned section
• Perform other administrative work and will act as replacement in case other staff is on vacation or leave
• Other jobs may be assigned from time to time by Administrative Officer and Managing Director

Education

Bachelor's degree, BUSINESS MANAGEMENT
  • at BATAAN PENINSULA STATE UNIVERSITY
  • May 2009

The Bachelor of Science in Business Administration (BSBA) with a general management focus is a 4-year program that provides the foundational business skills necessary to succeed in commercial and non-commercial organizations. Students explore accounting and financial functions, marketing management, business structures and leadership development. Students become knowledgeable in all aspects of management and supervision of resources and operations. They gain an understanding of the global market place, and they can complete a minor in an additional area, such as accounting, economics or marketing. Individuals interested in a BSBA in general management must hold a high school diploma or GED certificate to apply. Course Topics In the general management track, students learn to manage people, information and resources through a variety of learning methods, such as real-world simulations, team projects and case studies. Some schools may require that students complete internships to gain practical experience. Common courses management students may complete include: Economics Accounting Marketing management Organizational behavior Management of information systems International business Strategic management

Specialties & Skills

Microsoft programs
Business Management
Customer Service
Accounting
Administration
DATABASE ENCODING
MICROSOFT OFFICE
BASIC ACCOUNTING

Languages

Filipino
Expert
English
Expert

Memberships

MANAGEMENT SOCIETY OF THE PHILIPPINES
  • MEMBER
  • August 2005

Training and Certifications

MANAGERIAL CERTIFICATE (Certificate)
Date Attended:
February 2008
Valid Until:
March 2008
ON THE JOB TRAINING CERTIFICATE (Certificate)
Date Attended:
April 2009
Valid Until:
May 2009
(Certificate)
Date Attended:
January 2011
Valid Until:
January 2011