Administrative Assistant
Dubai Chamber of Commerce & Industry
Total years of experience :18 years, 1 Months
• Reporting to the Senior Executive Events
• Maintains accurate and up‐to‐date records and files for all event management projects and protects operations by keeping information confidential
• Manages Request for Proposal solicitation process for logistic vendors and suppliers
• Maintains current information in corporate databases for business contacts
• Develops event specific organizational tools such as production timelines, contact lists, on site deliverables schedules
• Provides research support and completes tasks required for event execution
• Manages collateral production for printed materials, brochures, signage and other marketing pieces
• Compiles post event wrap up reports, evaluations and client summaries
• Conserves time of company principles by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Providing the logistic support for the DIAC events, training courses, students visits, hearings...etc. and undertaking adhoc duties assigned by the line manager related to this matters
• Handling the front desk responsibility when replacing the person in charge including welcoming the guests, registering cases and issuing the invoices and receipts
• Updating the DIAC Associate Membership records, following up the renewal process and processing the new membership applications (hard and online copies) and updating the membership database accordingly.
• Receiving and filing the arbitrators and experts applications ( online and hard copies), following up and updating the list of pending arbitrators and sort them out according to the requirement instructed by the line manager
• Handling the correspondence related to the case management while replacing the person in charge during her/his leave, including incoming and outgoing correspondence, filing and other adhoc responsibilities.
• Follow up with the IT department to update the DIAC Website
• Updating and maintaining a well-organized database for the Centre
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
PA to the Corporate COO & CCO (MEA)
HAYAT COMMUNICATIONS INTERNATIONAL FZCO
November 22, 2011 - up to present
• Reporting to the Corporate COO&CCO-MEA.
• Provides the Chief Operating Officer and Chief Commercial Officer with professional and well organized administrative, secretarial and office management support.
• Acts as the focal point of contact and liaison between the Chief Operating Officer & Chief Commercial Officer and internal and external contacts.
• Plans, organizes and reschedules a complex diary, managing time effectively.
• Preparing the Monthly Report to be sent to Higher Management.
• On a pro-active basis, deals with correspondences, telephone calls and Company's visitors; answers, responds or re-directs items wherever appropriate.
• Performs a range of secretarial duties including drafting correspondence, typing, maintaining a filing system and tracker of the project team
• Organizes both internal and external meetings and arranges business trips in their entirety.
• Reads and analyzes memos, letters and reports in order to determine its significance and plans its distribution.
• Possess an in-depth knowledge of Company policies, procedures, and routines in order to provide information to both internal and external parties
• Carry out special tasks as assigned and responsible for meeting deadlines as set by the COO & CCO.
• Manages and coordinates high profile events. Liaising with and managing relationships with internal parties and external providers (e.g. Marketing, Public Relations etc)
• Preparation and collation of high quality presentation for the COO&CCO, for both internal and external events.
• Ensuring that action points discussed and recorded in the minutes of meetings, following departmental meetings are carried out in a timely manner.
• Setup accommodation and entertainment arrangements for company visitors.
Secretary of Managing Partner (Company Closed)
INFINITY SERVICES & SUPPORT LLC
January 8, 2011 - September 30, 2011
• Reporting to the owner of the Company
• Performs administrative and secretarial duties and assists in details of Infinity Administration matters to conserve time of the owner/ Managing Director.
• Performs clerical and office duties for exercising maturity and judgment and records incoming/outgoing correspondence, receives invoices and raises PR for LPO, obtaining approvals / signature of the owner/ Managing Director on various department related documents upon through document verification.
• Prepares emails, faxes and letters based on the basis of knowledge of the subject matter acquired from the owner/Managing Partner and from personal knowledge and understanding of procedures and company structure.
• Effectively negotiate & communicate job offers to successful applicants.
• Prepare weekly, monthly recruitment status and activity reports.
• Handling petty cash and budgeting the weekly expenses of the company; responsible for the monthly payroll for all the staffs.
• Assisting Accountant with their duties as required.
• Monitor and implement disciplinary actions & procedures.
• Handle issues pertaining to employees' welfare; handle grievances of employees & offer appropriate solutions.
• Screen telephone and personal callers.
• Handle all HR & Administration activities of the company
Customer Care Coordinator
Customer Care Department, EMAAR PROPERTIES PJSC
June 1, 2009 - December 23, 2010
• Provide full administrative support to Customer Care Department
• Ensure smooth coordination with other department in regards to customer queries
• Follow up on "exception forms" and timely update of exception processing in Oracle in line with department MBOs and SLAs.
• Prepare and Process the "Exception Forms" and coordinate and ensure that exceptions are circulated to all departments and approved on a timely manner in line with department SLAs.
• Control all incoming & outgoing "Exception Forms" for interdepartmental follow up and coordination
• Maintain accurate customer history in Oracle via "Interactions" and Service Requests in accordance w/ Customer Care SLAs
• Monitor updated and usage of Milestone in Oracle
• Provide status update to customers for pending/ongoing cases
• Handle the Customer's complaints and queries received through Service Request and resolve issues within specified timelines (as per SLA and use of priorities)
• Courteous, polite, helpful and professional in customer approach
• Internal coordination w/ accounts, property transfer and legal departments to ensure that Exceptions are processed efficiently and in a timely manner.
• Attend weekly staff meetings and proactively raise issues for group discussions and information sharing.
• Encourage customers to provide feedback by return email.
• Ensure that the filing and archiving in the Storeroom are organized
• Attend to walk in customers with their queries or request at the front desk reception area as and when required.
• Ensure standards of refund cases: receiving, issuance and record of cheque
• Completes any other assigned tasks within given deadlines
• Escalates customer issues and reports major problems to Assistant Manager, Customer Care or Senior Manager, Customer Care.
• Provides customers with high level of service as per agreed department SLAs and MBOs to achieve defined customer satisfaction level via professional& timely problem resolution, product knowledge and status update, willingness to help, timely call back and quick turn-around time in accordance with defined SLAs.
Senior Director- Secretary
MEP- Projects Department, EMAAR PROPERTIES PJSC
September 14, 2008 to May 31, 2009
• Reporting to the Senior Director, MEP
• Performs administrative and secretarial duties and assists in details of Emaar admin. Matters to conserve time of Senior Director, MEP.
• Performs clerical and office duties for exercising maturity and judgment and records/incoming/outgoing correspondence/ receiving invoice and raise PR for LPO by using Oracle procedure, obtaining approvals / signature of Senior Director, MEP on various department related documents upon through document verification.
• Prepares emails, faxes and letters based on the basis of knowledge of the subj. matter acquired from the Senior Director, MEP but also from personal knowledge and understanding of procedures and departmental structure.
• Review and direct mails to other staff members for their action and ensure timely follow-ups on pending issues related to any project, consultant, invoices, payments, contractors, etc.
• Arranges for and schedules appointments for the Senior Director, MEP including interviewing callers and making proper referrals; prepares materials and make arrangements for meetings as required. Monitoring his calendar for his meetings, business trip and holidays.
• Maintains for the Senior Director, MEP, up-to-date manuals, organizational charts and keeps Senior Director informed of changes. Directs in setting up and maintaining of office files and keeps correspondence and reports available for ref. and efficient operation of the office.
• Taking minutes for verbal communications and maintains office records.
• Answer telephone and replies to questions in accordance with instruction received from Senior Director or refers to an appropriate Engineer or staff member.
Administrative Assistant and Trainer-Host
AL ABBAS GROUP OF COMPANY (FOOD AND LIFE L.L.C.)
GARLICO'S RESTAURANT & ORIENTAL KITCHEN 1 AND 2
December 18, 2006- September 11, 2008
ADMINISTRATIVE ASSISTANT
• Provides secretarial and administrative assistant of the Senior Operations Manager.
• Responsible for the employees files.
• Perform other tasks that may be assigned such as operating computer fax machine, photocopy, filing etc.
• Prepares sales report, requisitions, faxes, minutes of the meeting and replying to telephone and staff inquiries.
• Responsible for the payroll for all the employees such as muster roll attendance, etc for the 3 restaurants.
• Making some MEMO'S, LPO'S and other documents and coordinating to the restaurant suppliers.
• Responsible for arranging the vacation of the employees.
• Responsible for petty cash, joining of employees, cash advance of new staffs.
• Organizing some materials for the trainers and managers.
• Monitoring for the expiration of the cards, such as OH card, Insurance Card, Labor Card and Passport also.
• Coordinating with HR Coordinator for some files and approval for the Managing Director.
TRAINER -HOST
• Responsible in greeting all guest at the door and set them at their tables.
• Responsible for maintaining an outgoing, attentive, and knowledgeable presence and creating a fun atmosphere
• Responsible for server's station, break sheet, and guest comment card.
• Sometimes Responsible in guest complain and resolve issues if necessary
• Responsible in restaurant files
• Responsible in dealing with guest
• Deal with the customers in a prompt and courteous manner
• Maintaining a wait list with accurate wait quotes and completing opening, closing, and additional duties as, specified by management.
• Responsible for training the new host staff by motivating them to be efficient, more active, and flexible to their job.
• Prepare examinations for the new host and evaluate them according to their ability to be the next trainers.
Team Member
PHILIPPINES PIZZA INCORPORATED, PIZZA HUT, Manila, Phils.
February 20, 2002 - December 20, 2002
Bachelor of Science in Business Administration Major in Management (Graduate) Rizal Technological University, Philippines June 1998 - March 2003