Dinah Flor Quine

Assisted with recruitment by screening resumes, scheduling interviews, and following up with candidates.
 Coordinated onboarding and offboarding processes.
 Maintained and updated employee records in compliance with labor laws and company policies.
 Prepared HR documents including offer letters, employment contracts, and official correspondence.
 Supported HR managers with training coordination, employee evaluations, attendance, leave tracking, benefits administration, payroll, and HR reports.
 Ensured compliance with employment laws and workplace regulations.
o PA | Executive, Administrative & Office Support
 Managed executive calendars, appointments, and reminders.
 Organized meetings, prepared agendas, took minutes, and followed up on action items.
 Handled phone calls, emails, and correspondence professionally; screened and prioritized requests.
 Maintained digital and physical filing systems.
 Prepared reports, presentations, and professional documents.
 Acted as the first point of contact for the executive; liaised with staff, clients, partners, and stakeholders.
 Assisted with decision-making by providing accurate information and summaries while maintaining confidentiality of sensitive information.
 Arranged travel, accommodation, and itineraries; prepared travel documents and expense reports. Coordinated events, conferences, and meetings; communicated and coordinated tasks across departments.
 Monitored office staff and maintained high standards of cleanliness, especially in executive offices.
 Conducted regular checks of executive and staff offices to ensure organization and a professional working environment.
 Handled cash and petty cash expenses for the executive pantry and meals.
 Managed office events, including venue selection, catering, beverages, and guest invitations.
 Managed personal and family-related responsibilities, including children’s school activities, medical appointments, household management, international travel, home-related payments, and driver/household scheduling.
o Document Control & Records Management
 Received, registered, tracked, and distributed incoming and outgoing documents.
 Ensured proper classification, filing, version control, secure archiving, and document revisions.
 Maintained digital and physical document control systems.
 Controlled access to confidential documents and maintained logs of document transmittals.
 Ensured compliance with internal procedures, project requirements, and quality standards.
 Communicated with suppliers regarding quotations, LPOs/POs, delivery notes, and required documentation
o Leasing Administration & DLD / RERA Compliance
 Managed Ejari registrations, renewals, cancellations, and tenancy contract updates.
 Ensured compliance with DLD and RERA regulations.
 Coordinated property handovers, NOCs, and required documentation.
 Created and managed property listings on Bayut, Property Finder, and Dubizzle.

 Prepared monthly sales reports for Sales Executives, including Agency Revenue and Direct Revenue analysis.
 Supported the sales team to improve productivity by contacting customers to arrange appointments and ensuring sales representatives had up-to-date, high-quality support materials.
 Handled urgent calls, emails, and messages on behalf of sales representatives, responding to customer inquiries, communicating delays, arranging delivery schedules, and coordinating marketing events.
 Entered and processed sales orders in accordance with customer requirements, ensuring accuracy and timely delivery.
 Collaborated with internal departments to ensure sales operations, marketing activities, customer queries, and deliveries were managed efficiently.
 Developed and maintained organized filing systems to manage sales records, prepare reports, and provide financial data to the finance department.
 Participated in hiring and training sales staff, ensuring performance targets, quotas, and goals were met.
 Managed budgets related to sales expenses, including bonuses, marketing activities, and travel.
 Supported initiatives to promote and position the company’s products and services effectively to potential customers.
 Ensured compliance with company policies, legal requirements, and industry regulations.
 Prepared and managed schedules for Sales Executives.

 Manage day-to-day administrative tasks such as answering phone calls, responding to emails, and scheduling meetings.
 Prepare and format official correspondence, reports, and presentations.
 Maintain and organize calendars for senior staff and arrange meeting agendas.
 Take accurate meeting minutes and distribute them to relevant stakeholders in a timely manner.
 Handle travel arrangements and prepare expense reports for team members.
 Maintain a structured and accessible filing system for office records and documentation.
 Support the organization with general administrative duties including data entry, office supply management, and record keeping
 Receive, register, track, and distribute all incoming and outgoing project documents.
 Ensure proper classification, sorting, labeling, filing, and secure archiving of documents.
 Maintain a document control system to manage revisions, approval workflows, and document status.
 Ensure all documents comply with internal procedures, project requirements, and quality standards.
 Coordinate with project teams to ensure timely submission, review, and return of documents.
 Manage and maintain both digital and physical document control systems.
 Prepare, edit, and format letters, reports, contracts, and other formal documents as required.
 Scan, file, archive, and retrieve records in a systematic and organized manner.
 Track and maintain version control, ensuring outdated documents are removed or marked as obsolete.
 Control access to confidential documents and maintain a high level of discretion and professionalism.
 Assist in the preparation of documentation for audits, inspections, and regulatory reviews.
 Coordinate with various departments to ensure all project documentation is submitted and updated on time.
 Maintain logs of communications, transmittals, and document flows to and from clients, contractors, and consultants.

 Supported marketing managers and executives on profit-driven projects, sales strategies, and marketing campaigns; prepared proposals, quotations, and draft agreements for new and existing clients.
 Generated and followed up on leads, closed sales, supported existing clients, developed sales strategies, and effectively communicated product value.
 Managed and responded to all inquiries from potential clients in a timely and professional manner.
 Prepared sales documentation including quotations, LPOs, tax invoices, and delivery notes.
 Completed tender submissions by filling tender forms, answering PPQs, and preparing all required supporting documents.
 Prepared annual reports and documentation required for yearly audits.
 Organized and coordinated quarterly company events.
 Coordinated the sales team by managing schedules, maintaining important documents, and ensuring effective internal communication.
 Processed customer orders via phone, email, and mail, ensuring accuracy of pricing, discounts, and product details.
 Ensured availability and adequacy of sales-related equipment and materials.
 Handled customer complaints and provided after-sales support when required.
 Coordinated with customers and prospects to arrange appointments and conduct follow-up calls to confirm orders and delivery schedules.
 Reviewed leasing agreements for accuracy and compliance, and forwarded them to management for signature and stamping.
 Coordinated with vendors and contractors to obtain and submit required documentation. Prepared procurement lists and supported purchasing activities.
 Evaluated suppliers, products, and services; negotiated contracts; and ensured purchases met quality standards and cost-efficiency requirements.

 Handle consignment and direct invoicing of jewelry products for overseas markets, including Saudi Arabia, Oman, Bahrain, and Kuwait.
 Process daily sales updates for international retail outlets and ensure data is accurately recorded.
 Coordinate and process sales returns from local and overseas stores with proper documentation and tracking
 Participate in quarterly physical stock-takes across multiple warehouses including diamond, pearl, and Spanish house inventories.
 Maintain accurate tracking and control of incoming and outgoing couriered documents and product shipments.
 Use Microsoft Dynamics AX (Navision) to manage invoicing and receiving of goods.
 Provide personalized service to VIP clients during high-value diamond and fine jewelry transactions.
 Ensure the highest level of customer satisfaction through attentive communication and post-sales support.
 Manage office and administrative duties including answering calls, handling correspondence, ordering office supplies, and conducting market research as needed.
 Maintain organized and accurate records of shipping documents and operational reports for future references and audits.
 Maintain effective communication with team members and stakeholders, ensuring timely dissemination of key updates.
 Develop and maintain organized filing systems (digital and physical) for client records, administrative documents, and confidential files.
 Collect and compile documentation for new and existing clients; create and manage client files.
 Utilize spreadsheets and office management systems to update and track medical, administrative, or business documents.
 Perform general clerical duties including photocopying, scanning, data entry, document binding, and file management.
 Support in routine correspondence, scheduling administrative projects, and coordinating deadlines.
 Monitor office supply levels and coordinate procurement as necessary.

➢ Maintained patient files and statistics under supervision, responding to requests for medical records and performing clerical duties.
➢ Prepared and managed discharge summaries, operative reports, medical reports, and laboratory reports.
➢ Monitored doctors’ on-call schedules and maintained all clinical records.
➢ Prepared and provided weekly shift schedules for nurses and medical technicians.
➢ Checked, logged, filed, stamped, and dispatched each report, creating an index to facilitate easy information reference.
➢ Prepared report indexes and filed data cards for teaching materials selected by doctors.
➢ Secured and provided copies of records/reports requested by other hospitals and medical institutions.
➢ Responded to inquiries from wards and clinics regarding the status of patient medical results.
➢ Greeted visitors in person or by telephone, answered inquiries, referred requests as needed, and directed visitors using employee and department
directories.
➢ Maintained security by monitoring logbooks, issuing visitor badges, and following established procedures.