Gretchen Vitug

Human Resources and Office Coordination

¦ Maintains employee information and attendance tracking using KPI
Analysis, Human Resources Management Systems (HRMS) database, and
Supporting the Administration & Finance Manager by executing tasks
related to the personnel management, such as employees’ timesheets,
pay slips, employees’ files etc.
¦ Coordinate with PRO for employee visa & contracts renewals and other
tasks jobs related to various Government departments.
¦ Provide full HR and admin support to the project team and department
to ensure the smooth running of the project.
¦ Responsible for proper upkeep of all documents pertaining to internal
and external correspondences of the project with departments, clients
and the suppliers.
¦ Maintains management guidelines by preparing, updating, and
recommending human resource policies and procedures.
¦ To manage and liaise with local/international contractors on the issuing
of contracts, the client induction process, and contractor employment
needs and information that may be requested, this will include visa
documentation and travel logistics.
¦ Candidate care, making sure contractors are well and dealing with any
queries or concerns
¦ Ensuring that procedures and processes are correctly applied and
adhered by consultants during their employment.
¦ Perform other tasks, as requested, in compliance with company’s
policies and procedures.

Visa Coordination

¦ To assess and determine visa needs
¦ To manage and provide all requested documentation for visas by liaising
with the client to obtain relevant documentation for applications on
time
¦ To create and update internal documentation needed to assist with visa
application processes
¦ To liaise with embassies on international contractor visa applications
which will include speaking to console and ambassadors when required
to speed up application process.
Travel Arrangements
¦ Responsible for international contractor flights and travel clarification.
¦ Responsible for liaising with travel companies and agreements up-to
client approval level and ensuring client agreements for contractor
travel arrangements.
¦ Responsible for client pre-approval of all quotes
¦ Managing the deployment process of international contractors on
behalf of our consultants within the international telecommunication
department, to include Flights bookings, Car rental bookings, and hotel
bookings.

Commercial Process

¦ Responsible for verifying commercial agreements prior to the deployment process of contractors with Key Account Managers /Candidate Consultant and internal support functions.
¦ Keeping up to date with UAE Labour law and informing management of any changes.
¦ Responsible for the transfer of key commercial data to internal databases including: passport, copy of education and training certification.
¦ Assisting the Candidate Care Manager on a daily basis with all Key Accounts activities

Health and Other Insurance Coordination

¦ Managing Medical, Workmen Compensation and public liability insurance application, termination, claims & renewal.

− Advise the CEO of impending work deadlines for both internal and external commitments, e.g.reports, presentations, conferences, projects, and to ensure appropriate systems and processes are developed and maintained to support effective and efficient day to day running of the CEO office
− Undertake various function related to document control, document archiving, document imaging, and maintenance of document register for admission, and Responsible for the effective and efficient document control of all student documents, in accordance with the established procedures.
− Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the work flow and receives and register students provident document, including in-house generated documents. 

− Design and development of advanced project document control system for the business and maintains student files data base, and ensure document classification, sorting, filing and proper archiving.
− Responsible for maintenance and continual improvement of Document Control Management System as per ISO Standard, and monitor the document control requirements on an on-going basis so as to make recommendations for any improvements in the system if necessary. 

− Expedite the return of documents and approvals or comments within the required time period from internal and 

external parties to whom they have been issued or distributed. 

− Coordinate the activities of Document Control, including distribution of documents, tracking and reporting on document review progress and Assist with the implementation, management and administration of the electronic document management system. 


Duties and Responsibilities:

(Promoted from Customer Service Executive to Executive Secretary cum Admin Executive August 11, 2013 up to November 2015)

− Reporting directly to the CEO and ensure the efficient performance of all departments in an organization; act as a connecting link between the senior management and the employees. Job tasks are assigned to each employee with specific deadlines, and provide motivation to the work force and make them realize the goals of the organization.

− Provide an efficient and responsive administrative, organisational, and logistical service to the CEO, helping him to manage and priorities his time

− Receiving all the documents for the account opening form of each client for different providers (MetLife Alico, Friends Provident International, Royal Skandia, Zurich and other international offshore banks like LGT, UBS and Credit Suisse) and ensuring application documents of customers are in order in all respects prior to despatch to respective Insurance Companies.
− Assist & provide administrative services to the senior and Executive Management and other departments (PRO, Finance, Operations, Sales & Marketing). Maintained utmost confidentiality on critical business information, overseas travels, contracts and activities performed by the firm’s executives.

− Purchased corporate gifts and ensured delivery or overseas shipment to key customers and contacts and settled all invoices relative to the functioning of the office and executives including travel expenses, utilities entertainment expenses.

− Liaise between other departments and the client to provide the service most suitable to the client’s needs, cost and time restraints, and attending to policy servicing issues such as surrenders, renewals fund switches, and reinstatement.

− Coordinating with travel agencies for arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations.

Duties and Responsibilities:

Responsible for receiving, identifying, maintaining, distributing and controlling all documents to assure that current and approved documents are available pertaining to administrative and financial approval. Sort and prioritize the same for approval of the Manager.

Preparing and maintaining up-to-date logs of all administrative and financial documents received from the client. Update accounts with any insurance information received.

Provide general claims support by reviewing, researching, investigating, negotiating, processing and adjusting claims and bring critical matters to the notice of the Manager. Assist Manager in checking email, replying to email wherever possible. Taking down notes for critical correspondence and ensure their proper recording.

Preparing variety of documents such as necessary pre-qualification Company registrations, correspondences, memos, reports, performance evaluations and instructions to subordinates or customers, orders to vendors, requisitions, invoices, receipts.

Preparing insurance claim forms and related documents. Answers client’s questions regarding statements and verifies hospitalization insurance coverage & clients benefits.

Providing customer service such as giving limited instructions on how to proceed with claims, endorsement and verifying insurance coverage to resolve issues or problems regarding services.

Arranging appointments scheduling and notifying parties of meetings, screen phone calls, making travel arrangements and responding to requests for information by protecting its sanctity and channelize such information to only the intended recipients.

Contact insured or other involved persons to obtain missing information, organize and work with detailed office warehouse records, using computers to enter access and retrieve data. Apply Insurance rating systems, calculate the amount of claims.

Planning, organizing, coordinating, promoting, and facilitating special events, maintaining communication with speakers, sponsors, vendors, and participants; coordinates and monitors event timelines; reviews and analyzing evaluations.

Developing project budgets and monitoring expenditures; editing and designing a variety of materials; writing in a creative, descriptive, technical or factual manner; establishing and maintaining cooperative relationships with those contacted in the course of work; responding to sensitive matters and/or situations with discretion, tact, and confidentiality; coordinating complex projects and meet deadline.

Responsible for customer service issues in the absence of the Supervisor or as assigned by the Manager.  Ensure that customer service goals and standards are maintained and superior customer service is delivered at all times. 

Performing various general clerical duties, maintain various files and data. Compile information needed for various reports and assist in coordinating sales duties as directed by the supervisor.  Files correspondence, memoranda and other reports alphabetically, numerically or by other prescribed method. Performing any additional duties as assigned by Manager, Supervisor and maintaining enthusiastic and helpful attitude.

Duties and Responsibilities:

− Answer phones professionally and Resolves product or service problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up to ensure resolution.
− Research required information using available resources.
− Adheres to all corporate policies, guidelines and statutory requirements and recommends to senior management adoption and/or changes to policies and guidelines to reflect circumstances within the customer service area.
− Handle and resolve customer complaints.
− Process orders, forms and applications and follow up customer calls where necessary.