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Jaina Bana, Office Administrator

Jaina Bana

Office Administrator·Blue Titan General Maintenance Establishment

United Arab Emirates

Bachelor's degree, Computer Management and Accounting

Work experience

Total years of experience: 12 years, 2 months

Office Administrator

September 2017 - December 2019

Blue Titan General Maintenance Establishment

Abu Dhabi, United Arab Emirates

September 2017 - December 2019

Summary: Manage daily facility maintenance schedule, operations and communication. Perform and handle general accounting works, payroll and HR.
Key Responsibilities:
• Handle and monitor calls, emails and information requests from the tenants and clients.
• Perform general accounting tasks such as handling petty cash, work orders, quotations and invoicing entry, manage accounts payable and accounts receivable.
• Work with documents and records, including facilities, human resources and accounts.
• Supervise staff and divide responsibilities to ensure performance.
• Organize and maintain office documents such as company legal documents, employee’s files, client’s files, bank files and others.
• Prepare employees’ timesheet report, preparation and submission of WPS monthly, update employees’ leave pays and gratuity through the HR system.
• Assisting PRO for visa application and cancellation, trade license and office rental renewal.
• Receive and pay all telephone, internet and utilities bills.
• Monitor and prepare monthly expenses report.
• Prepare and submit Tax return report (VAT).
• Keep stock of office supplies and materials and place orders when necessary.
• Handling all issues related with staff salary, leave and gratuity.

Company industry:
Facilities & Property Management
Job role:
Administration

Office Coordinator

January 2017 - August 2017

RITCO Royal Industrial Tech. Co

Sharjah, United Arab Emirates

January 2017 - August 2017

Summary: Performed as an office coordinator on behalf of general areas included administration, accounting, human resources and payroll.
Key Responsibilities:
• Provided high level administrative and clerical support such as receiving visitors, preparing correspondence, arranging conference calls, scheduling meetings and typing and distributing minutes of meetings.
• Made travel arrangement like ticket and hotel booking.
• Maintained schedules and calendars.
• Handled and monitored calls, mails and fax.
• Implemented, updated and maintained records of employees and office documents orderly completed and categorized for easy accessibility.
• Secured information and documents by completing database backups.
• Provided office supplies in the reception, meeting room and pantry.
• Assisted with the day to day efficient operation of the office.
• Handled petty cash, accounts payable, compiled receipts and sent reimbursement report to the Head Quarter
• Assisted, prepared and coordinated in Head Quarter all necessary staff visa requirements.
• Prepared employees’ timesheet and salary transfer
• Assisted PRO for visa application, trade license renewal and company bank opening of account

Company industry:
Mechanical Engineering
Job role:
Administration

Administrative Coordinator

September 2013 - December 2016

Advan Construction Co. Ltd

Abu Dhabi, United Arab Emirates

September 2013 - December 2016

Summary: Handled administrative duties pertaining to office operation such HR, Accounts and Payroll.
Key Responsibilities:
• Performed administrative and clerical work and distributed correspondence and memos.
• Provided the top management with all the required information on time.
• Received guests and sorted general queries.
• Organized and maintained diaries and calendar.
• Made travel and hotel booking.
• Created expense reports, payables and filing systems.
• Organized, coordinated and confirmed meetings, conferences and appointments.
• Handled and monitored calls and mails.
• Assisted and prepared documents for staff visa application, CNIA gate pass, travel requirements, bank and other government requirement.
• Prepared invoices made local and international bank transfer, prepared PDC cheques and maintained and kept records of bank’s file.
• Received and reviewed staff timesheets and prepared the salary and submitted through WPS.
• Monitored and made payment for telephone, fax, internet and utility bills monthly.
• Handled, recorded and replenished petty cash.
• Monitored, received and record all quotations and invoices from suppliers.
• Prepare and issued payment cheque and monitoring accounts payables.
• Coordinated all material documents related transaction from request order up to receiving.

Company industry:
Construction & Building
Job role:
Administration

Office Administrator

October 2011 - August 2013

Layan Gallery L.L.C

Abu Dhabi, United Arab Emirates

October 2011 - August 2013

Summary: Managed daily office operations and performed office administrative tasks such as travel arrangement, office files, accounting and payroll.
Key Responsibilities:
• Handled incoming and outgoing calls.
• Meet and greet clients and visitors.
• Received and distributed documents to concern department and person.
• Set up travel arrangements like flight and hotel bookings of staff.
• Set up and coordinated meetings.
• Maintained hard copy and electronic filing system for Admin files and legal documents related to office operations.
• Maintained and updated directory of company contacts.
• Booked and kept records of company’s subscriptions and office service contract.
• Maintained accounts.
• Handled and entered general accounting transactions on a day to day basis such as invoice, purchase orders, official receipts and payment vouchers using accounting system.
• Prepared staff payroll.

Company industry:
Retail & Wholesale
Job role:
Administration

Receptionist cum Administrator

August 2008 - June 2010

Divers Marine Contracting L.L.C

Abu Dhabi, United Arab Emirates

August 2008 - June 2010

Summary: Responsible for front office operations, communications and office scheduling.
Key Responsibilities:
• Received and screen phone calls and redirected them when appropriate.
• Handled and prioritized all outgoing and incoming correspondence, reports and others.
• Made travel arrangements and hotel bookings.
• Handled confidential documents ensured they remain secured, photocopies and files appropriate documents as needed.
• Arranged and confirmed meetings.
• Maintained and monitored schedules and calendars.
• Maintained stock lists and orders office supplies as needed.

Company industry:
Maritime & Marine Engineering
Job role:
Administration

Assistant Accountant

July 2006 - June 2008

Abu Dhabi SANA General Enterprises

Abu Dhabi, United Arab Emirates

July 2006 - June 2008

Summary: Handled Accounts Receivable and Accounts Payable.
Key Responsibilities:
• Responsible for vendor maintenance and ensured compliance to data standards.
• Prepared and processed purchase orders, invoices, cheque requests, manual cheque and contract payments.
• Ensured purchase orders, receiving and invoices are matched.
• Responsible for the accuracy and timely processing cheque printing.
• Deposited cash and cheque collection into company bank account.

Company industry:
Facilities & Property Management
Job role:
Accounting and Auditing

Education

Ateneo De Naga University, College of Commerce

March 2005

March 2005

Bachelor's degree, Computer Management and Accounting

Philippines

Skills

ERP
Expert
ERP
Expert
WPS
Expert
WPS
Expert
Compensation and Benefits
Expert
Compensation and Benefits
Expert
Clerical Skills
Expert
Clerical Skills
Expert
Bookkeeping
Expert
Bookkeeping
Expert
RECEIVING
Expert
RECEIVING
Expert
MEETING FACILITATION
Expert
MEETING FACILITATION
Expert
MICROSOFT OFFICE
Expert
MICROSOFT OFFICE
Expert
TELEPHONE SKILLS
Expert
TELEPHONE SKILLS
Expert
ACCOUNTING
Expert
ACCOUNTING
Expert
CUSTOMER RELATIONS
Expert
CUSTOMER RELATIONS
Expert
FAX
Expert
FAX
Expert
GESTIóN DE ARCHIVOS
Expert
GESTIóN DE ARCHIVOS
Expert
LEGAL
Expert
LEGAL
Expert
TRAVEL ARRANGEMENTS
Expert
TRAVEL ARRANGEMENTS
Expert

Languages

English
Intermediate
Tagalog
Expert

Training and Certifications

Certifications
ISO 9001: 2008

Hobbies

  • Reading, watching movies, fishing and walking