HR and Administrative Assistant
Executive Solutions
Total years of experience :11 years, 8 Months
- Assist with day to day operations of the HR functions and duties
- Provide clerical and administrative support to Human Resources, Directors, Managers and Executives
- Compile and update employee records
- Process documentation and prepare reports relating to personnel activities (staffing, recruitment, health insurance, company car, training, grievances, performance evaluations etc)
- Deal with employee requests regarding human resources issues, rules, and regulations
- Assist in payroll preparation by providing relevant data (absences, bonus, leaves)
- Communicate with PRO for employee visa and work permit application
- Conduct initial orientation to newly hired employees
- Prepare contracts, letters and memos
- Screening phone calls, inquiries and requests, and handling them when appropriate
- Arrange travel, visas, accommodation and expense claim of the Directors and Managers
- Planning, organizing and managing company events
- Manage company petty cash, cheques collection and release
- Organizing and attending Business Development meeting and taking minutes of the meeting
- Procuring office furniture, pantry, cleaning and office supplies
PA to General Manager:
- 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
- Organizing and maintaining diaries and making appointments
- Organizing and attending meetings and ensuring the manager is well prepared for meetings
- Screening phone calls, inquiries and requests, and handling them when appropriate
- Devising and maintaining office systems, including data management and filing
- Dealing with incoming email, faxes and post, often corresponding on behalf of the manager
- Carrying out background research and presenting findings
- Producing documents, briefing papers, reports and presentations
- Liaising with clients, suppliers and other staff
- Preparing expense claim
HR Coordinator:
- Providing timely assistance to team members regarding benefit and human resource questions and issues
- Maintaining employee personnel files to ensure legal compliance
- Coordinating employee benefit eligibility, enrollments, terminations, and payments
- Providing written and verbal employment verifications
- Coordinating new hire paperwork, and new hire orientation meetings
- Assisting in preparation of special events such as Year End Celebration and other office
or company gatherings
- Assisting with providing compliance in all areas of human resources
Project Admin:
• Coordinate/Set-up Project Task Force Area
• Prepare Activity Plan for Project Administration
• Prepare Project Mobilizations/Demobilization
• Set up and attend Project Alignment /Kickoff Meeting
• Coordinate with Project Information Manager set up of Project
• Network Directory and Projects Online Prepare and maintain Project Task Force Directory
• Prepare and maintain Project Emergency Procedures and Contact List
• Prepare and maintain Project Org Charts
• Prepare project-specific Correspondence Template
• Prepare Project Correspondence to include Letters, Conference Notes, Trip reports, Meeting Minutes, Records of Discussion, Job Bulletins and Memos
• Distribute Project Correspondence Electronically (in POL or Email)
• Prepare, Log and distribute Monthly Progress Report
• Support Overtime Requests Approval Process
• Support Travel Authorizations Arrangements
• Provide Administrative Support to Project Director/Manager to include maintaining Calendar, setting up Travel Arrangements and preparing Expense Reports
• Support Project Closeout.
Management Admin and PA to Senior VP:
• Assisting and supporting the Senior Vice President, Project and Management Executives with administrative duties as requested; Preparing expense reports; Arranging travels, visa, hotel, car rentals and itinerary.
• Booking, checking schedules and preparing the Conference rooms.
• Screenings of telephone calls and scrutinize and inspect all documents for signature.
• Develop and maintain inventory system.
• Distribute incoming mail and prepare outgoing mail.
• Checking and calling maintenance for any office facility problems.
• Order office supplies and monitor inventory.
• Facilitate special event registration and execution.
• Type, file, print, scan, fax and word process documents as needed.
• Meet and provide assistance to Mövenpick Hotel guest upon arrival and departure at Dubai Airport and generate room business at every given opportunity.
• Create monthly revenue reports in daily, weekly and monthly base for the Managers
• To monitor business leads and advise Front Office Manager or Director of Sales accordingly to maximize sales opportunities.
• To know the hotel products and special promotions to be able to sell the facilities to customers.
• Handle general questions and complaints, whereas others specialize in a particular area.
• Resolve complaints about billing and service provided by utility, telephone, and cable television companies.
• Respond to customer inquiries and problems by providing information or directing requests to others who can supply the necessary information or service.
• Monitor daily attendance; prepare employees monthly pay lips and salary.
• Assisting employees for social security system and other company insurance complains.
• Investigate and understand causes for staff absences.
• Monitor scheduled absences such as holidays or travel and coordinate actions to
• Ensure the staff absence has been adequately covered off to ensure continuity of services.