office administrator

RICARDA LOREDANA IOSEF

Dubai, UAE

Mobile: +971-**-***-****

E-mail: *************@*****.***

SUMMARY

Over 15 years of extensive experience in the field of general services management out of which over 6 years’ experience working as Office Manager/Administrator.

A highly inventive, flexible, innovative and enthusiastic person who possesses a considerable amount of knowledge about administrative and office procedures. A fast learner who can absorb new ideas and has experience in coordinating, planning and organizing a wide range of administrative activities. Well organized and an excellent team player with a proven ability to work proactively in a complex and busy office environment. I'm looking for an opportunity to advance in my career with a company that will allow me to develop my skills and potential.

AREAS OF EXPERTISES

Multi-tasking, Verbal and Written Communication, Time Management, Strategic Planning, Resourcefulness, Detail-Oriented, Problem-Solving, Dynamic, Equipment Handling, Flexibility, Maintain Focus, Professionalism, Self-Motivation, Strategic Planning, Take Initiative, Reliability and honesty, Teamwork.

QUALIFICATIONS:

Transylvania Technical College – Brasov, Romania 4 years Technical Diploma in Mechanical

TUV Middle East (Member of TUV NORD Group) ISO 9001, ISO 14001, OHSAS 18001

Centre for ISO 9000 – Abu Dhabi, UA ISO 9001: 2008 College 1

Areef Computer Institute – Abu Dhabi, UAE Microsoft Office & Secretarial Package

Aldar Laing O’Rourke Construction LLC. – Abu Dhabi, UAE Managing Safely IOSH / Office Safety

Aldar Laing O’Rourke Construction LLC. - Abu Dhabi, UAE Microsoft Excel 2003

Abu Dhabi Country Club - Abu Dhabi, UAE Customer Service and Time Management

Ministry of Education – Brasov, Romania Computerized Secretarial Work

Ministry of Education – Brasov, Romani Professional Civil Fire Fighter - PSI operator

EMPLOYMENT HISTORY:

Jan 2019 – Jun 2019

Office Administrator

Emirates Hospitals Group (Dubai)

Role:

Planning, evaluating, recommending and implementing new initiatives when required

Managing the scheduled activities of the overall clinics

Following-up expiry dates of all contracts and licenses (Trade license, DHA License, maintenance contracts, etc.)

Ensuring compliance with DHA regulatory requirements and the UAE Labor Laws

Assigning daily tasks to back and front office staff-monitoring and supervision

Following and coordinating the process of a regular renewals for visa, Emirates ID, Labor cards and employees contracts

Liaise with building management and relevant contractor to manage smooth and safe running of clinic’s premises and utility services

Arranging job orientation and training for new staff, approving and arranging team schedule

Arranging and actively participating in staff meetings updating the new implements and discussing clinic’s issues

Creating KPI’s for all staff members and performing regular performance reviews

Reviewing patient’s registration process-identifying, documenting and reporting registration problems to the technical staff, generating reports

Coordinating and supervising CME lectures

Arranging and monitoring equipment and clinic’s regular maintenance

Establishing and maintaining working relationships with outside vendors and suppliers

Ensuring maximum achievement as per the budget with minimum expenses

Cost and profit monitoring, maintaining the maximum EBITDA achievement as per the Budget

Actively involved in Profit and Loss Management of both clinics

Assisting in developing of the content for promotions and marketing campaigns in coordination with Social Media in-charge person/company

Coordinating the preparation of the promotional materials (brochures, notebooks, bags, etc.)

Coordinating with Marketing team to increase the patient flow

Coordinating video and photo shootings for the clinic staff and clinics for social media campaigns

Solve the patient complains on timely manner

Aug 2016 – Mar 2018

Office Manager

Medicentres Polyclinics (Dubai)

Role:

Constantly increase business through service and marketing initiative

Analyzed and forecasted trends and made recommendations to management

Create reports detailing wide range of financial statistics, maintaining data base and records

Maintains strict confidentiality of patients related to medical records and other data

Drive patient’s satisfaction improvements through one-on-one phone calls to follow-up on issues

Ensure facility maintains leading local reputation for services, knowledge and satisfaction

Schedule staff and doctors for work shifts and special events

Researched and solved claim and billing issues

Interfaced with insurance carriers and other healthcare providers

Assisted patients with eligibility and benefit coverage questions

Getting approvals for medical procedures

Ensuring coverage of claims, guiding staff for correct use age of claim forms, approval papers

Coordinating with insurance companies for obtaining information on new policies and their coverage

Monthly submission and resubmission of medical claims

Maintain clinic inventory and ordered supplies and equipment

Managed appointments and service desks, incoming calls and billing

Coordinate patients care through the clinic – waiting room, exam room, x-ray, etc.

Maintain patient’s electronic medical records- update address, allergies, phone number, etc.

Schedule patients for tests, appointments and follow up appointments

Sep 2013 – Feb 2016

Office Administrator / PA

Genpharm Marketing LLC (Dubai)

Role:

Managing all aspects of the Managing Partners’ schedules, agendas, meetings and events

Maintaining diaries, taking calls and messages, preparing letters and reports

Ensure the continuity of the company's operations through efficient and timely management in the absence of the company's partners

Arranging bookings for transport and accommodation internally and externally

Implementing and maintaining procedures/administrative systems

Liaising with staff and Managers, suppliers, clients, Hotels / Catering companies

Ensure the senior management is fully prepared for meetings with all necessary documentation and information

Manage all the senior management administration including documents filing and managing databases and expenses.

Able to be diplomatic and discrete at all times

Performs administrative duties for executive management and head of the departments

Managing and booking meeting rooms, assisting with setting up workstations

Ordering all internal catering, managing all stationary and various company inventory

Responsible for arranging all logistics and necessary arrangements for holding special events

Responsible for overall front office activities, including the reception area and meeting rooms

Schedule internal meetings between the department heads and senior management, as well as providing support in preparing letters, presentations and reports

Working with the IT support team, supervising the maintenance of office equipment, including copiers, fax machine, CCTV camera, finger print access, etc.

Maintain a tracking system on all incoming & outgoing mail and courier for the office, arranging and coordinating the expeditions of documents using local & international couriers

Act as a “jack of all trades” for all tasks assigned by the Managing Partners.

Oct 2011 – Mar 2013

Office Manager

Streit Group FZE (Dubai)

Role:

Responsible, organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency within the Organization.

Secretarial and office support dealing with matters that are highly confidential and sensitive.

Organizing and maintaining diaries and making appointments

Plans, organizes, directs, supervises and evaluates the day-to-day the office activities, ensure that documentation is correctly filed by maintaining an efficient filing system

Assist in the planning and preparation of meetings, conferences and conference telephone calls, projectors, presentations, etc.

In direct contact with all departments for provision of General Services.

Directs plans and managing the day-to-day administrative affairs of the organization including office renovation and maintenance, ordering and maintaining office supplies, monitors company properties such as office equipment and vehicles.

Arrangements of the entire logistics for business visitors, responsible for booking of flights, hotels, car rental for management and employees

Create the PRF's (SAP) for the company needs (office stationery, IT equipment, marketing items, printing of business cards/catalogues/brochures, etc.) PO’s record

Supporting the human resources manager in conducting interviews and trainings, coordinating with the company PRO for obtaining the work permit and visas for new employees

Supervises and coordinates with the receptionist, security guards, drivers and office assistants

Conduct trainings, evaluate staff performance, scheduling and coordinating driver agendas, monthly fuel/expenses reports

Responsible for keeping safe the company vehicle keys and CEO, vehicle log books and original registration, monitoring the insurance and vehicle registration

Organize and follow up with couriers companies (FEDEX, ARAMEX, DHL, etc.)

Support in back office activities - filing, mailings, phone calls, faxes, etc.

Other basic/routine tasks as requested by the General Manager and Managers

Ensure consistency and compliance with corporate rules and regulations

Feb 2010 – Aug 2011

Safety Administrator / Emergency Response Coordinator

Aldar Laing O’Rourke Construction LLC. (Abu Dhabi)

Role:

Responsible to manage administrative and general services in line with HSE policies and procedures

Handling the emergency and hazard calls received from the construction site

Coordinate and engaged in emergencies and scenarios conducted by the HSE Manager and team

Maintaining relationship with company contractors

Managing the accident / incident reports daily and reported to the HSE Manager

Tracking and encoding HSE inspections reports as required by the line manager

Updating of safety induction attendees in the system, keep the records updated and available

Controlling / issuing of vehicle pass across the ARB project

Updating the Al Raha Emergency reporting system on a daily basis

Direct interaction with the security department for any related incidents received during the shift hours

Direct interaction with the medical/ambulance staff for any medical assistance required on site

Production of various forms, tables, graphs, charts and reports, receive and distribute mail.

Jul 2008 – Jan 2010 District Coordinator - Citiscape LLC. (Abu Dhabi)

Nov 2006 – Jun 2008 Guest Relation Officer - Abu Dhabi Health & Fitness Club (Abu Dhabi)

Feb 2003 – Sep 2006 Office Clerk La Fontana Café (Abu Dhabi)

PERSONAL DETAILS

Nationality - Romanian

Marital Status - Married, no children

Visa Status – Husband Sponsorship

Others - UAE & Romanian Driving License

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