Assistant Administrative

MYLENE ROBERTA GUIE

*** *** ****, ****** *, Al Barsha 1, Dubai E:

***********@*****.*** M: +971-**-***-****

Visa Status: Residence Visa

Objective: An Administrative position with a reputable dynamic organization to leverage acquired skills & knowledge and deliver outstanding results.

EXECUTIVE SYNOPSIS

• Well grounded Administrative Assistant with 22+ years of diverse experience including 13 years experience in the UAE.

• Extensive experience in secretarial, document control, logistics, procurement, accounting, and general administration disciplines.

• Competent, disciplined and organized in achieving targets; constantly striving to improve.

• Well versed in office management and HR procedures, ensuring efficient operations with associated deliverables.

• Experienced in sales and marketing procedures and associated administrative duties and responsibilities.

• Positive professional attitude, dedicated to achieving goals, maintaining professionalism at all times.

• Dedicated and loyal employee willing to go the extra mile.

• Adaptive and familiar with working under pressure to achieve critical deadlines. UAE WORK EXPERIENCE

May 2014 – Sept 2020 ASSISTANT TO THE SENIOR DEVELOPMENT DIRECTOR / PROJECT SECRETARY / DOCUMENT CONTROLLER

H & H DEVELOPMENT LLC

Jumeirah 1, Street 2A Villa 27B, Dubai, U.A.E.

• Receive, process, sort and register all incoming and outgoing documents (soft copies/hard copies) to facilitate efficient document tracking.

• Verify any missing documentation and advice the line manager or to coordinate/follow up with concerned end user and ensure availability of required documents.

• Maintain the flow of controlled documents while logging, tracking and maintaining all documentation. Scan, organize and maintain documents, adhering to the division document lifecycle procedures.

• Archive inactive records in accordance with the records retention schedule and control the retrieval of documents.

• Receive and process Requests for Information (RFI’s), project manuals, payment certificates from Clients and maintain the requests by tracking logs.

• Handle and coordinate active calendars when scheduling and confirmation of meetings.

• Assist Project Directors develop and maintain documents such as meeting minutes, drawings, specifications, approvals, letter correspondence and related items.

• Periodically responsible for Project Monthly Report, documentation, retention and memo for payments as well as preparing relevant document attachments related to outstanding.

• Maintain confidentiality around sensitive information and terms of agreement.

• Create templates for future use.

• Review and maintain the accuracy of the records, editing where necessary to ensure they are up to date.

• To liaise with and distribute project related information with all levels of the project team and potentially external parties.

• Assists in preparing Project Proposals and tender documents.

• Organizes virtual meetings through Microsoft Teams, Zoom, Blue Jeans and GoToMeeting.

• Assists in updating company website content and company brochures as part of the company’s branding.

• Assists in doing Design Brief and Project Presentations for Client purposes.

• Played a role for organizing competition entries for company accreditation (International Property Awards).

• Assigned Competition co ordinator for design entries as required by the Client.

• Arranges hotel bookings and travel arrangements for immediate and other superiors from time to time. Projects Handled:

• The Jumeirah Beach Hotel Extension by Jumeirah Group

• Aloft Hotel and Elements Serviced Apartments, IMPZ – 3 star 391 keys by Marriott

• Dubai Financial Market Headquarters – Mixed Use Development

• The Pearl Project (‘Manart’ Dubai Lighthouse) by Dubai Holding and Jumeirah Group

• Dubai Sports Council Development on Jumeirah Beach

• Bright Start Headquarters, Al Satwa – Mixed Use Development

• City Tower 1 Redevelopment, SZR – 80 storey mixed use residential & office tower

• Four Seasons Hotel Dubai Water Canal – 254 keys high end luxury hotel on the Dubai Water Canal

• Four Seasons Madinah, KSA – 5 star luxury hotel

May 2009 – April 2014 SALES MARKETING CUM ADMINISTRATIVE ASSISTANT NAFEES & MASOUD MEDICAL SUPPLIES CO. LLC

SM 04A New Al Safiya Building, Hor Al Anz, Deira, Dubai, U.A.E

• Sorting, monitoring and replying emails; Contacts customers to answer inquiries and provide information.

• Makes quotations/tenders for submission to customer requests/inquiries.

• Prepares list of orders of customers and sends purchase orders to designated suppliers/distributors.

• Sorts orders and prepare for submission to Ministry of Health for approval re: Item leaflets or catalogues attached with ISO certificates or CE Mark.

• Follow up order/Shipment tracking from suppliers.

• Monitoring, canvassing of supplies needed.

• Issues Invoices, Delivery Notes and Packing Lists prior to delivery for customers.

• Independently researches and looks for alternatives on lab equipments and reagents then requests and compare prices.

• In charge of office trunkline, screening and forwarding calls to the concerned person.

• Updating and maintaining office files.

• In charge of monitoring office stocks and its availability and prepares monthly stock journal report, tally input of stocks.

• Prepares accounts receivables/payables for the accountant.

• Bank Reconciliation.

• Takes care of hotel bookings and travel arrangements of company staff and visitors.

• Coordinating with distributors/suppliers and customers.

• Handling day to day HR responsibilities under the supervision of senior management including, preparation of documents and follow up on timelines and deliverables.

• Assisting the management on major projects such as preparation of installation reports and equipment manuals.

• Maintain employee tracking records and report accordingly.

• Handling monthly payroll for current employees and final settlements for leaving employees.

• Maintains employee confidence and protects operations by keeping human resource information confidential.

• Welcome new employees to the organization by conducting orientation.

• Proper filing of the relevant documents.

• Managing leave cards/database for all employees and to ensure that all Leave requests have been submitted and to be crosschecked with annual leave plan.

• Identify new learning opportunities and coordinate/implement accordingly.

• Other HR related jobs.

Nov 2008 – April 2009 DEPARTMENT SECRETARY CUM RECEPTIONIST BURT, HILL DUBAI BRANCH

The Green Community, Dubai Investments Park, Dubai, U.A.E.

• Prepares office letters, transmittals and memos.

• Logs incoming and outgoing correspondences.

• Monitors replied and unreplied correspondences.

• Copy typing.

• Filing and labeling.

• In charge of receiving, filtering and forwarding calls.

• Arranging meetings and conference calls.

• Updating and maintaining all document project files.

• Sending and receiving of faxes and emails.

• Performs miscellaneous job as assigned by the superior.

• Monitoring of accounts payable.

June 2007 – Nov 2008 COMMERCIAL ASSISTANT

AMBC TRANSMISSION SDN. BHD. DUBAI BRANCH

M 12, Mezannine Floor, New Al Safiya Building, Hor Al Anz, Deira, Dubai, U.A.E.

• Assistant to the Procurement and Logistics Manager & Senior Project Manager.

• Gathering of shipping documents for Letter of Credit purposes and collection of equipment/supplies.

• Requesting quotations from suppliers.

• Making of purchase orders and following up with the suppliers.

• Updating, monitoring and reconciliation of invoices versus purchase orders.

• In charge of supplier invoices processing for payment.

• Receive supplier invoices for covering for approval, payment of the invoice.

• Ensure that invoices are processed in accordance with the terms of the contract/purchase order.

• Processing accounts payable.

• Compiling Bill of Quantities for procurement, purchase requisitions, preparation of purchase orders and contract agreements.

• Compiling Bill of Quantities for enquiry purpose, obtain prices from suppliers, assist in tender cost estimates and tender documentation.

• Assisting Engineers in filing, compilation of documentation for submittals.

• Preparing & compiling monthly progress reports for submission to DEWA and Head Office.

• Preparing progress payment invoices for submission to DEWA and follow up of payments.

• Managing site office expenses.

• Assisting other colleagues in any other activity requiring urgent attention. Dec 2006 – May 2007 ADMINISTRATIVE ASSISTANT

QUEBEC ENERGY TRADING L.L.C. & KAMPAC OIL M.E. FZCO Suite 310, National Bank of Umm Al Qaiwaim Building, Bank Street, Bur Dubai, U.A.E.

• Prepares office letter and memos.

• Copy typing and administrative tasks.

• In charge of making local purchase orders.

• In charge of receiving incoming and forwarding calls.

• Filing and monitoring of accounts payable.

• Performs various clerical and accounting tasks in support to operation.

• Maintains and keep all files in an orderly manner and prepares filing system directions for other users.

• Performs miscellaneous job related duties as assigned.

• Diary management, organizing travel arrangements and itineraries, appointments and business meetings for the Chairman and Managing Directors.

PHILIPPINES WORK EXPERIENCE

April 2000 June 2006 ACCOUNTANT/UNDERWRITER

UCPB GENERAL INSURANCE CO., INC., ILOILO BRANCH ISO 9001:2000 Cert No. CI/4030 2/F Our Mother of Perpetual Help Bldg, Jalandoni Street, Iloilo City, Philippines

• As Branch Cashier, I receive and deposit collections daily and submit daily cash collection reports to our head office on a weekly basis. I issue official receipts and provisional receipts on collections received by the branch. I'm in charge of monitoring the branch fund and prepares and releases claims and commissions check as well and submit corresponding replenishment reports to our head office. I also assist in the collection of past due accounts of brokers and agents. I perform other duties as may be assigned from time to time by my immediate superior or in the absence of a co worker. 6 years as Branch Cashier, Accountant and Underwriter in one of the country’s largest non life insurance company. The company’s line of business includes General Insurance, Non Life Insurance, Motor Insurance, Home Insurance, Travel Insurance, Fire Insurance, Engineering Insurance, Marine Insurance, Personal Accident Insurance, Liability and Casualty Insurance, Bonds and Suretyship, Business Insurance, Reinsurance.

August 1998 March 2000 ACCOUNTING CLERK, HOME DEVELOPMENT MUTUAL FUND (PAG IBIG FUND) ILOILO REGIONAL OFFICE

Emmanuel Business Center, Diversion Road, Iloilo City, Philippines

• First job assigned to me was Secretary of the Assistant Regional Manager. I prepare office reports, letters and memos. I was also in charge of receiving incoming and forwarding calls of the office's trunkline and takes position in absence of the Regional Manager's secretary. After several months I was transferred to the Collection and Foreclosure Unit as Data Encoder. Task assigned to me was to encode the payments received by the Cash Division which applies to past due accounts or for foreclosure, both general ledgers in manual and database. I was assigned to prepare payment orders for sheriffs and newspaper publications. 2 years as accounting clerk in a government national savings program and an affordable shelter financing for Filipinos. EDUCATION

1991 1997 UNIVERSITY OF SAN AGUSTIN

Bachelor of Science in Commerce, Major in Business Administration March 1997. Most Outstanding Practicum Student, Class 1997. 1987 1991 ASSUMPTION CONVENT ILOILO

High School Diploma March 1991

PERSONAL BACKGROUND

Born on August 11, 1975 in Iloilo City, Philippines. Fluent in English, Filipino and Hiligaynon.

Knowledgeable in MS Word, Powerpoint, Excel and the Internet. Basic Knowledge in InDesign.

Valid UAE Driving License.

Interests: listening to classical, jazz, and pop music, swimming, cooking. Responsible, internally motivated, and hardworking. REFERENCES:

Claudia Tuso – 050-***-****; ***********@*******.**.** Lee Morris – *******@****.***.**

Clive Ford – 055-***-****; ************@*****.***

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