Administrative Assistant/Administrator/Executive

CV - MARIA LINA ESTACIO * of *

MARIA LINA G. ESTACIO

Administrative Assistant/ Office Administrator/Document Controller CV UAE Experience (13 years); Outside UAE Experience (9 years) AREAS OF EXPERTISE PERSONAL SUMMARY

Office Management A highly competent, motivated and efficient Secretary/Administrative Data Protection Assistant/DC with experience working as part of a team in a busy Minute Taking environment.

Report Writing Well organized & proactive in providing timely, efficient & accurate Presentations administrative support to Office Managers and work colleagues. Diary Management Approachable, well presented and able to establish good working Administrative Support relationships with a range of different people. Possessing a proven Administrative Processes ability to generate innovative ideas & solutions to problems. Client Relation

Customer Service Currently looking for a suitable position within a market-leading Document Control Organization where my existing skills in areas of administration & customer service can be utilized.

PROFESSIONAL PERSONAL SKILLS

Completed Business Writing Skills Course Time Management Flexible and Approachable Completed CELTA Intermediate Level Proactive and Assertive Keen to detail Tactful and articulate Excellent organizational skills Team Player Problem Solving

KEY SKILLS AND COMPETENCIES

Strong organizational, administrative & analytical skills.

Excellent spelling, proofreading and computer skills.

Ability to maintain confidentiality.

Excellent working knowledge of all Microsoft Office packages.

Ability to produce consistently accurate work even whilst under pressure.

Ability to multitask and manage conflicting demands.

Ability to type at least 45 wpm.

Proficient in using Aconex Software.

Work Experiences:

AWR Properties, Nissan Building Opp. DNATA, Deira, Dubai Document Controller cum Project Office Administrator – Projects Development Division January 2015 – May 2020

Document Controller:

Directly reporting to Director – PDD; render support and administrative services to all PM’s.

Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.

Ensure all relevant Project Documentations are registered and maintained in the electronic Doc Mgt. System (eDMS)

Develop and maintain Document Control processes for the efficient management and recording all documentations.

Admin Control/Document Control using Aconex for a Mixed Use Project.

Develop Photocopies/Binding and transmitting of document as part of client submission.

Manage and control Project’s EDMS and Aconex System.

Liaise with Project Management & Team, Consultant, Contractors effectively and resolve problems and issue’s relating to documentation.

Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.

Maintain departmental records and databases; hardcopies and softcopies files for all projects.

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Office Administrator:

Answer and direct phone calls

Receive, sort and distribute the mail

Organize travel arrangements for senior managers

Organize and schedule meetings and appointments

Maintain contact lists

Produce and distribute correspondence memos, letters, faxes and forms; write letters and emails on behalf of other office staff

Reply to email, telephone or face to face enquiries

Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

Assist in the preparation of regularly scheduled reports

Coordinate office procedures; develop and update administrative systems to make them more efficient

Resolve administrative problems

Order office supplies; Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

Coordinate repairs to office equipment.

Majid Al Futtaim Properties, Tower 2 Head Office, Deira Dubai Assistant to the Director– Legal Department

May-October 2014 (5 months temporary contract)

Act as a point of contact for the Director-Legal office.

Screen incoming calls and correspondence/email and responds independently when required.

Oversee and administer the day-to-day activities of the Director Office.

Manage and assist the Director on her daily worklist by updating the status of each legal case that she handles.

Read and analyze incoming emails (internal and external) and update each status to Director – Legal / Paralegal lawyers for effective decision making and speed of execution.

Organize and maintain Director’s appointments, arranging conference/video conference calls; assessing priorities of meetings and making all travels arrangements/schedules.

Distribute correspondence or relay telephone messages according to priorities agreed, providing advice where required and delegating responses as necessary to the relevant team members and heads.

Assists the Director in presentations and reports/documents as needed.

Maintain a filing system (electronic/hardcopies) for the department’s documents, records and reports.

Assists all Paralegal lawyers/Legal team in all daily concerns.

Type and revised documents/agreements/contracts as agreed.

Assist in all daily incoming Job Legal request through workflow. Execution of Agreements/contracts as per advise of Director.

Maintain register for all in-coming and out-going mail /documents of the department.

Perform general office duties such as ordering stationaries/supplies and responsible for the upkeep and maintenance of office equipment’s.

Other tasks that maybe assigned.

Dubai Moving Image Museum, MCN Hive, Tecom, Dubai, UAE Receptionist cum Admin Assistant

June –November, 2013

Receives visitors and coordinates the sign-in book, provides orientation to the facility.

Handles front desk. Dealing with customer inquiry; acting as 'custodian’ for incoming calls ensuring anything requiring action and transfer calls to concerned person. Log calls to ensure if calls are being dealt with care and importance.

To provide a link between the public and the curators, taking and passing on enquiries, messages, post, visitors comments and other feedback. Provides basic information to the public on museum hours and tours.

Directs visitor flow in museum and on tours, providing access to professional staff as necessary.

Provide constant security supervision inspection of the gallery and routine deactivating and re-activating of security systems when opening and closing the museum.

Schedule tours and keep calendar tours current.

To ensure that the shop and shop storage is properly maintained, organized effectively and priced at all times and that stock levels are monitored and communicated to the Museum Manager.

To provide general administrative support as required and maintain accurate, logical and standardized visitor records and administrative systems.

To promote greater access to the Museum to Visitors from all backgrounds, and to work flexibly (with some out of hours working) to facilitate specific events to attract new categories of Visitor.

Responsible for light cleaning of Museum glass cases and artifacts making sure that all are free from damage. CV - MARIA LINA ESTACIO 3 of 4

Handles the cash box. Ensuring that all tickets, bills are well recorded and submitted cash report accurately to the company’s accountant for auditing purposes.

Maintains the Museum cleanliness and orderliness at all times. Other tasks that maybe assigned. Graniti Building Materials LLC - Dubai, UAE

Secretary cum Administrative

Assistant/Receptionist

May 2012 –February 2013

Directly reporting to Managing Director/General Manager of the company, thus supporting Sales Operation Manager/Finance Controller/Showroom Manager.

Greet visitors and determine whether they should be given access to specific individuals.

Handles front desk. Dealing with customer inquiry; acting as 'custodian’ for incoming calls ensuring anything requiring action and transfer calls to concerned person. Log calls to ensure if calls are being dealt with care and importance.

Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.

Prepare responses to correspondence containing routine inquiries. Make independent letters/correspondence on a variety of matters.

Open, sort, and distribute incoming correspondence, including faxes and email.

File and retrieve corporate documents, records, and reports.

Efficient handling of all top-level confidential records pertaining to the Management and the organization and making the data available for future references.

Make travel arrangements and Visa application documents preparation.

Drafting client’s quotations for salesman’s rates and preparation of Proforma Invoices.

Responsible for the preparation and prompt submission of Technical Submittal Documents.

Responsible for Travel Booking and preparation of Visa Applications.

Maintains confidential records and filing of reports, correspondence and related material for ease of retrieval.

Managing the stationary supplies for the office ensuring adequate stock levels are maintained and that ad hoc items are ordered and delivered to the office in an effective manner

Responsible for the upkeep and maintenance of office equipment (e.g. faxes, photocopiers, etc.) Bu Haleeba Contracting LLC - Dubai, UAE

Group CFO Executive Secretary

June 2006 to July 28, 2011

Reports directly to the Group Chief Financial Officer of the company thus providing general support to Accounts Manager, IT Manager, Internal Auditors and Chief Accountants of Bu Haleeba Group who are also under the supervision of Group Chief Financial Officer.

Oversee and administer the day-to-day activities of the CFO office.

Efficient handling of all top-level confidential records pertaining to the Management and the organization and making the data available for future references.

Organize and maintain CFO’s appointments, and assessing priorities of meetings and making all travels arrangements/schedules.

Distribute correspondence or relay telephone messages according to priorities agreed, providing advice where required and delegating responses as necessary to the relevant team members and heads.

Acting as 'custodian’ for incoming calls and email, ensuring anything requiring action is categorized and brought to CFO’s attention.

Preparing presentations for management meetings.

Take, prepare and distribute minutes of meeting.

Maintain register for all in-coming and out-going mail /documents of the department.

Establish and maintain a management information system, including physical and electronic files, for CFO office and Accounts Department of BuHaleeba Group to ensure accurate & prompt reply to all requests.

Make independent letters/correspondence on a variety of matters for CFO office and Accounts Department of BuHaleeba Group. Format, create, produce and edit correspondence and other written materials.

Other tasks that maybe assigned.

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D & L INDUSTRIES, INC. & AFFILIATES – BAGUMBAYAN QUEZON CITY, PHILIPPINES EMPLOYEE CARE ASSOCIATE/HR OFFICER

MAY, 1999 – FEBRUARY 2006

Adequate experience in Handling Manpower Sourcing and Planning

Conducts screening of applicants for regular and temporary positions.

Maintains, update the pooling of qualified candidates/applicants for different position as back-up.

Conducts orientation/induction of newly hired employees/proper placement of qualified employees.

Proficient in handling employee benefits of the govt. mandated benefits.

Can effectively deal and communicate with other government and private offices.

Efficient and consistent in preparation of monthly and annual computations of company benefit and services.

Conduct trainings related to benefits services.

Efficient in maintenance and upkeep of records.

Handles the recommendation and proper documentation of employees with disciplinary action.

Act as head of the HR staff for any employee relation issues and concerns of employees.

Can effectively communicate the internal issues and concerns to top management.

PHIL. PACKINGS & SEALS CORP. – GUADALUPE, MAKATI CITY, PHILIPPINES ADMIN ASSISTANT CUM SECRETARY

MAY, 1997-FEBRUARY, 1998

Secretarial Functions:

Format, create, produce and edit correspondence and other written materials.

Operate office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing. Administrative Functions:

Oversee and administer the day-to-day activities of the CFO office of the president; develops policies, procedures, and systems which ensure productive and efficient office operation.

Provide assistance and support to the President and Managing Director in problem solving, project planning and management, and development and execution of stated goals and objectives. ACADEMIC QUALIFICATION

BACHELOR OF SCIENCE IN INDUSTRIAL PSYCHOLOGY

PERSONAL DETAILS

Address : Deira, Dubai, UAE

Mobile No. : +971**-*******

Email : ***********@*****.***

Marital Status : Married with 2 kids

Birthdate : July 17, 1976

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