JENNY NATIVIDAD

Managed the CEO and CBDO calendars, handled administrative tasks specifically scheduling and correspondence. Maintained confidentiality with sensitive information. Served as focal point among executives, employees, clients, partners, suppliers and third-party services. Responsible for procurement activity such as bringing suppliers to the company for materials/supplies and services. Responsible for employees’ contract, labour contract and visa processing. Facilitated employee onboarding process, managed employee’s health insurance. Responsible for employees’ leave, attendance, payroll and properly compiled documents. Responsible for accounting journal entries in QuickBooks. Review company clients’ proposals and agreement to ensure it matches with invoices. Create company policy & procedure, company forms/template and NOC. Responsible for DWTC portal access and submissions. Responsible for company shared folder and compilation each department and update all registration trackers.

Manage the full scope of Administration operations activities, including but not limited to hiring & on-boarding process from offer letter to visa and work permit applications, Off- boarding, compensation and benefits administration, employee relations, employment laws and regulations, health and safety. I managed the approval with company PRO for visa processing, renewal & cancellation. Review job advertisement, conducted screening and interviews. Handled employee communication, resolved grievances and issues disciplinary action if necessary for employees not complying with project or company rules and regulations. Maintained confidential company records, responsible for employee’s approval of payroll and coordination with finance manager. Implementation policies in collaboration with senior management. Managed employee’s contracts, leave applications and inventory of office supplies. Assessed staff performance, supervised administrative and HR staff. Responsible for project attendance, preparation for invoicing to subcontractor and clients. Responsible for project relocation of staff aligning with project costing. Primary point of contact in related with HR & Administration activities with Clients, Main Contractors and Subcontractors.

Handled multi-tasking responsibility as an Executive/Personal Assistant to Project/Company Executives, performing confidential and sensitive administrative support tasks. Provided comprehensive administrative support including leave requests, visitor handling, call routing and answering queries. Planned and organized internal and external meetings for the Project Management Team, managed incoming correspondence, and circulated documents for signatures. Prepared and maintained confidential documents and filling systems, coordinated office management activities, and distributed project information using an Engineering distribution matrix, screened and processed project documents for senior executive approval, proofread and edited documents, responded to public inquiries, and participated in decision-making processes. Disseminated policy and procedural changes to managers and subcontractors, supervised secretarial staff in various departments, and managed the allocation for new employees.

Served as proactive Secretary to the Divisional Manager, Operations Manager, Project Managers, Engineers and other staff, providing comprehensive support through calendar, management meeting coordination, attendance tracking, and handling correspondence. Coordinated with Dubai Civil Aviation for project-related passes. Maintained and updated personal files and staff databases, assisted with attendance control, and coordinated visa and leave expirations with head office. Organized meetings and appointments as assigned by Operations Director, and prepared reports, presentations, expense statements, proposals, and meeting minutes. Managed incoming and outgoing correspondence, supply orders and material requisitions. Handled petty cash and site material purchases, arranged travel ticket and updated technical schedules and registers. Distributed and monitored controlled documents, encoded and transmitted electronic and physical mails and submittals, and maintained both manual and computerized filling systems.

Provides clerical duties for a sales team. Responsible for the product inventory. File reports, type invoices, update/encode products barcode, forward phone calls, replied to emails and handle customer inquiries. Assist in making sale, or follow up with clients to make sure that the product or service sold has been delivered as promised. Preparing timesheet of the account executives or sales representatives. Forwards the information required to invoice the dealership exchanges to accounting. Places special orders with suppliers for the purchase and installation of additional items sold to customers. Covering the receptionist responsibilities, as required by the company.