Angelica Venus
Deira,UAE
Summary
Organized and dependable Administrative Assistant with 8 years of experience. Successful at managing multiple priorities with positive attitude. Willing to take on greater responsibilities to meet team goals. Manages complex data with excellent organization. Motivated to achieve outstanding success through prompt communication and helpful approach.
Overview
12
12
years of professional experience
5
5
years of post-secondary education
Work history
Legal Administrator
Emirates Flight Catering
Dubai
02.2023 - Current
- Administrator of SmartContract (CRM); creates, assigns and monitors legal matters.
- Generates weekly reports which comprises of weekly legal matters update to AVP.
- Assists the AVP with generating the department's budgetary requirement and meeting goals by tracking budget allocations and expenses.
- Liaise with Emirates Group Insurance with all insurance placements, insurance renewals and claims.
- Delivered electronic and hard copy files upon request by legal team.
- Performed file closures and archiving processes to keep case information safe.
- Assists the legal team in generating report for the monthly dashboard by reviewing and analysing the turn-around-time per matter attended on a monthly basis.
- Identified and suggested potential areas of improvement within administrative support processes.
- Administered electronic filing systems to store and track case file history and changes.
- Maximised legal team's productivity by performing general administrative and secretarial duties.
Administrative Assistant
Karawani & Co
Dubai
03.2022 - Current
- Controls all incoming and outgoing documentation internally, to and from the agent or client / applicant
- Handled incoming calls for staff, answering questions, directing calls and documenting messages.
- Create new case in Patricia Software which includes but not limited to Corporate, Trademark, Assignment and Litigation based from Associate's requests and with accordance to the Instruction received from the client / applicant / agent
- Planned and scheduled meetings, creating agendas and minutes as needed.
- Register Legal Entity or Person in Patricia Software for new agent / client / applicant
- Arranged filing systems for easy use and retrieval by personnel.
- Fill out new company application forms online
- Wrote professional letters, emails and memoranda for business communication.
- Helped staff to maximize efficiency by providing clerical and secretarial support.
- Assisted managers in compiling and organising materials for meetings.
- Attends to other tasks assigned by the management.
Admin cum IT Coordinator
Bayan Medical Company
Dubai
09.2020 - 03.2022
- Main point of contact for all new system / equipment installation, service related requests and after-sales PPM
- Initiates request for gate pass to the hospitals for engineer through email or by portal (request to Cleveland Clinic Abu Dhabi, Zayed Military Hospital - GHQ, Sheikh Shakbout Medical City and so on)
- Assignment and Issuance of backup unit to the customer from company's demo pool
- Monitoring and in-charge of company's demo items (issuance, ordering, repairing and replenishing)
- Generates costing for item / equipment repair and exchange offer
- Sends quotations to customers with accordance to the approved costing
- Sends Repair Order requests to the manufacturers (some of the major manufacturers: Medtronic, bk Medical, Geister, so on)
- Creates Import and Export shipment of repaired items / equipment (i.e
- Commercial Invoice and Packing List)
- Creates installation documents of ordered equipment / systems
- Monitors warranty of all supplied equipment as well as suppliers' warranty
- Attends to tasks assigned by Managing Partner which includes but not limited to: ordering of IT equipment, office equipment, business cards, so on
- Monitors all IT related tasks which includes but not limited to: asset list, license renewal, login credentials and issuance of Purchase Orders
- Attends to 1st level IT requests which includes but not limited to: creation of account user in server providing necessary access, installation of Microsoft Office, antivirus, monitoring of daiy backup in NAS (QNAP), monitoring of firewall (Sonicwall and Fortigate), mapping of shared folder, printer / scanner connection and MS Office troubleshooting
- Coordinates to IT 3rd-Party Support for the monthly PPM and escalation of service calls.
Department Administrator - Engineering
Emirates Flight Catering
Dubai
11.2016 - 09.2020
- Controls all incoming and outgoing documentation internally, to and from the contractor, vendor or supplier
- Provides high-standard of administrative assistance to senior executives to ensure efficient completion of duties, including but not limited to: dealing with correspondence; drafting replies; preparing mailings; updating the contacts database; collating information and assisting with production of presentations and reports; minute taking; PowerPoint presentation; keeping updated lists of action points from meetings; action point chasing; organizing meetings
- Performs activities and duties related to employee orientation, annual ticket application, leave application, overtime monitoring, payroll, and stationary
- Prepares daily shift report and monthly report
- Initiates, maintains, and processes a wide variety of routine HR forms, and departmental records such as but not limited to: Standard Operating Procedures; Department Policies; Equipment manuals; Warranty claims; and forms
- Manages ERP Administrative tasks such as but not limited to: assigning of all received Work Orders (WO) from end users to corresponding engineer per package; allocating labor-hour to all technicians as per target hour monthly; closing of WOs on time and accurately; monitoring of the status of all pending WOs then follow up with supervisors; uploading of Preventive Maintenance Schedule of new equipment; generating monthly PM forecast; updating of equipment details; updating of Resource Master for new technician; uploading of Standard Procedure for new and existing equipment; and generating of Breakdown request for Engineering Department
- Building Management Control Room Administration
- Monitors all Supervisory Control and Data Acquisition (SCADA) Systems that cover HVAC, Distribution Boards (DB), Lights, Central Battery, Refrigeration System, Vacuum Waste Collection System (ENVAC), and Ware wash machines (MEIKO)
- Coordinates all scheduled Preventive Maintenance, Shutdown, Normal and Emergency Operation to all concerned departments
- Procurement of Facilities Maintenance related materials or services through ERP system
- Ensure all Material requisitions (MR) are raised on time and accurately through ERP System and Coupa
- Monitors equipment Third Party Certification validity then raise requisition for certification renewal
- Coordinates schedule with the supplier until the completion of certification then, finalize the process by receiving order in Coupa or in ERP.
IT Helpdesk / Department Secretary
Drake & Scull International PJSC
Dubai
09.2014 - 11.2016
- Controls all incoming and outgoing documentation
- Provides high-standard of administrative assistance to senior executives to ensure efficient completion of duties, including but not limited to: dealing with correspondence; drafting replies; preparing mailings; updating the contacts database; collating information and assisting with production of presentations and reports; minute taking; PowerPoint presentation; keeping updated lists of action points from meetings; action point chasing; organizing meetings
- Performs activities and duties related to response on internal and external questions on department procedures and policies, annual ticket application, leave application, overtime monitoring, payroll, and stationary
- Manages the management's calendar using own initiative to maintain well-balanced diaries reflecting the priorities of the director and managers
- Prepares weekly shift report and monthly report
- Initiates, maintains and processes a wide variety of routine HR forms and Departmental records such as but not limited to: Standard Operating Procedures; Department Policies; and forms
- Issues request for quotations to the suppliers and vendors
- Handles and budget petty cash
- Serves as main point of contact for any IT related concerns and communications
- IT Helpdesk Reporting
- Highlights any outstanding issues and any gaps in the reports and ensure correction before submission to management
- Collates Monthly Dashboard report from other sites in KSA, Qatar, India, Kuwait, and Egypt
- Updates and maintains IT equipment deployed on sites and head office as well as borrowed IT equipment
- Ensures 100% all faults are raised in Helpdesk System and assigned to technicians when necessary
- Provides L1 support and assistance through email or phone call professionally
- Escalates support issues to second level support when necessary
- MS Exchange Management such as creation, update, and deletion of email address
- Generates weekly roster of technicians based on faults raised in Helpdesk system
- Procurement for IT Projects / Spares Management for DSI
- Ensures all Material Requisitions (MR) for IT Projects are raised accurately and promptly
- Update status of requisitions promptly
- Effectively assists with department's administrative requirements such as but not limited to: timekeeping; letters; transmittal; handover forms; filing; and communication.
Systems Engineer
Toshiba Information Equipment Philippines
Laguna
05.2012 - 08.2014
- Provides L2 support related to production line system software
- Collates weekly and monthly report related to faults encountered and solutions provided to each fault
- Generates fault report and hard disk data through MySQL then generate summary report to be presented to the management
- Initiates and coordinates system improvement within the team and Japanese counterparts
- Ensures client and server applications uptime 24 by 7
- Ensures accuracy of test report and program's test parameter table in order to attain an accurate and reliable program and systems information
- Ensures evaluation of incoming/created applications from headquarters and internal company before Mass Production deployment
- Implements application revisions and deployment in a timely manner
- Supports new model production, quality issues traceability and program
- Implements application software intended for productivity, quality and cost reduction improvements in hard disk drives operations
- Attends to all Software Deployment Projects and assure that project schedules meet on time
- Creates and distributes application documentation and operation procedures to end-users in order to accelerate user's familiarity with the applications
- Performs installation of hardware, and software applications of new IT equipment setup
- Conducts training to newly hired Engineers and Technicians in Systems Engineering Department
- Conducts training to end-users on standard operation and procedures of equipment and personal computers in order to ensure smooth process flow.
Education
BS in Computer Engineering -
AMA Computer College
Lipa City, Philippines 01.2007 - 04.2012
Skills
- Microsoft Office 365
- Oracle JD Edwards One
- COUPA
- Patricia IP Management System
- SmartContract Contract Management System
- Project Documentation
- Technical Writing
- Customer Service
- Decision Making
- Detail Oriented
- Customer service
- Electronic file management
- Legal administrative support
- Secretarial and administrative assistance
Languages
English
Upper intermediate
Tagalog
Native
Timeline
Legal Administrator
Emirates Flight Catering
02.2023 - Current
Administrative Assistant
Karawani & Co
03.2022 - Current
Admin cum IT Coordinator
Bayan Medical Company
09.2020 - 03.2022
Department Administrator - Engineering
Emirates Flight Catering
11.2016 - 09.2020
IT Helpdesk / Department Secretary
Drake & Scull International PJSC
09.2014 - 11.2016
Systems Engineer
Toshiba Information Equipment Philippines
05.2012 - 08.2014
BS in Computer Engineering -
AMA Computer College
01.2007 - 04.2012
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