KATHERINE KATE DIAZ

Duties:

• Support Management and employees by providing information and assistance throughout international visa application (Spain, France, Egypt, Kingdom of Saudi Arabia, and China)
• Managed complex travel arrangements for Dubai, China, Barcelona and Kingdom Saudi Arabia offices to ensure seamless business trips for executives.
• Assists with planning and execution of corporate events such as Local Exhibition (GITEX GLOBAL), International Exhibition (Integrated System Europe Barcelona (ISE), Saudi Light and Sounds Kingdom of Saudi Arabia (SLS) and holiday parties.
• Managed the executive's calendar to avoid scheduling conflicts.
• Handled confidential documents with utmost discretion and security.
• Maintained an organised record-keeping system, improving ease of access to information.
• Scheduled Board of Directors meetings and assisting with meeting materials.

HR Assistant Duties:

• Serve as point of contact with benefit vendors and administrators.
• Assist with the recruitment process by arranging interview schedule, onboarding preparations, and issuing employment contracts.
• Maintain digital and electronic records of employees.
• Maintains accurate and up-to-date human resource files, records, and documentation.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
• Assist Department Heads with performance review procedures.
• Coordinate training sessions and seminars for each department.
• Perform orientations and update records of new staff.
• Support all internal and external HR-related inquiries or requests.
• Maintains the integrity and confidentiality of human resource files and records.
• Acts as a liaison between the organization and external partners providers and vendors, which may include health insurance, Public Relation Officer (PRO) and General Pension & Social Security Authority (GPSSA) for UAE national employees.
• Compile and update employee records (hard and soft copies)
• Maintain records of personnel-related data (personal information, leaves, attendance, turnover of company properties.) in both paper and the database and ensure all employment requirements are met.
• Assist managers in dealing with requests and issues relating to maternity, absence and flexible working schedule.
• Prepare employee related letters including Employment letter, No Objection Letter and Salary Certificate.
• Enter all new starters on various systems as required, request to create user accounts (email and employee ID).

• Greet clients and visitors with a positive, helpful attitude.
• Enhanced customer satisfaction by efficiently managing all front desk enquiries.
• Handled appointment scheduling to ensure smooth daily operations.
• Managed phone calls, maintain workplace security by issuing, checking, and collecting badges as necessary and maintaining visitor logs.
• Assisting with a variety of administrative tasks including copying, faxing and taking notes.
• Preparing meeting and training rooms.
• Supervises and coordinates reservations and bookings of all meetings and conference rooms
• Maintenance of employee contact records, client and supplier lists.
• Coordinates internal documents dispatch between entities.
• Records vendor PO and reconciles statements.
• Flags maintenance issues and liaises with the maintenance agency.
• Supports administration team in organizing catering for internal and external meetings as advised by the Administration Officer/ Office Manager.
• Maintained an organized reception area for a professional business environment.
• Assisting clients in finding their way around the office.
• Notify all staff of visitors promptly and accommodating requests professionally.

• Improved customer satisfaction by addressing and resolving complaints swiftly.
• Managed difficult situations for positive outcomes.
• Enhanced brand reputation with excellent telephone etiquette.
• Handled high volume calls whilst maintaining professionalism and composure.
• Coordinated with other departments for efficient problem resolution.
• Assessed customer needs accurately, making relevant recommendations that fit their specific requirements.
• Utilized CRM software proficiently, streamlining the complaint handling process.
• Report laboratory results using established protocols.
• Asked probing questions of clients to understand needs and identify actionable requirements.
• Built positive customer rapport through friendly, professional communication.
• Explained benefits and advantages from Dubai Government and service offerings to customers.
• Escalated complex issues quickly to supervisors to avoid lost revenue.

PRO Duties:

• Streamlined office procedures to improve efficiency.
• Coordinated team meetings for better staff communication.
• Managed effective scheduling with meticulous attention to detail.
• Oversaw inventory control, maintaining sufficient stock levels at all times.
• Managed daily operations, ensuring efficiency and accuracy in all tasks.
• Serve as a liaison between the company and government organizations and/or authorities.
• Submit, follow-up and gather all new work and business visas to guarantee that the visas are handled and processed on time with AXS portal.
• Makes sure all business and trade Licenses are updated, follow-up official approvals and permits, to prevent unnecessary violations.
• Accurately prepare and process required legal documents like lease contract, attestation in government agencies such as MOFA.
• Send notification to employees on required documents before their visa expires.
• When the need arises, represent the company at different offices like Airport, Embassies, Police Station, Bank & Telecom in accordance with services such as mobile & landline phone services (connections/disconnections/repairs).

HR Duties:

• Maintains accurate and up-to-date human resource files, records, and documentation.
• Book applicants for interviews and tests, informs them of the schedule and briefs the candidate for what to expect when they arrive for an appointment.
• Answers frequently asked questions from applicants to standard policies, benefits, hiring processes, refers more complex questions to appropriate senior-level HR staff or management.
• Maintains the integrity and confidentiality of human resource files and records.
• Acts as a liaison between the organization and external benefits providers and vendors, which may include medical health insurance.
• Manage the operations budget.
• Maintain and organize adequate stocks of office stationery and pantry supplies.

• Improved employee satisfaction by organizing efficient internal communication protocols.
• Compiled data for detailed personnel records, ensuring legal compliance.
• Supported staff retention with comprehensive employee support programmes.
• Organised ongoing training sessions to enhance employees' professional development.
• Ensure that employee data is accurate in the global HRIS system at all times and that employee e-files contain all relevant employee documents as agreed.
• Assist the HR Team with administrative pre-boarding responsibilities, such as organizing paperwork, attestation, and visa requirements once offers are accepted.
• To submit and ensure the processing of all types of applications and paperwork, including but not limited to visit visas, employment or residence visas, labor permits, export license.
• To maintain database of all passports and residence visas by scanning all documents and directly updating the database when details change.
• Explain company personnel policies, benefits, and procedures to employees or job applicants.
• Record data for each employee, including such information as home addresses and dates of and reasons for terminations.
• Manage HR document flow (visa process, offers, labor agreements, annual leave, sick leave control), administrative/accounting document flow, and administrative agreements in office planned and materials for board meetings, committee meetings and staff events.