MARGARET JOYCE D. ROSALES

• Oversee office operations, administration, HR coordination, and finance support while providing hands-on operational support to high-profile international events and exhibitions.
• Act as central coordination point between senior management, project managers, finance, HR, procurement, compliance, and external vendors, ensuring smooth day-to-day and project execution.
• Initially appointed as Office Supervisor, overseeing day-to-day office operations, administration, vendor coordination, staff support, and compliance to ensure smooth business continuity.
• Manage office procurement, facilities, IT and service vendors, health & safety compliance, and operational reporting in line with company policies and local regulations.
• Coordinate with HR and Finance on onboarding, attendance tracking, leave management, office budgets, expenses, and monthly operational reports.
• Central point of contact between management, employees, building management, and external service providers, resolving operational issues efficiently.

Expanded role into Events & Project Operations:

• Support large-scale live events and festivals by managing logistics such as:
  International and group flight bookings
  Visa processing and travel documentation
  Hotel allocations, rooming lists, and guest/artist coordination
  Transportation planning, catering arrangements, and on-site requirements
• Handle vendor onboarding and management, including quotations, PR/PO creation, invoice verification, milestone payments, and portal submissions.
• Coordinate closely with Finance to ensure accurate cost tracking, budget alignment, and timely payments, including reconciliation of taxable vs non-taxable items.
• Actively involved in ISO and compliance processes, supporting:
  ISO 20121 (Event Sustainability)
  ISO 45001 / 14001 (HSE & Environmental)
  Risk assessments, method statements, audits, and documentation readiness
• Support HR functions including onboarding of staff and freelancers, contracts, timesheets, allowances, and training coordination.
• Maintain and update internal systems and portals (vendor portals, CRM/helpdesk tools, compliance platforms) to ensure process accuracy and audit readiness.
• Provide trusted support to senior leadership on confidential, time-critical, and cross-functional tasks, contributing to operational stability and successful event delivery.

• Led day-to-day HR operations and people management in a fast-growing startup environment, supporting organizational growth and operational stability.
• Acted as the primary point of contact for employee relations, handling grievances, mediations, investigations, and conflict resolution in line with company policies and legal requirements.
• Partnered with leadership and department heads on performance management, including disciplinary actions, performance improvement plans, and employee coaching.
• Developed, implemented, and maintained HR policies and procedures, ensuring compliance with labor laws and internal standards.
• Designed and delivered HR compliance training and employee development initiatives, supporting workforce capability and engagement.
• Collaborated closely with Operations, Finance, IT, and Facilities to align HR processes with business and operational needs.
• Managed payroll and benefits administration, ensuring timely and accurate processing, proper documentation, and audit readiness.
• Maintained accurate employee records, attendance, leave data, and HR documentation, supporting internal reviews and audits.
• Organized and supported employee engagement and recognition initiatives to strengthen morale and retention.
• Provided trusted HR advisory support to management on people-related and sensitive matters.

Key Achievements

• Improved payroll accuracy and reduced administrative workload through process improvements and system enhancements.
• Supported the implementation of an HR management system, strengthening data accuracy and reporting.

Freelance - Project based

World Government Summit: 2024
HR officer | Project Coordinator

Abu Dhabi Grand Prix: November 2023

HR Officer | Assistant Deputy Manager

Duties and Responsibilities:

• Collaborated with the Operations Manager to develop and implement efficient operational processes, workflows, and procedures.
• Managed team members directly and supported the Operations Manager in recruiting and onboarding new staff, ensuring teams were empowered to work effectively and creatively to achieve goals.
• Monitored and evaluated processes to identify opportunities for improvement and optimization.
• Assisted in managing and supervising operational teams, providing guidance, support, and leadership to ensure alignment with company goals and efficient operations.
• Addressed operational challenges and issues promptly, proposing solutions and implementing corrective actions as needed.
• Contributed to training and development initiatives for operational teams to enhance their skills and knowledge.
• Demonstrated effective teamwork and leadership skills with a strong focus on analytical problem-solving.
• Maintained a strong commitment to delivering outstanding customer service.
• Undertook on-call duties as required.
• Managed attendance records and conducted return-to-work interviews, ensuring compliance with timesheet procedures and addressing any related issues appropriately.
• Resolved project-related issues promptly, preventing disruptions in workflow.
• Facilitated hiring processes and interviews, providing updates on project progress and addressing concerns.
• Maintained project schedules by managing deadlines and adjusting workflows to suit.
• Coordinated cross-functional teams to align project tasks with strategic objectives.

• Assisted the Chairman in scheduling medical appointments and meetings, optimizing time management.
• Welcomed and assisted visitors, ensuring a professional and welcoming environment.
• Screened and managed all incoming calls, directing them appropriately to maintain efficiency.
• Received, sorted, and distributed daily mail and deliveries, enhancing organizational communication.
• Facilitated visa processing for new joiners and renewals, achieving a 20% reduction in processing time.
• Managed medical insurance applications for new joiners and renewals, ensuring comprehensive coverage.
• Handled timekeeping and timesheet encoding, ensuring accurate record-keeping of employee hours.
• Coordinated ticket bookings for staff with travel agencies, optimizing travel arrangements.
• Managed accounts receivables by booking invoices in Sage, ensuring timely payment processing.
• Coordinated with the sales team regarding shipments and monitored daily sales reports, enhancing sales tracking accuracy.
• Managed accounts payables by coordinating with suppliers for payments, and maintaining positive supplier relationships.
• Created account statements for both suppliers and customers, ensuring transparency in financial transactions.
• Processed cheque requests and payment vouchers, maintaining accurate financial records.
• Prepared monthly sales reports, providing insights into sales performance and trends.
• Handled payroll processing and petty cash expenses, ensuring timely and accurate disbursements.
• Filed VAT returns, maintaining compliance with tax regulations.

• Provided comprehensive support to HR operations.
• Conducted essential front desk administrative duties, including handling phone calls and welcoming clients/tenants.
• Assisted the PRO in preparing and processing necessary documents for visa applications, achieving a 25% reduction in processing time.
• Scheduled employees efficiently for all visa-related procedures, optimizing resource utilization by 30%.
• Managed filing, tracking, and record-keeping of employee visa processing, ensuring compliance with regulations.
• Oversaw the collection and updating of employee documents in the EHRMS system, maintaining accurate records.
• Composed and distributed memos, correspondence, and forms to facilitate communication within the organization.
• Organized timely renewal of company commercial and trade licenses, enhancing regulatory compliance.
• Ensured completeness of documents for leasing, minimizing contract creation errors by 20% in EPMS.
• Managed and executed the creation and renewal of lease contracts in EPMS, streamlining process for efficiency.

Key Responsibilities:

• Organized and planned meetings, scheduled appointments, and managed the calendar of the Managing Director.
• Coordinated and booked travel arrangements for executives and employees.
• Managed filing, tracking, and record-keeping of visa processing for employees.
• Maintained files and records in both electronic and paper form, ensuring accuracy and compliance.
• Drafted and distributed emails, memos, correspondence, forms, and other documents.
• Organized the periodic renewal of company commercial and trade licenses, as well as employee contracts.
• Provided full support for legal requirements and requests from all group entities and project teams, regardless of location.
• Assisted with legal translation and legal attestation of documents at Notary Public, including trade license applications.
• Acted as the point of contact for internal and external departments, liaising with executives and senior administrative assistants to handle requests and queries.
• Handled and maintained cash, receipts, and the closing of payments.
• Managed claims, tax invoices, quotations, and tax (VAT) reports.
• Accurately prepared expense reports and spreadsheets.
• Undertook occasional receptionist duties, ensuring all inquiries, quotations, LPOs, deliverables, and invoices were properly administered.
• Transmitted documents to internal and external destinations, maintaining a document register to ensure all documents were registered and the registry was kept up to date.
• Registered, filed, and tracked incoming and outgoing documents, drawings, transmittals, and material submittals according to the file management system.

Skills:

• Administrative and Organizational Skills
• Document Management
• Legal Support and Compliance
• Travel Coordination
• Communication and Correspondence
• Financial Handling and Reporting
• Customer Service and Receptionist Duties

• Managed the procurement of proposals and contracts, ensuring timely acquisition and documentation.
• Supported the preparation of Company Profile and Bid Documents, streamlining the process for efficient submission to clients.
• Prepared traceability records for resource and allocations against change references, improving project management by 25%.
• Coordinated with other departments regarding production of ongoing projects, fostering collaboration and timely delivery.
• Administered all inquiries, quotations, LPOs, deliverables, and invoices efficiently, reducing processing time by 30%.
• Facilitated the transmission of documents to internal and external destinations, ensuring timely communication.
• Registered, filed, and tracked incoming and outgoing documents, drawings, and material submittals according to File Management System protocols.
• Maintained the document register, ensuring accurate registration and updating to uphold document integrity.

• Monitored and managed departmental transactions, ensuring accuracy and compliance.
• Oversaw the securing of proposals and contracts, improving contract acquisition efficiency by 15%.
• Supported the preparation of Company Profiles and Bid Documents, streamlining document organization and submission processes.
• Prepared traceability records for resource allocation against change references for ongoing or completed projects, enhancing project management efficiency by 20%.
• Coordinated with other departments regarding the production of projects in progress, fostering cross-departmental collaboration.
• Ensured proper administration of inquiries, quotations, LPOs, deliverables, and invoices, minimizing errors and delays.
• Facilitated the transmission of documents to internal and external destinations, ensuring timely delivery.
• Registered, filed, and tracked incoming and outgoing documents, drawings, transmittals, and material submittals according to the File Management System.
• Maintained a document register, ensuring all documents were registered and the registry was kept up to date, improving document management efficiency.