MARIE GRACE SANTIAGO
Abu Dhabi,Abu Dhabi
Summary
Skilled administrative professional with strong background in office coordination, administration and management. Adept at streamlining processes, optimizing resources, and ensuring efficient operations. Known for excellent communication, problem-solving abilities, and adaptability to evolving needs. Strong team player with commitment to achieving organizational goals and maintaining high standards.
Overview
13
13
years of professional experience
Work History
Administrative Coordinator
Beacon Red Investment - Sole Proprietorship LLC
11.2022 - Current
- Manage front-of-house operations for a busy cybersecurity office, ensuring all visitors, clients and vendors are welcomed with discretion and professionalism.
- Coordinate the booking and preparation of meeting and training rooms with efficiency, overseeing AV setups, catering and ensuring cleanliness before and after use.
- Deliver exceptional administrative support by managing inquiries and collaborating seamlessly with cross-functional teams.
- Generate purchase requisitions (PRs) and manage goods received notes (GRNs) in collaboration with the procurement and finance departments.
- Produce and deliver weekly and monthly KPI reports to facilitate informed decision-making and track performance effectively.
- Assist the Admin and Quality Manager in audits by meticulously preparing documents, crafting process maps with Visio and encoding policies and procedures.
- Liaise with facility vendors and service providers for maintenance, pantry supplies and office operations.
- Handle office stationery inventory, placing timely orders to ensure continuous availability.
- Maintain and update critical databases and vendor lists, ensuring data integrity and accessibility.
- Facilitate a smooth onboarding experience for new employees by conducting induction sessions and providing comprehensive onboarding packages.
- Collaborate with the Engagement & Inclusion Committee to strategically plan and execute impactful events.
Administrative Officer
H3Harris Technologies
09.2017 - 07.2022
- Streamlined procurement processes by efficiently managing purchase orders, invoices, and office supplies, ensuring seamless operations.
- Collaborated effectively with the accounting team to facilitate timely payments and enhance financial management.
- Provided dedicated support to the VP/Managing Director, driving operational excellence and task completion.
- Prepared and submitted accurate expense reports, maintaining compliance and transparency in financial dealings.
- Managed petty cash efficiently, ensuring proper allocation and tracking of funds.
- Organized and systematically filed essential company documents, ensuring information accessibility.
- Addressed inquiries from employees and clients promptly, enhancing customer service and internal communication.
- Delivered comprehensive administrative and clerical support to enhance team efficiency and productivity.
- Maintained precise records of staff leave, contributing to effective workforce management.
- Oversaw daily office operations, ensuring a productive and organized work environment.
- Supervised front office staff to optimize operational efficiency and improve service delivery.
- Assisted in event coordination, meeting scheduling, and facility bookings to ensure smooth organizational functions.
- Coordinated travel arrangements and accommodations, streamlining logistics for staff and executives.
- Managed Annual Maintenance Contract (AMC) renewals to ensure uninterrupted service delivery.
- Supported the import/export processes of high-value items, adhering to compliance standards.
- Aided the HR department with expat onboarding processes, enhancing integration for new hires.
- Processed annual allowances and school fee reimbursements for employees and their dependents accurately.
- Managed office supplies inventory and procurement, ensuring adequate stock levels and cost-effectiveness.
- Oversaw office maintenance and requirements, contributing to a safe and functional workplace.
- Fostered collaboration with colleagues to enhance cross-functional support and efficiency.
Administrative Assistant/Finance Assistant
Harris International Inc.
05.2015 - 08.2017
- Streamlined administrative processes, enhancing efficiency and accuracy in operations.
- Organized and maintained systematic filing of essential company documents.
- Addressed inquiries from employees and clients, ensuring prompt and professional responses.
- Managed and replenished office supplies, optimizing resource availability.
- Spearheaded the procurement and maintenance of office equipment, ensuring seamless operations.
- Processed supplier invoices and employee expenses (Concur) with precision.
- Assisted in overseeing petty cash management, ensuring accountability.
- Collaborated closely with the accounting team to facilitate timely payments.
- Coordinated facility applications and established new vendors in PeopleSoft, managing Annual Maintenance Contracts (AMC).
- Registered the company as a vendor with various organizations and facilitated quotation requests for efficient procurement.
- Coordinated car leases for expatriate employees to streamline mobility.
- Assisted the VP/Managing Director in preparing necessary TRA approval requests.
Receptionist/Admin
Harris International Inc.
01.2013 - 04.2015
- Delivered exceptional customer service by greeting visitors and customers warmly, ensuring a professional and welcoming experience.
- Demonstrated strong communication skills in managing incoming calls, efficiently addressing inquiries, and routing calls to the appropriate staff.
- Oversaw meeting room logistics, coordinating bookings and arrangements for seamless operations.
- Ensured efficient mail distribution, organizing and managing correspondence between departments and personnel.
- Monitored and maintained inventory levels of supplies and equipment to ensure operational efficiency.
- Coordinated maintenance and repairs for office equipment and facilities, ensuring a well-functioning work environment.
- Executed travel arrangements for employees and clients, while maintaining an accurate and organized filing system.
- Provided vital administrative support, assisting with clerical and secretarial tasks to enhance office productivity.
Education
Highfield Level 3 Diploma - Business Administration
Highfield International
Abu Dhabi, UAE05.2025
Bachelor of Science - Commerce, Major in Management
Divine Word College of Bangued
Abra, Philippines03.1999
Bachelor of Science - Commerce, Major in Management
Saint Louis University
Baguio City, Philippines03.1997
Bachelor of Science - Computer Science
Saint Louis University
Baguio City, Philippines03.1995
Skills
- Administrative & Office Management
- Procurement & Vendor Management
- Vendor & Contract Negotiations
- Finance & Accounting Support
- Expense & Invoice Processing
- HR and Employee Support
- Project Support
- KPI Report Generation
- Record & File Management
- Process Flow Documentation
- Email & Calendar Management
- Travel Management
- Meeting & Scheduling Management
- Data Entry & Documentation
- Office Supply Management
- Customer Service Management
- Visitor Management
- Corporate Events & Logistics
- Event Planning & Coordination
- Attention to detail
- Data entry
- Time management
- File organization
LANGUAGES
English
Advanced (C1)
Tagalog (Superior/Native)
Bilingual or Proficient (C2)
Timeline
Administrative Coordinator
Beacon Red Investment - Sole Proprietorship LLC
11.2022 - Current
Administrative Officer
H3Harris Technologies
09.2017 - 07.2022
Administrative Assistant/Finance Assistant
Harris International Inc.
05.2015 - 08.2017
Receptionist/Admin
Harris International Inc.
01.2013 - 04.2015
Highfield Level 3 Diploma - Business Administration
Highfield International
Bachelor of Science - Commerce, Major in Management
Divine Word College of Bangued
Bachelor of Science - Commerce, Major in Management
Saint Louis University
Bachelor of Science - Computer Science
Saint Louis University
PERSONAL DETAILS
- Nationality: Filipino
- Driving license category: UAE Category 3: Light Motor Vehicle
FREELANCING COURSES
- ONLINE COURSES | Sep 2022 - Dec 2024
- Executive Assistant, General Virtual Assistance, Social Media Management, Lead Generation with Email Marketing, Search Engine Optimization, Graphic Design & Video Editing, Facebook Ads Management, Copywriting.
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