Rubylyn Santos Email & Phone Number

Dubai, United Arab Emirates

• Supported overall smooth day to day running of the office to ensure the achievement of all operational objectives.• Managed company’s relationship with its employees and maintained their personal file records.• Provided HR multi-level support by assisting day to day operations in HR administration functions.• Ensured employee records are entered correctly and updated in order to produce the right employee correspondence.• Typed contracts and offer letters, requesting references, rejection letters, checked right to work in UAE documentation.• Coordinated with employee’s holidays, booking and issuing airline tickets.• Developed reports to management on staff sick leave, absences and holiday leave.• Monitored inventory, office stock and ordered supplies as necessary.• Informed employees of changes in titles, salaries, hours, departments; collecting their signatures verifying their knowledge of the change.• Coordinated with PRO for processing employment visas, medical insurance and Emirates ID's.• Monitored regular absenteeism, taking proper action including verbally warning and issuing letter in writing.• Dealt with gratuity calculation for resigned and terminated employees.• Assisted in short listing of suitable candidates from interview and selection management of recruitment process.• Significantly improved reporting and monitoring procedures, established new reporting channels enhanced overall efficiency of performance.

Dubai, United Arab Emirates

• Administration / Secretarial duties include coordinating reports, diaries, telephone queries, filing, emails, typing from script and Dictaphone daily. • Processed accounts for setting-up on our system. Updated and monitored of internal CRM system. • Met with our portfolio of clients and attended to their needs as required. • Worked in a fast-paced environment and to deadlines constantly. • Extremely high level of discretion required at all levels in this role.• Attended business meetings and took meeting minutes.• Created presentations using Microsoft PowerPoint prior to meetings.• Organized personal and professional calendars and supplied reminders of meetings and events.• Successfully completes deliverable with a hands-on approach, including drafting memorandum or internal correspondence, and other tasks that facilitate the GM's ability to effectively lead the company.• Prioritized conflicting needs; handled matter expeditiously, proactively, and followed-through to successful completion, often with deadline pressures.

Dubai, United Arab Emirates

• Provided personal assistance and liaised to Project Directors and Project Managers such as hotel and travel arrangement, tracking billings/payments, itineraries/agenda, filtering emails with authority to reply and filtering calls in discreet manner. • Formulated office site management set-up by monitoring staffs' daily attendance, weekly timesheets, daily off sites schedules, accrued leaves, staff housekeeping, rental accommodation, control office petty cash, visa/employment assistance, company trade licenses and negotiation letters.• Supported project team by undertaking daily administrative tasks concerning deadlines and projects.• Prepared daily correspondences for coordination and weekly offsite minutes of the meeting.• Handled guests travel arrangement and hotel reservation.• Inputted updated document data into the standard registers ensuring that the information is accurate.• Maintained updated records of all approved documents and drawings and their distribution clearly.

Dubai, United Arab Emirates

• Spearheaded registration of all internal and external documents as per the Company Quality Assurance procedures.• A key point of contact in Non Destructive Department, where I prepared ISO Certifications and ensured conformance to set QMS and ISO standard requirements at all levels as defined in the scope of the system; monitored and validated effectiveness of the organizations QMS where preventive and corrective actions are carried out. • Kept up to date with any regulatory or statutory changes and policies that might affect the organisation.• Ensured the company is complying with the standard legal practice and maintains a high standard of corporate governance.