Aida Spagna
Johannesburg,South Africa
Summary
Experienced Guest Administration Officer with a strong background in various administrative functions and a proven track record of effectively supporting office operations. Skilled in coordinating schedules, managing communications, and streamlining processes to optimize organizational performance. Demonstrates exceptional organizational and problem-solving abilities in diverse workplace environments.
Overview
14
14
years of professional experience
1
1
Certification
Work History
Guest Administration Officer
Royal Caribbean International
07.2022 - Current
- Developed strong working relationships with colleagues, contributing to a positive work environment.
- Prepare, process, and transmit complete and accurate APIS and Landing Order files to CBP and U.S. Coast Guard, handling all other files required for arrival and departure
- Maintaining close relationship with each Port Agent every port of calls
- Passport collection in the Europe season and presenting them to immigration
- Making sure all Pre-Arrivals are sent in a timely manner to each port of call
- Insuring all guests have the correct Visa/Travel documents to board the ship
- Working with each department closely onboard maintaining a good working environment
- Provided exceptional customer service, addressing inquiries professionally and in a timely manner.
- Screened and transferred incoming calls, took down messages, and transmitted information and documents to internal personnel.
- Aided colleagues, managers, and customers through regular communication and assistance.
- Set priorities and problem-solved workflow issues to maintain rapport with customers and managers.
- Contributed to office safety by enforcing workplace policies and following emergency procedures as needed.
- Delivered quality results under pressure by prioritizing tasks effectively during high-stress situations or tight deadlines.
- Managed complex scheduling tasks, ensuring that deadlines were met consistently.
- Emergency departure, medical emergencies, guests with early flights, etc., or any situations that warrant priority action must be presented to the officials upon their arrival for immediate action.
- Port papers are documents requested by the local authorities and produced by both Guest Services and Human Resources. These documents advise the local government about the ship and the contents (guests and crew) onboard.
- Assisting the front desk at guest service when its required
- Covering the front desk and using systems such as (Fidelio, AS400, Hybris, Icafe, Departure tool)
- It is the responsibility of the shipboard Officer attending to the ship's clearance (GAO or CA), to keep the Bridge, the Guest Services Manager and the Hotel Director informed of all the updates & details of this process in a timely manner.
- Manages all guest concerns in a considerate, professional and positive manner by showing empathy and listening actively.
- Takes ownerships and provides timely responses
- Ensures timely clearance of the ship in all ports-of-call and is a driving force to ensure maximum compliance with all internal requirements and external authorities as it relates to guest immigration and clearance.
Visa and Home Affairs Agent
Self Employed
04.2020 - 07.2022
- Provide excellent customer care through advising clients on the application process from beginning to end, completing any relevant forms online, securing appointments and furnishing clients with all that is required for their appointments
- Answer client questions and assist clients with potential problems that arise
- Provide administrative support to Portuguese travelling clients in obtaining successful visas required for travel
- Successfully coordinate and manage tracking progress on visa applications for clients.
- Informed clients of policies and procedures.
- Delivered exceptional customer service by proactively addressing concerns and fostering a positive experience throughout all interactions.
- Consistently met compliance requirements for the agency by promptly completing mandatory continuing education courses and staying current on industry regulations.
Human Resources Manager | Administrative Executive
Hephzizibah Fire Protection CC
01.2017 - 03.2020
- Encouraged a positive work environment by providing open communication channels and support to staff members
- Extended problem resolution skills for all employee warnings and disciplinary hearings
- Coordinated and managed all CCMA cases at the National Labor Department through successful conflict negotiation and mediation applications
- Controlled and maintained all receivable Tax invoice paperwork and communicated effectively with bookkeeper for accurate record-keeping
- Provided administrative and personal support services to the company CEO such as travel arrangements, flight and accommodation bookings
- Assisted Site managers and supervisors with planning effective work schedules for employees as well as creating effective time attendance schedules
- Ensured confidentiality while managing safety file
- Performed accurate review and controlling procedures for adding employees to the ERS Biometric machine
- Reviewed and submitted new contracts of all staff members to relevant filing systems
- Successful supervision of all office staff members
- Provided assistance to all clients telephonically and in person in a friendly and efficient manner
- Maintained and built professional relationships with clients through efficient customer service and professionalism at all times
- Maintained positive relationships with suppliers and vendors
- Ordered materials and machinery for sites as requested
- Managed monthly expenses for the CEO.
Visa Agent | Administrative Assistant
OS Migration
08.2016 - 05.2017
- Liaised with clients through effective communication methods to ensure all correct documentation is provided
- Ensured upkeep of positive client relationships
- Handled customer care queries and provided assistance with customer complaints
- Prepared and screened required documentation for various visa applications
- Processed daily visa applications via the online portal for each embassy
- Weekly travelling for collection of police clearances and DIRCO's
- Processed daily submissions with clients at VFS
- Tracked applications for clients
- Managed internet café when manager was out of office
- Processed invoices and completed daily administrative tasks such as filing, emails and stock take.
- De-escalated and resolved customer complaints with punctual, polite and professional service.
- Delivered exceptional customer service by proactively addressing concerns and fostering a positive experience throughout all interactions.
Sales Executive | Administrative Assistant
Elim International Enterprises
03.2015 - 06.2016
- Maintained professional relationships with existing clients to ensure repeat business
- Visited existing client shops to maintain positive relationships
- Effectively handled customer care queries and effectively solved customer complaints
- Extended extensive customer care to new prospective clients entering the store daily
- Stock take food products as required
- Assisted with stock deliveries when required
- Sorting and filing Tax invoices
- Processed invoices and inputted date on Pastel Accounting Software, and maintained customers' and suppliers' detailed ledgers for any outstanding invoices
- Compiled invoices and quotes for customers.
Administrative Assistant - Repackaging
Silveray Stationery Company
02.2015 - 03.2015
- Provided input and attended daily staff meetings
- Item checking from accounts receivables and scanning items into correct bin shelves
- Re-packaged items with new barcodes and labels
- Maintained warehouse stock taking
- Gained learning functions from each department.
Manager | Driver
Silverlight Treasure
02.2013 - 03.2014
- Cultivated and maintained positive relationships with new and potential clients
- Provided excellent customer service in face-to-face client interactions
- Maintained positive relationships with suppliers
- Managed daily stock take of store beauty products
- Provided administrative support duties such as emailing, filing, month-to-month expense tracking
- Collected stock as required and delivered stock to various salons.
Site Supervisor
Golden Work Fire Protection CC
01.2012 - 03.2012
- Supervised staff on site to ensure compliance to work procedures and safe working environments
- Managing staff schedules to ensure work is completed on time
- Management of material stock and usage
- Processed purchase orders.
- Trained new team members on site policies and procedures.
- Maintained records and logs of work performed and materials and equipment used.
- Worked with personnel and managers to meet strict timelines.
- Oversaw personnel safety and efforts at work site.
- Supervised material usage and contractor man-hours to keep projects in line with budgetary restrictions.
- Provided clear communication to team members regarding goals, expectations, and individual responsibilities within the project scope.
Store Manager (PROMOTION)
Pick N Pay
03.2011 - 12.2011
- Provided effective management and support to staff team
- Created effective schedules for staff and store duty outlines
- Assisted with floor duties including item scanning, end-of-day labelling, isle organizing
- Handled shelf packers and scheduled their daily duties
- Printed emails daily and attending to recipients
- Stock take and replenishment of shelves
- Drew up daily reports to CEO
- Ad-hoc switchboard management
- Handled customer relations and effectively solved customer complaints
- Price management -SA and managed promotions (new and weekly).
Receiver
Pick N Pay
09.2010 - 02.2011
- Worked collaboratively with team members to ensure smooth running of operations
- Performed administrative duties such as data capturing, invoicing, Sorting P
- O and scanning returns
- Working on SAP system
- Daily stock check.
Education
High School Diploma -
The Hill High
Johannesburg South Africa01.2009
Skills
- Administrative Support
- Office Management
- Customer Relations
- Documentation and control
- Document Control
- Document Preparation
- Relationship Building
- Customer Service
- Office Administration
- Document preparation
- Administrative support
- Document control
- Customer service
Contact
Johannesburg, South Africa 2197
Certification
COMPLETED CERTIFICATES
- GSNL (GETTING STARTED AS A NEW LEADER)
- ALPS
- T3 (COMMUNICATION & FASILITATION SKILLS)
Languages
English
Full Professional
Portuguese
Elementary
Timeline
Guest Administration Officer
Royal Caribbean International
07.2022 - Current
Visa and Home Affairs Agent
Self Employed
04.2020 - 07.2022
Human Resources Manager | Administrative Executive
Hephzizibah Fire Protection CC
01.2017 - 03.2020
Visa Agent | Administrative Assistant
OS Migration
08.2016 - 05.2017
Sales Executive | Administrative Assistant
Elim International Enterprises
03.2015 - 06.2016
Administrative Assistant - Repackaging
Silveray Stationery Company
02.2015 - 03.2015
Manager | Driver
Silverlight Treasure
02.2013 - 03.2014
Site Supervisor
Golden Work Fire Protection CC
01.2012 - 03.2012
Store Manager (PROMOTION)
Pick N Pay
03.2011 - 12.2011
Receiver
Pick N Pay
09.2010 - 02.2011
High School Diploma -
The Hill High
COMPLETED CERTIFICATES
- GSNL (GETTING STARTED AS A NEW LEADER)
- ALPS
- T3 (COMMUNICATION & FASILITATION SKILLS)
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