Glaiza Alvarez Rivera

• Managed filing systems for electronic and hard copy documents to keep organized records.
• Maintained master schedule and set up appointments.
• Oversaw technical, operational, clerical and customer service support activities.
• Entered data, generated reports and produced tracking documents.
• Interpreted management directives to define and document administrative staff processes.
• Entered and maintained departmental records in company database.
• Helped employees with day-to-day work and complex problems by applying motivational and analytical strategies.
• Maintained accurate, current and compliant financial records by monitoring and addressing variances.
• Aided colleagues, managers and customers through regular communication and assistance.
• Managed office activities by maintaining communication between clients, tracking records and filing all documents.
• Gathered and organized materials to support operations.
• Controlled expenditures and worked with accounting department to manage budgets.
• Prepared reports to assist business leaders with key decision making and strategic operational planning.
• Received and responded to customer requests via letters, emails, telephone calls and in-person interactions.
• Drove workflow efficiency by streamlining processes and driving improvements.
• Developed revisions for systems and procedures by evaluating operational practices and identifying improvement opportunities.

ALMANA REFRESHMENT/ PIONEER TRADING DEPARTMENT

• Research and evaluate potential vendors and suppliers  Request quotes and compare prices for maximum ROI
• Estimate and establish cost parameters and budgets for purchases Create and maintain good relationships with vendors and suppliers Negotiate appropriate contracts for pricing and supply
• Examine and review products and supplies to ensure quality
• Track incoming inventory, delivery arrival time, and note actual arrival time.
• Organize and update database of suppliers, delivery times, invoices, and quantity of supplies .
• Work with team members, supervisors, and purchasing manager to develop future purchasing plans and source potential relationships with vendors.
• Analyze potential vendors and suppliers for future project needs  Ensure all deliveries contain all goods requested
• Collaborate with financial team members on contracts, invoicing, and other financial matters.

ALMANA COMPUTER SERVICES DEPARTMENT

• Provide secretarial support to the General Manager by encoding correspondences, reports & documents, handling or screening of incoming calls and random visitors, setting meeting with various department, etc.,.
• Make follow-ups to different departments, company, person any pending documents as requested by the General Manager including the status thereof.
• Coordinate with Administration, arrangements & follow up as per instruction of the General Manager.
• Manage all inward and outward correspondence of the General Manager’s Office in order to ensure timely and accurate receipt and dispatch of the same.
• Set-up and maintain General Manager’s Office correspondence files and ensure safe custody and confidentiality.
• Compile daily E-Mails received in company ID and submit summary report to General Manager.
• Collect reports from various departments; submit consolidated reports to the General Manager.
• Prioritize & follow through on issues and concerns, including those of a sensitive or confidential nature.
• Preparing, submitting and modifying the Attendance/Leave Application of the employee to the system.
• Coordinating to HR department on issues and concerns.
• Preparing and Submitting Guarantee Request/Tender Bond.
• Preparing/Arranging all the approved Service Request.
• Answering calls, taking messages and handling correspondence.
• Maintaining diaries and arranging appointments.
• Typing, preparing and collating reports.
• Filing.
• Managing databases.
• Prioritizing workloads.
• Implementing new procedures and administrative systems.
• Coordinating mail-shots and similar publicity tasks.
• Acting as a receptionist and/or meeting and greeting clients.

• Reports to Department Administrator or Facilities Operations Manager.
• Coordinates building services and systems, (such as HVAC and MEP), for the smooth operation of a building.
• Interacts with building occupants resolving day to day maintenance problems.
• Preparing document for Move In/ Preparing document for Move out.
• Monitoring of the status of vacant apartment.
• Assisting clients and agents for vacant apartment.
• Answering calls, taking messages and handling correspondence.
• Maintaining diaries and arranging appointments.
• Typing, preparing and collating reports.
• Filing.
• Organizing and servicing meetings.
• Prioritizing workloads.
• Implementing new procedures and administrative systems.
• Liaising with relevant organizations and clients.
• Coordinating mail-shots and similar publicity tasks.
• Logging or processing bills or expenses.
• Acting as a receptionist and/or meeting and greeting clients.
• Manage building and equipment maintenance schedules, test building security systems and prepare for emergencies by creating action plans.
• Schedule preventative maintenance, respond to urgent maintenance calls and participate in the creation of emergency preparedness plans.
• Keep the office supply and kitchen areas stocked.

• Coordinate all activities related to the Document Control procedure.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Makes sure that controlled copies of latest approved documents are given to the appropriate staff.
• Maintain updated records of all approved documents and their distribution clearly.
• Maintain the documents in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Maintain the files and control logs as required by the project.

• Responsible for reporting to the head of HR department on issues such as improving the hiring process, interviewing candidates, and how to further cement the relationship between the company and its employees.
• Also in involved in writing job descriptions, advertising vacancies and screening applicants.
• Provide administrative support to Human Resources department of the organization.
• Establish and post job adverts on job search websites.
• Schedule and organize interviews with suitable candidates.
• Prepare necessary documents, job description, screen tests and interview questions for the organization.
• Communicate requirements and duties to prospective candidates.
• Assist recruitment specialist in screening eligible candidates.
• Maintain good relationship with all candidates, employees and corporate clients.
• Keep records of candidate interviews and report them to recruitment managers.
• Participate at recruiting events when the manager cannot attend.
• Maintain the internal CV-s database.

• Control all aspects of project documentation on multiple simultaneous projects, utilizing various control methods/systems.
• Prepare, operate and update Document Control Procedures in line with the Company’s.
• Document Management System.
• Ensure proper document control support is given to each project.
• Produce and maintain Document Progress Reports to Project Managers.
• Ensure all documentation provided is as per Client quality formatting requirements.
• Formatting may include correcting templates, fonts and style, pagination and numbering and other activities that may be required to achieve a client’s documentation requirements.
• Create Document Control and correspondence folders for individual projects.
• Work in strict co-operation with the Project Manager to ensure project progress status integration.
• Ensure all templates used with the department conform to the Company standard.

• Dealing with bookings by phone, e-mail, letter, fax or face-to-face completing procedures when guests arrive and leave.
• Choosing rooms and handing out keys.
• Preparing bills and taking payments.
• Taking and passing on messages to guests.
• Dealing with special requests from guests (like booking theatre tickets or storing valuable items).
• Answering questions about what the hotel offers and the surrounding area.
• Dealing with complaints or problems.