Gemma B. Kalaw

Gemma B Kalaw | Office Manager Dubai, UAE Mobile: - Email:- Professional Profile ‘A Certified Office Manager and Certified HR Manager with over 10 years’ experience in handling all aspects of administrative operations, with profound knowledge of administration, customer service and human resource duties’ Highly skilled in the provision of high-level executive support and in the management of high performing clerical teams to ensure that all aspects of office administration are carried out effectively against demanding resource and time constraints. Demonstrates the proven ability to build productive relationships with customers, suppliers and external departments. Experienced in office management with focus on diary and email management, IT issues, office maintenance, HR operations, and the enforcement of office standards to drive performance improvements and efficiencies. Areas of Expertise • • • Administrative Operations Secretarial Support Customer Engagement • • • Office Management Customer Service IT Skills • • • HR administration Staff / Team Management Payroll processing Career Summary December 18, 2016 – Present Miclyn Express Offshore Office Manager Outline Led the administration department, compromising of 5 members to ensure that all aspects of office and HR administration are carried out effectively. Reports to the General Manager. Key Responsibilities • In-charge of full HR spectrum (e.g. onboarding, off-boarding, applicant interviews, HR file management, company policy creation and implementation, letter issuance, leave management, employee engagement, team building, trainings, etc.) • Prepare yearly administrative budget based on company requirements/plan • Prepare monthly payroll/gratuity and system entry • Responsible for general office management (e.g. office renovation, maintenance, supplies replenishment, stock control, utility bills payment) • Responsible for effective asset management (e.g. employee phones, laptop, keys, devices, etc.) • Follow up / generate vendor recurring invoices • Ensure that the office runs smoothly and that all members comply with the company policies • • • • • • Manage employee travels and visa requirements In charge of organizational renewals (e.g. license, lease, medical and office insurance, employee contracts, visa, company vehicle, parking, mobile plan, employee accommodation, etc) Answer employees’ queries about HR-related issues and guide employees for any employment dispute Contact and corporate document management Responsible for company business compliance with relevant rules and regulations Provides Administrative support to the General Manager Key Achievements • Successfully set-up and established the office including managing all aspects of leasing, contracts, maintenance and fit out. Established environmentally conscious workplace by reducing paper and plastic consumption. March 1, 2013 – March 31, 2016 Petronas Technical Services Sdn. Bhd. Admin. Executive Outline Worked within a team of 3 to ensure the efficient execution of all administrative and office function. Reported to Business Development Manager. Key responsibilities • Develop and maintain office database and filling system • Ensured the secure upkeep of personal data and collaborated with accountants concerning payroll • Event management, organizing meetings, conferences, making travel arrangements and hotel reservations • Handles admin-related tasks in line with DMCC rules & regulations/procedures • Provide corporate services and support operations in Iraq. Preparing Service Proposals, Service requests and their approvals. Preparation of invoices for the existing work orders. Issues service completion form upon completion the project. • Coordinate with various departments between KL office and Iraq campsite • Collect and manages employee monthly timesheets and prepare billing advise that serves as the invoice attachment. • Planning and preparing monthly reports • Performs other duties as assigned January 1, 2010 – October 31, 2011 WTS Energy DMCC Promoted: Administrative Operations Officer Outline Supervise, develop, execute, administer and follow up activities of candidates’ mobilization and demobilization process; reported to Operations Manager. Key Responsibilities Operations • Onboarding of new hires • Ensure completion of new hire checklist • Processes confirmation receipts of new hires upon satisfactory completion of all onboarding documentation • Manage and handle all requests from current consultants, with systematic approach • Regularly review, evaluate, discuss and present progress to General Manager Contracts • Contract administration / contract preparation / contract amendments / contract end confirmation • Managing internal and external authorization of contract related documents • Submission of change orders to Finance Travel & Logistics • Arranging/coordinating/booking of travel requirements of consultants • Arranging/coordinating of visa/work permits for consultants • Obtaining and recording of knowledge in the field of travel/visa/work permits • Coordinating with facilities (car, house, insurances) for consultants • Managing outsourced activities in good and timely manner January 24, 2008 – January 1, 2010 Worldwideworker Emirates Receptionist Secretary Outline Manage the front desk on a daily basis. Perform variety of administrative and clerical tasks. Reported to Business Development Manager. Education & Professional Certificates Diploma Computer System Design & Programming AMA Computer College, Manila, Philippines Certificate Certified Office Administration Certified Office Manager Certified Human Resources Professional Certified Human Resources Manager Seminars & Training Attended Integrated Management System Training – Dubai, UAE, 30 Jan 2020 UAE Labour Law Workshop – Dubai, UAE, 20 May 2017 Environment Awareness – Dubai, UAE, 3 February 2019 Basic Safety Training – Dubai, UAE, 14 may 2019 References are available on request