Abeer Al Batayneh
Administration Manager
Amman
Summary
Well-qualified Administration Specialist with proven success in improving operations and solving problems. Highly proficient in building lasting relationships with key decision makers, customers and team members to further company goals. Ready to leverage training and experience to take on new professional challenges.
Overview
14
14
years of professional experience
3
3
Languages
Work History
MENA REGION - Administration & HR Manager
HM CLAUSE
04.2023 - 4 2024
- Recruitment and Selection: Developing and implementing recruitment strategies to attract top talent
- Conducting interviews, screening resumes, and coordinating the hiring process
- Negotiating employment offers and managing the onboarding process
- Employee Relations: Serving as a primary point of contact for employee inquiries and concerns
- Resolving conflicts and addressing grievances in a fair and timely manner
- Implementing employee engagement initiatives to foster a positive work culture
- Policy Development and Compliance: Developing and updating HR policies and procedures in compliance with labor laws and regulations
- Ensuring adherence to company policies and procedures through effective communication and training
- Conducting regular audits to assess compliance and mitigate risks
- Performance Management: Developing and implementing performance appraisal systems to evaluate employee performance
- Providing coaching and feedback to employees to support their professional development
- Identifying training needs and coordinating training programs to enhance employee skills
- Compensation and Benefits Administration: Administering employee compensation and benefits programs, including payroll processing
- Conducting salary benchmarking and analysis to ensure competitive compensation packages
- Managing employee benefits enrollment and assisting with benefits inquiries
- HR Administration: Maintaining accurate employee records and ensuring data confidentiality
- Managing HRIS (Human Resources Information System) and other HR software systems
- Generating HR reports and analytics to support decision-making processes
- Legal Compliance: Staying up-to-date with employment laws and regulations to ensure compliance
- Advising management on legal implications of HR decisions and actions
- Representing the company in legal proceedings related to HR matters
- Training and Development: Identifying training needs and developing training programs to enhance employee skills
- Coordinating employee development initiatives, including workshops and seminars
- Evaluating training effectiveness and making recommendations for improvement
- Health and Safety: Ensuring compliance with health and safety regulations in the workplace
- Conducting risk assessments and implementing safety measures to prevent accidents
- Facilitating employee wellness programs to promote a healthy work environment
- Strategic Planning: Collaborating with senior management to align HR strategies with organizational goals
- Participating in strategic planning sessions to provide HR insights and recommendations
- Developing long-term HR plans to support business growth and sustainability.
- Coordinated company-wide training programs to enhance workforce skills and promote professional growth.
- Implemented customized performance management systems, providing ongoing feedback and development opportunities for employees.
- Spearheaded successful recruitment campaigns, attracting top-tier talent to fill key company positions.
- Collaborated with executive leadership to align HR initiatives with overall business goals and objectives.
- Facilitated open communication channels between employees and management by conducting regular town hall meetings or roundtable discussions.
- Streamlined HR processes for increased efficiency, reducing paperwork and manual tasks through automation.
- Championed employee wellness initiatives to improve job satisfaction and reduce absenteeism.
- Enhanced employee retention by implementing effective talent management strategies and fostering a positive work environment.
- Provided expert guidance on labor laws and regulations, mitigating legal risks for the organization.
- Reduced time-to-hire metrics by optimizing recruiting processes, utilizing technology, and streamlining candidate screening methods.
- Organized and led staff orientation programs and training to promote collaboration.
- Facilitated onboarding sessions and on-the-job training for new hires, bolstering employee job position knowledge and skillset.
- Maintained company compliance with local, state, and federal laws, in addition to established organizational standards.
- Maintained payroll and benefits for employees in various locations and diminished financial discrepancies through expert program management.
- Processed employee claims involving performance issues and harassment.
- Maintained human resources regulatory compliance with local, state and federal laws.
- Liaised between multiple business divisions to improve communications.
- Utilized compliance tools, corrective actions and identification of deficiencies to mitigate audit risks.
- Structured compensation and benefits according to market conditions and budget demands.
- Distributed employee engagement surveys to identify areas of improvement.
- Updated training processes by reviewing existing documentation, leveraging feedback from associates and working with legal and compliance teams.
- Fostered positive work environment through comprehensive employee relations program.
- Worked with managers to achieve compliance with organizational policies, providing clarifying information and recommending necessary changes.
- Collaborated with legal and compliance teams to review paperwork, obtain feedback, and procure available information for new training processes.
- Developed comprehensive process for new hires and reviewed new hire productivity, optimizing onboarding effectiveness.
- Created and implemented forward-thinking initiatives to improve employee engagement.
Administration Manager & CCO Executive Assistant
Airport International Group
05.2018 - 07.2022
- Administrative Manager & Executive Assistant to CCO- Commercial Route & Real Estate Development Division: Responsible for newcomers and arranging induction schedules
- Cooperating, coordinating, and communicating with several Airport Divisions
- Setting & Implementing Administration processes and procedures
- Supervising the Division’s logistics and transportation, and tracking vehicles maintenance
- Managing the Administration team & facilitating the required training
- Responsible for the annual administration structure review
- CRM Administration and data entry
- SharePoint Administration, responsible for uploading and sharing documents
- Preparing quotations and offers
- Preparing and renewing contracts including supplemental agreements
- Handling ticket booking, main contact for travel agencies
- Managing the Administration Budget, aligning with budget lines, and cost efficiency
- Responsible for the Division’s purchases (canteen supplies, stationery, furniture, & appliances)
- Responsible for maintaining the Division’s well-appearance, cleanliness, and maintenance aligning with policies and safety requirements, as well as additional seasonal decorations (Christmas, Ramadan, easter)
- Etc
- Implementing administration initiatives and projects
- Organizing annual Division events, meetings, training, tender biddings, pre-proposal meetings, and tender awarding ceremonies
- Producing documents, circulars, and formal letters addressed to formal bodies and Airport Divisions, concessioners, and tenants
- Writing and distributing memos, circulars, letters, and other information, etc
- Handling all Business Development documents by maintaining high confidentiality of tendering practices and processes
- Maintaining the utmost confidentiality and discretion when handling business affairs and confidential documents
- Managing tracking, and following-up on the letters process of the Division (for incoming and outgoing letters), as well as setting deadlines and reminders
- Effectively control contracts in terms of tracking, deadlines, contracts’ expiry dates and process, Sending deadlines reminders ahead of time for team members to follow on pending issues
- Supervising the Division’s Administrative matters (Contracts and amendments – letters responses)
- Responsible for the Division’s filing and documents library (Hard copies and E-Filing)
- Creating a well-easy-to-access archive (hard and soft copies)
- Translating incoming letters, documents, and articles by request filings and keeping all confidential information
- Responsible for issuing the Commercial events calendar throughout the year
- Responsible for arranging the required training for team members
- Managing projects as assigned by different departments.
- Enhanced staff performance through comprehensive training programs and regular performance evaluations, leading to a more skilled and motivated team.
- Conducted regular audits of internal processes to identify areas for improvement and implement corrective measures promptly.
- Managed budgets and financial reporting, enabling effective allocation of resources and timely identification of potential cost savings.
- Promoted a positive workplace culture by addressing employee concerns promptly and implementing initiatives aimed at boosting morale and job satisfaction.
- Developed effective filing systems that streamlined document retrieval, increasing efficiency within the workplace.
- Spearheaded the transition to digital record-keeping, ensuring accurate and easily accessible information for improved decisionmaking.
- Organized corporate events such as conferences and workshops that fostered professional development among staff members.
- Supervised a team of administrative professionals, providing guidance, support, and constructive feedback to ensure high-quality service delivery.
- Streamlined office processes by implementing efficient administrative systems, resulting in increased productivity and reduced operational costs.
- Facilitated the hiring process by working closely with HR in candidate screening, interviewing, and onboarding new administrative staff members.
- Coordinated complex schedules for senior management, optimizing time usage for maximum efficiency and productivity.
- Maintained up-to-date knowledge of industry best practices in administration management through continuous learning opportunities, ensuring a competitive edge in service provision.
- Facilitated interdepartmental communication by organizing regular meetings, fostering collaboration and cohesive decision-making across the organization.
- Optimized resource utilization by efficiently allocating personnel, equipment, and facilities to meet organizational needs.
- Oversaw facilities management tasks such as maintenance requests and space planning initiatives to create a conducive work environment for employees.
- Ensured compliance with relevant laws regulations by developing robust policies procedures governing administrative operations within the company.
- Implemented stringent data protection policies to safeguard sensitive company information from unauthorized access or loss.
- Liaised with external stakeholders including clients, suppliers, and regulatory bodies to maintain strong working relationships beneficial to the organization''s success.
- Collaborated with leaders from other departments to achieve consistent processes and maximize efficiency of resources.
- Prepared comprehensive reports on departmental performance for senior management, enabling informed decision-making and strategic planning efforts.
- Learned and applied preferred systems for scheduling, purchasing, and problem-solving.
- Supervised hiring processes and vendor relationships to maintain smooth operations for company.
- Oversaw corporate events designed to connect and support employees at work and outside of work.
- Built excellent employee experience through culture of service and execution of employee assistance programs.
- Reduced employee turnover through employee development and other retention measures.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Trained employees in company and regulatory compliance requirements to promote conformance.
- Developed and implemented improved filing systems for enhanced order and accuracy.
- Verified customer information for orderly, up-to-date online systems.
- Interviewed, recruited and onboarded new staff for high-performing administration teams.
- Analyzed data related to administrative costs and spending trends to prepare budgets for personnel.
- Coordinated customer, vendor and stakeholder relations for smooth communication flows.
- Greeted visitors, employees and clients politely and professionally for excellent reception service.
- Streamlined and improved administrative operations by identifying automation opportunities.
- Cultivated strong relationships with vendors and partners supporting administrative operations.
- Created reports, presentations and other materials for executive staff.
- Met department budgets by monitoring and reporting on office expenses.
- Communicated corporate objectives to various divisions to meet deadlines and adhere to company budgets.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures.
- Analyzed and solved multi-faceted problems that effected executive leaders and business initiatives.
- Identified opportunities to streamline processes and improve office operations and efficiency.
- Improved customer satisfaction scores through application of superior conflict resolution and problem-solving skills.
- Created organized filing system to manage department documents.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Developed internal requirements and standards to minimize regulatory risks and liability across programs.
- Organized and updated databases, records and other information resources.
- Implemented project management techniques to overcome obstacles and increase team productivity.
- Maintained primary relationship accountability for clients, overall servicing responsibility and client satisfaction to maximize profitability of client relationships.
- Coordinated office events, seminars and meetings for staff and clients.
- Built highly-efficient administrative team through ongoing coaching and professional development opportunities.
- Improved office operations by automating client correspondence, record tracking and data communications.
- Optimized organizational systems for payment collections, AP/AR, deposits, and recordkeeping.
- Developed comprehensive reporting structures that enabled data-driven decision making at various organizational levels.
- Optimized internal workflows to reduce operational costs, reallocating resources towards growth initiatives.
- Spearheaded process improvements aimed at reducing overhead costs while maintaining excellent service delivery standards.
- Managed cross-functional teams to deliver projects on time and within budget, ensuring high-quality results.
- Collaborated with cross-departmental stakeholders for the development of strategic plans aligned with company objectives.
- Oversaw the development of marketing campaigns to increase brand awareness and drive customer engagement.
- Revamped customer feedback processes, enabling prompt response times and improved issue resolution rates.
- Championed innovative solutions that led to increased customer satisfaction levels across multiple channels.
- Enhanced customer satisfaction by implementing effective communication strategies and resolving issues promptly.
- Reduced churn rate with targeted retention initiatives focused on improving customer experience.
- Drove continuous improvement efforts by analyzing performance metrics and identifying areas for optimization.
- Established a culture of excellence in customer service by setting clear expectations and providing ongoing support to staff members.
- Built productive relationships with industry partners and competitors to support strategic business objectives.
- Founded performance- and merit-based evaluation system to assess staff performance.
- Cultivated company-wide culture of innovation and collaboration.
- Initiated strategy to drive company growth and increase market share and profitability.
- Communicated business performance, forecasts and strategies to investors and shareholders.
- Represented organization at industry conferences and events.
- Oversaw business-wide changes to modernize procedures and organization.
- Established and maintained strong relationships with customers, vendors and strategic partners.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Improved office efficiency by implementing new filing systems and document management processes.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Assisted in the development of company policies and procedures, contributing to a more organized work environment.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Organized and coordinated conferences and monthly meetings.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Used advanced software to prepare documents, reports, and presentations.
- Wrote reports, executive summaries and newsletters.
- Updated and maintained confidential databases and records.
- Took notes and dictation at meetings.
- Filed paperwork and organized computer-based information.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Created and managed office systems to efficiently deal with documentation.
- Coordinated events and worked on ad hoc projects.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Led staff and vendors in providing high level of service for owner and guests.
- Screened personal and business calls and directed to appropriate party.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
Executive Assistant to DOO- Levant
InterContinental Hotels Group
01.2017 - 04.2018
- Office Manager & Executive Assistant to IHG Director of Operations (DOO) – Levant Region: Organizing meetings and online conferences and ensuring that DOO is well prepared for them
- Cooperating, coordinating, and communicating with Levant hotels General Managers
- (13 Hotels within the Middle East) Collecting information from Levant GMs
- Minutes Taker & member of all InterContinental Jordan Committees
- Control and analyze departmental costs to ensure performance against budget; implementing corrective measures where necessary to produce positive business results
- Effectively manage staffing costs by preparing efficient work schedules in line with legal requirements
- Preparing monthly operational results for meetings with other hotels
- Maintaining a comprehensive, current, and guest-focused set of departmental standards and procedures and overseeing their implementations
- Ensuring training needs analysis of departmental staff is carried out and training programs are designed and implemented to meet needs
- Maintaining training records for all direct reports and ensuring they do the same for their staff
- Conducting probation and formal performance appraisal in line with company guidelines
- Coaching, counseling, and disciplining staff, providing constructive feedback to enhance performance
- Approving leave requests after considering peaks and troughs in the business (GMs and Department Heads)
- Regularly communicate with staff to maintain good relations
- Reports directly to and communicates with General Manager on all administrative matters
- Maintaining the utmost confidentiality and discretion when handling business affairs
- Cooperating, coordinating, and communicating with Department Heads and other inter-departmental secretaries as appropriate
- Supervising the work of the Executive Office staff (coordinators, Messengers, Drivers)
- Day-to-day secretarial work that includes typing, filing, faxes, telephone, and writing official letters
- Distributing memos, letters, and other information, etc
- Arranging internal/external appointments
- Translating incoming letters, documents, and articles by request
- Storing and keeping all confidential information
- Taking minutes of morning briefings /Department Heads /ExCom meetings as requested & distributing
- Handling general inquiries
- Opening and sorting mail access to DOO
- Maintaining confidentiality at all times on all matters.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Handled payroll processing tasks accurately while maintaining strict adherence to deadlines for timely payments.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Implemented time-saving solutions that significantly reduced meeting preparation times through efficient resource allocation.
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Improved office efficiency by implementing new filing systems and document management processes.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Organized and coordinated conferences and monthly meetings.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Developed and maintained automated alert systems for important deadlines.
- Used advanced software to prepare documents, reports, and presentations.
- Took notes and dictation at meetings.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Wrote reports, executive summaries and newsletters.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Worked with senior management to initiate new projects and assist in various processes.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Updated and maintained confidential databases and records.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Led staff and vendors in providing high level of service for owner and guests.
- Created and managed office systems to efficiently deal with documentation.
- Volunteered to help with special projects of varying degrees of complexity.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Coordinated events and worked on ad hoc projects.
- Used QuickBooks to produce monthly invoices, reports, and other deliverables.
Office Manager and EA to the Managing Director
Total Energies
10.2013 - 12.2016
- Office Manager & Executive Assistant to the Managing Director: Organizing meetings and ensuring that MD is well prepared for them
- Preparing a year in-advance meetings and committees’ calendar for the Managing Director and Head of Departments
- Producing documents, briefing papers, reports, presentations, agendas, and minutes of meetings in addition to other confidential documents
- Writing the Managing Director speeches for internal and external events
- Official letters correspondence in English & Arabic
- Writing and editing Flash News and press releases
- Holding the Employee’s Internal- News Letter, writing articles, and editing
- Translating confidential documents and articles from Arabic to English and vice versa
- Keeping and filing all documentation in line with their confidentiality
- Preparing monthly highlights for Paris Head Office
- Screening telephone calls, faxes, and e-mails and handling them adequately
- Following up on all documents actions, and questions asked by the Managing Director to all divisions
- Managing a team of (1 driver, 2 office clerks)
- Hosting Arrangements for incoming visitors (Hotel bookings, visit programs, transportation)
- Supporting the HR department in many tasks
- (HR & sustainable development admin)
- Arranging all meetings, conferences, and training and managing their expenses
- Planning and managing all events (internal & external occasions) setup, theme, catering, and giveaways
- Managing Total Cafeteria (setting daily menu and contacting suppliers)
- Hotels’ main contact person at Total Jordan, responsible for getting offers and corporate rate agreements
- Member of TJ CMC (Crisis Management Cell), taking the role of Historian
- Booking flight tickets as needed & getting deals from travel agencies
- Creating purchase orders through the Ariba system
- Supporting the Procurement department in getting new tenders and suppliers within the field of expertise in the local market (Travel agencies, hotels, catering companies, & stationery shops).
- Supported department heads in accomplishing their goals through diligent administrative assistance such as report generation and data entry.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Optimized workspace usage by reorganizing floor plans according to team needs and office layout constraints.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Facilitated smooth communication between departments, addressing concerns promptly to maintain harmonious work relationships.
- Cultivated positive rapport with fellow employees to boost company morale and promote employee retention.
- Established performance goals for employees and provided feedback on methods for reaching those milestones.
- Developed detailed plans based on broad guidance and direction.
- Assisted in organizing and overseeing assignments to drive operational excellence.
- Leveraged data and analytics to make informed decisions and drive business improvements.
- Controlled resources and assets for department activities to comply with industry standards and government regulations.
- Evaluated employee performance and conveyed constructive feedback to improve skills.
- Managed compliance to keep organization operating within legal and regulatory guidelines.
Senior Human Resources & Administration Supervisor
Nabors Drilling International II Limited.
08.2012 - 09.2013
- Petty cash holder, managing all office expenses, stationery orders, and paying utility bills
- Facilitated effective collaboration among team members by creating a supportive work environment that encouraged open communication.
- Served as a primary point of contact for external stakeholders, fostering strong relationships with clients and vendors.
- Optimized resource allocation by tracking inventory levels closely monitoring usage trends proactively adjusting order quantities accordingly.
- Enhanced team productivity by establishing clear goals, expectations, and performance metrics for staff members.
- Developed comprehensive training programs for new hires, ensuring seamless integration into the team and consistent service quality.
- Managed daily operations of the department, delegating tasks appropriately and monitoring progress to ensure timely completion.
- Balanced competing priorities effectively while overseeing multiple projects simultaneously to meet tight deadlines.
- Boosted employee morale implementing regular team-building activities fostering a strong sense of camaraderie among staff members.
- Coordinated cross-departmental initiatives to enhance communication between teams and increase overall company effectiveness.
- Nabors travel & hotel bookings contact person (Booking Expat’s flight’s medical tests, training, and hotel accommodations according to crew rotational schedule) as well as (meetings, training, and organizing events)
- Hotels’ main contact person at Nabors, responsible for getting offers and corporate rate agreements
- Arranging all meetings, training, and internal & external events
- Issuing the daily & weekly warden (created Nabors Jordan warden)
- Nabors main Fire warden; responsible for emergency and fire evacuation
- Managing a team of 4 (2 drivers, social security representative, & office clerk)
- Handling expatriate paperwork, responsible for obtaining and renewing work permits and residencies
- Follow up on annual medical tests, filing, and keeping records
- Follow up on social security & medical insurance matters
- Handling and obtaining Rig permits through BP & the Military
- Arranging crew rotation schedule
- Handling Headcount reports & time sheets for rotators
- Tracking warning letters, and vacations for employees
- Handling social security and health insurance matters, and filing.
- Championed continuous improvement initiatives that resulted in streamlined workflows and more efficient operations across the board.
- Maintained accurate records of departmental expenses and budget allocations, ensuring financial accountability within the team.
- Resolved personnel issues through mediation efforts, fostering a positive work environment conducive to high performance levels.
- Negotiated contracts with vendors to secure cost-effective services and supplies for the department''s needs.
- Administered payroll processing functions accurately on time every pay period without any discrepancies or delays.
- Implemented policies and procedures that adhered to industry best practices, ensuring compliance with relevant regulations.
- Conducted regular performance reviews for staff members, identifying areas for improvement and providing constructive feedback.
Drilling & Completion Administrative Assistant
British Petroleum
10.2011 - 07.2013
- Drilling & Completion Department Administration Manager: Handling correspondences, official letters, phone calls, travel arrangements, and hotel booking for the wells department
- Organizing the department’s training, courses, and events
- Managing a team of 6 drivers and 2 office clerks
- Handling wells weekly report
- Issuing purchase orders
- D&C Document Controller & responsible for document printing, the library director, filing, and key holder
- Responsible for office PPE, distribution, store key holder, and PPE inventory
- Handling all catering matters and creating a weekly menu
- Key person and main contact for travel agency concerning flight bookings (recording flights and improving cut cost plan)
- Travel coordinator; handling tickets and hotel bookings
- SharePoint (giving access and IDs to other users and responsible for uploading D&C documents).
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Developed comprehensive reports for management by collecting data from various sources, analyzing trends, and presenting actionable insights.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Contributed to cost reduction efforts by identifying opportunities for process improvements and negotiating vendor contracts.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Facilitated collaboration within team by organizing regular meetings and tracking project progress.
- Scheduled office meetings and client appointments for staff teams.
- Negotiated contracts with vendors and suppliers for office supplies, equipment and services.
- Managed department budgets and generated financial reports for management review.
- Volunteered to help with special projects of varying degrees of complexity.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Performed research to collect and record industry data.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Assisted coworkers and staff members with special tasks on daily basis.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Established administrative work procedures to track staff's daily tasks.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Managed filing system, entered data and completed other clerical tasks.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
- Liaised between clients and vendors and maintained effective lines of communication.
- Transcribed and organized information to assist in preparing speeches and presentations.
Purchasing Officer
Mahmoud Shaban & Sons Company
03.2008 - 09.2011
- Purchasing Officer: Opening Letters of Credit through banks
- Creating and renewing contracts
- Preparing bank guarantees
- Handling correspondence with suppliers and traders
- Tracking shipments
- Preparing all necessary documents for customs clearing
- Preparing tender presentations and offers
- Issuing invoices
- Creating purchase orders and requests.
- Coordinated international shipments, ensuring compliance with customs regulations and minimizing shipment delays due to documentation errors.
- Continuously evaluated existing supply chain processes, identifying opportunities for improvement in both efficiency and costeffectiveness.
- Created comprehensive monthly reports on procurement activities, enabling senior management to make informed decisions regarding purchasing strategies.
- Managed supplier contracts to ensure compliance with company policies and legal requirements, safeguarding against potential risks.
- Standardized inventory quarterly reporting and analysis and instituted corrective action for close-outs and out-of-stock items to keep inventory records current.
- Performed monthly reconciliation of open purchasing orders.
- Coordinated paperwork, updated spreadsheets, and maintained permanent records.
- Conducted regular research to identify trends and cost saving opportunities.
Education
Bachelor of Business Administration -
Athabasca University
Athabasca, ABGeneral Arts & Science - undefined
Mohawk College
Hamilton, ONHigh School Diploma - undefined
West Mount High School
Hamilton, ONSkills
Leadership
Communication
Time management
Official Correspondence
Translation
Training & Development
Strategic Planning
Financial Management
Regulatory Compliance
Technology Proficiency
Organizational Skills
Administration
Problem-Solving
Interpersonal Skills
MS OFFICE
Social Media
Google Drive
CRM
UserGems
MenaME
SAP Ariba
Phoenix
Aquarius
Supplier negotiation
Financial Acumen
Demand forecasting
Pricing Strategies
Budget Tracking
Strategic Sourcing
Price Analysis
Purchasing coordination
Supplier Relationship Management
Contract Administration
Deadline Management
Report Preparation
Purchase Order Management
Bid process management
Resourcefulness
Profit and loss understanding
Procurement expertise
Requests for information
Price Negotiation
Bid coordination
Reporting knowledge
Distribution experience
Data analysis understanding
Operations Management
Stakeholder Relations
Program coordination
Account Management
Business Administration
Stakeholder relationship development
Budget Planning
Supplier Relations
Project Management
Compliance Management
Logistics Coordination
Quality assurance standards
Process Development
Inventory Coordination
Document Preparation
Supply Chain Optimization
Documentation requirements
Goal Setting
Inventory management skills
Multitasking Abilities
Written Communication
Problem-solving aptitude
Purchasing
Time Management
Continuous Improvement
Attention to Detail
Effective Communication
Self Motivation
Team building
Adaptability
Reliability
Decision-Making
Time management abilities
Problem-solving abilities
Documentation skills
Excellent Communication
Teamwork and Collaboration
Task Prioritization
Typing Speed
70 words per minute
Personal Information
- Nationality: Jordanian / Canadian
- Marital Status: Single
Volunteer Experience
05/01/01 - 05/02/02, Settlement & Integration Services Organization, Hamilton, ON, Assisting immigrants to settle down in the community., Interviewed clients, conducted assessments, and completed forms., Filing and translating as needed.
Training
- 10/19/19, Airport Non-aeronautical Revenues, Airport Council International ACI, Montreal, QC
- 07/15/15, MOOC Oil & Gas (from Exploration to Distribution), IFP School, Amman, JOR
- 07/14/14, NEBOSH – HSW, Menhaj Academy, Amman, JOR
- 08/12/12 - 10/12/12, Human Resources Specialist, Optimal Academy, Amman, JOR
- 01/12/12, Defensive Driving, Smith System, Amman, JOR
- 06/08/08, ISO 9001:2008 - Quality management systems, SGS, Amman, JOR
Timeline
MENA REGION - Administration & HR Manager
HM CLAUSE
04.2023 - 4 2024
Administration Manager & CCO Executive Assistant
Airport International Group
05.2018 - 07.2022
Executive Assistant to DOO- Levant
InterContinental Hotels Group
01.2017 - 04.2018
Office Manager and EA to the Managing Director
Total Energies
10.2013 - 12.2016
Senior Human Resources & Administration Supervisor
Nabors Drilling International II Limited.
08.2012 - 09.2013
Drilling & Completion Administrative Assistant
British Petroleum
10.2011 - 07.2013
Purchasing Officer
Mahmoud Shaban & Sons Company
03.2008 - 09.2011
Bachelor of Business Administration -
Athabasca University
General Arts & Science - undefined
Mohawk College
High School Diploma - undefined
West Mount High School