Name                        Ruby C Garcia

Nationality                 Filipino

Driver’s License         Qatar and Philippine  Driver’s License

Mobile No:                 +63 9155888021

Ruby has more than 18 years experience working in a fast paced office environment. Seven (7) years of which in GCC particularly in Qatar and Bahrain, remaining years in the Philippines. She has been working closely to the top Executive Management as Office Manager/ Senior Admin / Executive Secretary / Secretary. A well-rounded professional with ability to coordinate and assist variety of administrative works at the same time with an attitude of finishing work on time, a team player, cooperative, trustworthy, hard working and honest.

Her objective is to learn and gain a more challenging role and a rewarding position with an opportunity for growth, advancement and personal improvement.

Summary of Experience

Home Based Job as of November 2016 to present:

Private Tutor:

Tutor 3 children ( 2 child in Grade 2 and 1 child in Grade 3) with their lessons after school. Help them to fully understand their daily lessons and review them with all their subjects every examination. I give them a separate test to enhance more their knowledge and understanding with every subjects.

Seller of Ready To Wear Clothes (Children Clothes and Shoes)- Selling clothes and Shoes to friends, neighbour, relatives and friends of friends. Selling it online thru Facebook.

Motherland Overseas Services WLL – Office Manager/Business Development Executive

(Manpower and Recruitment Agency)

Doha Qatar

November 2015- September 2016

As Busines Development Executive:

v  Prospect for potential new clients by networking, cold calling, advertising and turn this into increased business.

v  Work with team to develop proposals that speaks to the client’s needs, concerns and objectives.

v  Cold call as appropriate within the market area to ensure a robust opportunies in the industry.

v  Set up meetings with the Client’s to discuss company proposals.

v  Handle objections by clarifying, emphasizing agreements and working through  differences to a positive conlcusions.

v  Visits offices and offers company proposals and negotiate appropriately.

v  Prepare business proposal/quotation for client’s approval.

v  Supporting administration department.

v  Sorting of qualified candidate CV’s forward to Client approval.

v  Recording personnel data information.

As Office Manager:

v  Work closely with the Managing Director of the Company by providing full administration  support, manages his calendars and appointments, etc..

v  Manage office staff.

v  Take, type and prepare minutes of meeting.

v  Screens all phone calls, correspondence, including highly confidential information received and submits to MD by prioritizing important matter.

v  Prepare correspondence, Offer Letter and Internal Memo.

v  Makes travel arrangements in a timely effective way, by arranging complex itineraries, venues,visa, etc..

v  Strictly adhere confidentiality in all matters related to work performance and even personal affairs.

v  Implement appropriate filing and record management systems ensuring all the records are current and  eassyly accessible.

v  Liaison officer, to pay for the service bills ie…water and electricity bill and telephone bill.

v  Manages office supply requirements and inventory.

v  Petty Cash Custodian.

v  Supporting all staff as required and needed.

v  Update personnel File.

v  Coordinate with PRO regarding company licenses renewals, visa application, visa renewals, medical schedule and exit visa.

v  Suppporting newly hired employee with regards to their accommodation.

BC Sabano Construction and Supply – Office Manager

Mina Iloilo, Philippines

03 January 2013 – 30 September 2015

v  Directly reporting to the President of the Company.

v  Perform administrative, clerical and secretarial tasks to support the Manager and the staff team of the company.

v  Prepare proposals, quotation, correspondence, memos, reports and assist the manager in preparation of Bid Tender documents.

v  Maintain employees personnel file and records strictly confidential.

v  Monitor employees leave application.

v  Liase to deposit cheque for the company payroll

v  Handles Petty Cash fund

v  Bank relationship management (deposit, encash, LC Opening-Bond opening)

v  Manage, sort and distribute incoming and outgoing documents and handle incoming mails.

v  Arrange meeting and may take minutes if deemed necessary or as per requested.

v  Great/receive all vsitors and customers/suppliers in a courteous, professional manner.

v  Organising office layout and maintaining supplies of stationary and equipment.

v  Review and approve office supply acquisitions.

v  Manage cheque/cash deposit and withdrawals of the company expenses.

v  Prepare construction material quotation and send it by fax or email.

v  Process business permits and licenses of the Company.

v  Liaise to negotiate with the construction supplies prices lists.

v  Responding to customer enquiries and complaints.

v  Make travel & hotel arrangement for the President.

v  In charge for couriers pick up & delivery.

v  Answer telephone queries and direct the call to the person concerned.

v  Maintain a safe and secure working environment.

Management Consultancy Excellence Qatar Ltd.

PO Box 47635, Doha Qatar

2011 August – December 2012 (Senior Administrator)

Duties and Responsibilities Includes:

v  Directly reporting to the Country Manager and Operations Director of Qatar Branch in the

NDIA Site Office.

v  Supporting all the needs of the Senior Management Staff of the 2 companies which currently employs 100+ European staffs.

v  Supporting Senior to Lower management staff and directly coordinating with Dubai HR Manager and UK Offices and other Mace Offices as required.

v  Directly coordinating with the HR Manager of Dubai for the preparation of local employment contract of Qatar Staff, print and directly distribute to the concerned for signature and coordinating with Dubai HR assistant for the required school credentials for authentication.

v  Suporting newly hired employess in terms of temporary accommodation and car rentals and family visa.

v  Skilled in the use of personal computers and related software applications.

v  Strong English communication skills (spoken & written).

v  Ability to select applicants for the administration job, scheduled for interview and prepare recommendation to the Country Manager to hire as such.

v  Assists Project Director and Operations Director in compiling related documents for submission of required documents in the Urban Planning for the approval Engineers qualification as Grade A for the purpose of the Company Registrations for the Private and Local Company. Liase to submit all the required documents in UPDA Office.

v  Projects a positive image of the Company in all dealings with all senior staff, visitors, candidates etc. by being polite, courteous, friendly and patient.

v  Handles personnel file and keeps information strictly confidential.

v  Executes assigned duties with diligence and tact and keeps information strictly confidential.

v  Prepare correspondence as required by the staff; ie.., salary certificate letter/bank letter, memos, liquor license letter, school letter etc….

v  Responding email enquiries of all the staff of the 2 companies.

v  Have strong interpersonal skills and  the ability to build a rapport with individuals at all levels and a personable yet professional communication style.

v  In-charge in booking newly staff accommodation, visitors and Executives, Senior Staff, VIP’s hotel booking and conference, event room booking.

v  Liaison officer to submit documents for the approval of all Engineers in the Urban Planning Qatar, collection of Bid Bond in the bank.

v  Liaise to canvass prices of all the hotel rates and directly deal with them for the Corporates Rates.

v  Responsible for managing PRO activities with regards to the new employees visas, medical schedule, finger print schedule, exit permit, labor card renewals, business license renewals and all related administrative duties when processing of Qatar Residence Visas for the two companies (local and private company).

v  Able to do a multi-task job and prioritize and work load in order to meet the needs of the individual person and the company as well.

v  Ability to gather data, compile information and prepare reports.

v  Ability to maintain up-to-date calendars and schedule appointments for the Country Manager.

v  Screen all calls and visitors and direct them to the person concerned.

Gardiner & Theobald International – Executive Secretary / Document Controller

Doha, Qatar 01 August 2006 – 07 August 2011

Duties and Responsibilities Includes:

v  Maintaining Director’s calendar and appointment and organized day to day activities.

v  Assists in preparation of Tender Bid documents, reports and power point presentation.

v  Provide project support to project team as necessary

v  Assist in the configuration of Microsoft outlook, minor problems of employee’s computer and server.

v  Provide administrative support to all staffs as copying, faxing, binding, scanning, dvd’s/cd’s burning, downloading/uploading large document in the Ftp sites and filing documents in its proper file folder.

v  Type draft proposal letters and memos. Ensure them that proper reference is recorded in the system and copy of which is filed accordingly.

v  Support all the Staff Teams in preparation of documents needed for client’s submission.

v  Coordinating with PRO regarding Employee’s Visa’s/ multi exit renewal.

v  Maintaining/updating Employee’s records.

v  Make travel arrangements and hotel bookings.

v  Handles Petty Cash Fund

v  Liaise to deliver Invoices, collect / en-cash cheque, remitting monthly salary in the bank, deliver proposals to Client, collecting mails in the Post office

v  Order and maintain office supplies and equipment

v  Collecting posts segregate and distribute to the concerned person.

v  Set up filing system; properly monitor incoming and outgoing documents.

v  Arrange post/packages for courier’s pick up.

v  Answering the office telephone system, respond to  request for information and or forward messages to appropriate person concerned.

v  Assists Project Director and Operations Director in compiling related documents for the processing of the Company Registrations.

v  Projects a positive image of the Company in all dealings with all senior staff, visitors, candidate’s etc. by being polite, courteous, friendly and patient.

v  Handles personnel file and keeps information strictly confidential.

v  Executes assigned duties with diligence and tact and keeps information strictly confidential.

v  Prepare correspondence as required by the staff; ie.., salary certificate letter/bank letter, memos, liquor license letter, school letter etc

v  Front office desk, greet visitors and direct them to right person.

v  Perform other duties as and when required

Supporting Post & Pre Contract QS Team, PM & CM (As  Document Controller)

v  Register all incoming project documents, update & encode drawing list register and ensure that all documents and drawings are provided with transmittals.

v  Create document control and correspondence folders for individual projects.

v  Generate and maintain each project master document registration (mdr) updated.

v  Input document data into the standard registers ensuring that all information is accurate and up to date which is saved in the Network Server.

v  Maintain the documents and drawings of each project for easy traceability.

v  Maintain the files and control logs as required by the project.

v  Generate various document control report as required.

v  Make sure that controlled copies of the latest documents and drawings received are given to the appropriate staff.

v  Produce copies of documents either by CD or hard copy to be given to the Client.

v  Encode and check arithmetical figures of Bid Tender Documents

Gardiner & Theobald International…continues

v  Assist Quantity Surveying Team in preparing documents of Bill of Quantities, estimates to be submitted to Client.

v  Amend BOQ’s as required and as instructed by the Head of Pre Contract Department, compile, print and submit amended copies to the Client.

v  Work in strict co-operation with the project team to ensure project progress status integration.

Supporting the Accountant (Reliever)

v  Prepare vouchers and cheque as required and instructed.

v  Liaise to collect cheque and deposit it in the Bank.

v  Inform and release cheques to suppliers, clients.

v  Prepare monthly invoices and update debtors list as per instructed.

Unisphere Holdings Inc. (Philippines) – Executive Secretary

17 May 2001 – 31 July 2006

Duties and Responsibilities:

v  Directly reporting to the office of the President and assist him in a day to day operation of the company.

v  Answering incoming calls respond to and direct request for information and forward messages to concerned person.

v  Screened documents for President’s approval.

v  Prepare Invoices, Delivery Receipts, schedule of delivery and messenger’s schedule.

v  Company key custodian and handles petty cash fund.

v  Prepare memo as directed by immediate superior.

v  Handle’s customer service complaints and schedule of Technician’s route.

v  Encoding service reports and inventories.

v  In-charge in inventories of company’s products and consumables.

v  Handled administrative duties such us record keeping, filing, photo copying, faxing and mailing documents.

v  Follow up collectibles.

v  Take minutes of the meeting, prepare draft and submit to immediate superior.

NE Chemicals Industries, Inc. (Philippines) – General Clerk

4 May 1998 – 5 April 2001

Expert Manpower Corporation (Philippines) – Secretary

01 April 1997 – 30 April 1998

Qualifications / Trainings

●
Bachelor of Science in Elementary Education (Board Passer) – 1995

Central Philippine University – Jaro Iloilo City, Philippines

●
Associate Member of Philippine Institute of Certified Public Accountant (PICPA)- Qatar
●
Airline Ticketing Management & Customer Service – Qatar Aeronautical College
●
Microsoft Office – Mace Computer
●
Basic Arabic Language – Qatar Guest Centre thru Filipino Community Alliance

Skills

Very good communication skills
Proficient in Microsoft Office Applications (Word, Excel, Outlook, Powerpoint etc….) assists troubleshooting of Network problems and Outlook problems
Very good organizational skills
Has strong personality, willing to work under pressure, can render overtime, & confident.
Team player and good listener
Personal Details:

Nationality        :           Filipino

Languages       :           English, Tagalog, Ilonggo

Passport No     :           P6373728A valid until 11 March 2028

Status              :           Married with 1 daughter

Address            :           Tumay Mina Iloilo

5032 Philippines

Age                  :           43 years old