Zainab Jamal
HR Officer | Team Coordination | Project Management
Dubai
Summary
An ambitious and passionate Human Resource Graduate with Master of Project Management (Globally Accredited). Over 5 years of Professional experience with excellent research, time management and problem-solving skills. Organized and dependable candidate successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals.
Overview
4
4
years of professional experience
5
5
years of post-secondary education
Work History
Executive Coordinator to Regional Head -Asia
Saudi Research and Media Group, Independent Urdu
10.2021 - Current
- Works closely and effectively with the EIC/ME to keep them well informed of the upcoming commitments and responsibilities, following up appropriately
- Successfully completes critical aspects of deliverables from the publication with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the EIC’s ability to effectively lead the company
- Handle necessary incoming / outgoing correspondence and phone calls for the EIC
- Manage schedule and set-up personal / official meetings/trainings and appointments
- Draft multiple letters to be sent out to external departments and agencies as and when required
- Assist the ME for tracking of daily coordination tasks within unit
- Draft and submit all media accreditation and other relevant letters for the unit as per standard templates
- Actively participate in daily meetings and all other unit meetings to take notes of all the meetings, track action items, tasks, and deadlines
- Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
- Handle all travel requests including outstation reporters as per the standard process for timely execution and subsequent payments
- Coordinate with freelancers for the assigned tasks and ensure timely payments; maintain a proper database
- Collect/compile and circulate among senior editors’ story pitches from freelancers’/staff members for weekly planning meetings
- Focal person for having updated information about publication team’s in/out as per Rota
- Should maintain updated ROTA of all desks
- Record keeping of monthly/weekly website/social media figures
- Assessing staff performances by providing relevant figures/analysis on monthly basis
- Organize/manage Indy Urdu get together/events inside and outside office
- Help Finance in making claims for all freelancers (national & International), keeping update and record of payments
- Solving the payment issues
- Actively coordinate with head office based in Saudi Arabia for payments and other unit related issues
- Manage and maintain everything for Regional Head – ASIA as per requirement
- Keeping Regional Head informed about all the important points related to unit, freelancers and payments
- Coordinate and schedule all the meeting for Regional Head when required, especially when he is travelling
- Provide support to HR in recruitment process for unit i.e., hiring for reporter in different cities in Pakistan, Candidate screening for our UK Office and share for further process.
- Drove operational improvements which resulted in savings and improved profit margins.
- Actively listened to customers' requests, confirming full understanding before addressing concerns.
- Identified issues, analyzed information and provided solutions to problems.
- Proved successful working within tight deadlines and fast-paced atmosphere.
- Received and processed stock into inventory management system.
- Onboarded new temps by entering employee information into systems.
- Carried out day-to-day duties accurately and efficiently.
- Exceeded goals through effective task prioritization and great work ethic.
- Used Microsoft Word and other software tools to create documents and other communications.
- Conducted research, gathered information from multiple sources and presented results.
- Created spreadsheets using Microsoft Excel for daily, weekly and monthly reporting.
- Developed team communications and information for meetings.
- Participated in team-building activities to enhance working relationships.
Executive Coordinator
Pak Gulf Construction (Pvt) Ltd
Islamabad
01.2020 - 10.2021
- Receives telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment
- Acts as liaison in coordinating matters with the General Manager’s Office and other department heads and managers
- Schedules, prepares agenda and meeting materials and types minutes for various meetings
- Responds to requests for information and complaints, refers matters to appropriate Department/staff and/or takes or recommends action to resolve the request or complaint
- Reviews, determines the priority and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed
- Research and assemble information from a variety of sources for the preparation of reports and correspondence for the General Manager
- Represents the General Manager’s office on internal meetings and task forces and with external groups and organizations
- Provides secretarial and administrative support to the General Manager
- On behalf of GM taking care of the daily tasks/issues in the mall premises
- Check and balance on all the activities/Events happening in the mall
- Identify problems visitors are facing and prepare reports on suggestions by visitors
- Handling sensitive and confidential office administrative tasks and providing secretarial support to General Manager
- Preparing regular reports on personal expenses and organize records of all payments (official/personal).
- Interacted diplomatically with clients, partners and vendors to support business development efforts
- Supervised administrative staff and administered performance evaluations to encourage goal achievement.
- Managed filing systems for electronic and hard copy documents to keep organized records.
- Managed social media content calendar to uphold company image and foster public engagement.
- Managed calendar, phone and schedule, resolving conflicts and providing daily updates.
- Organized meetings and teleconferences and drafted comprehensive minutes to document meeting outcome and define next steps.
- Spoke for management team internally and externally under executive guidance and leadership.
- Screened incoming mail and responded to telephone and email inquiries.
- Controlled access to confidential business documents, financial information and proprietary data.
- Planned, promoted and facilitated special events and functions and oversaw post-event follow-up.
- Exercised independent judgment in support of senior leadership and corporate mission.
- Assisted executive team with [Software] presentation material for successful client and prospect meetings.
- Collected and analyzed business data from various departments to prepare reports and presentations for management.
- Coordinated with human resources department to handle payroll and personnel databases.
- Managed company schedule to coordinate calendar and arrange travel.
- Utilized proactive communication abilities to resolve employment-related disputes.
- Handled incoming and outgoing shipping and receiving activities.
- Inventoried and ordered office supplies to maintain availability of products.
- Gathered and organized materials to support operations.
- Participated in workshops and in-service meetings to enhance personal growth and professional development.
- Received and responded to customer requests via letters, emails, telephone calls and in-person interactions.
- Prepared agendas and took notes at meetings to archive proceedings.
- Set priorities and problem-solved workflow issues to maintain rapport with customers and managers.
- Tracked records, filed documents and maintained communication between clients to manage office activities.
HR / Admin Officer
MASH HOLDINGS UAE
Dubai
12.2018 - 11.2019
- Maintain a database of current status, number of vacant positions and work towards providing suitable manpower for vacant positions
- Track the attendance of all staff, update the leave database, eligibility, availed and closing balances of leaves and provide on daily and monthly basis for payroll input
- Provide payroll inputs such as attendance summary, leave summary, other deductions to payroll and review Payroll, and maintaining the updated personnel file of staff
- Maintain the complete database of all employees, organograms for the Departments and update them regularly with any changes
- Communicate the process of annual / midyear appraisals, receive, verify the forms
- Ensure that contract renewals are done in a timely manner in accordance with employment Law
- Be the central person for all HR and Admin related communication for the staff
- Handle employee grievances formally and informally, forward them to concerned department and follow up for resolution
- Manage daily administrative operations of the office and assist all units in resolving problems related to the day-to-day operations
- Organize, assign and supervise the work of administrative support staff
- Ensure that administrative office procedures and established standards are adhered to and maintained in all aspects of work
- Preparing log book on daily basis, answering phones, taking memos and maintaining files
- Preparing regular reports expenses and office budgets and organizing company records.
- Monitored company inventory to keep stock levels and databases updated.
- Carried out day-to-day duties accurately and efficiently.
- Onboarded new temps by entering employee information into systems.
- Participated in continuous improvement by generating suggestions, engaging in problem-solving activities to support teamwork.
- Actively listened to customers, handled concerns quickly and escalated major issues to supervisor.
- Improved operations through consistent hard work and dedication.
- Developed and maintained courteous and effective working relationships.
- Increased customer satisfaction by resolving issues.
- Prepared variety of different written communications, reports and documents.
- Offered friendly and efficient service to customers, handled challenging situations with ease.
- Collaborated with team members to achieve target results.
HR Coordinator – Intern
AIR BLUE AIRLINE
06.2017 - 08.2017
- Develops and executes HR communication plan and maintaining the HR calendar
- Reduce drastically the employee turnover rate based on staff surveys and addressing the grievances
- Assists with recruitment as needed, reviewing applications, conducting interviews and onboarding
- Assists with new hire orientation as required; instructs new hires, transfers, and re-hires on the completion of required paperwork
- Creating and maintaining employee files and updated HRIS database in a timely manner
- Representing the company at Walk-In interviews, exhibitions, and events in order to get the best resource for the organization
- Updates and maintains Employee Handbook, as well as communicates updates to employees
- Assists with input of HR information into HRIS system to become fully functional while maintaining and reporting on HR Metrics
- Supporting in the Training and Development planning, development of supporting materials, tracks planned to actual training for organization
- Coordinate all activities related to the Document Control procedure, including technical documents, and commercial correspondence
- Building strong relationships by understanding the employment law and its application and resolution of staff related grievances in compliance with local laws and ethical codes
- Maintaining the confidentiality of the employee’s data and ensuring no information is leaked or given unauthorized access
- Serve as point person for staff inquiries regarding policies, procedures, positions and programs
- Maintain knowledge of legal requirements and government reporting regulations affecting human resources functions and ensure policies, procedures, and reporting are in compliance
- Assist with administering the company's health and dental plans for eligible employees and assists with the company's annual enrollment process.
- Participated in team-building activities to enhance working relationships.
- Created plans and communicated deadlines to complete projects on time.
Admin Assistant -Intern
FFCL Fauji Fertilizers Co. Ltd
06.2014 - 08.2014
- Front desk support including, but not limited to answering phones, taking messages, directing calls, coordinating general office operations, and greeting and attending to visitors, staff, and customer requests
- Maintains relationships with clients by providing support, information, and guidance; researching and recommending new opportunities; recommending profit and service improvements
- Prepares reports by collecting, analyzing, and summarizing information
- Handle complaints, provide appropriate solutions and alternatives within the time limits and follow up to ensure resolution
- Sorted, organized and maintained files.
- Provided clerical support, addressing routine and special requirements.
- Completed research, compiled data and assisted in timely reporting.
- Produced high-quality communications for internal and external use.
- Developed social media content for Twitter, Instagram and Facebook.
- Collaborated with team to optimize workflow and achieve objectives.
- Distributed office supplies and files for staff.
- Assisted with projects by applying strong analytical skills and studies.
Education
Master of Project Management (MPM) -
SZABIST University
Islamabad, Pakistan 09.2022 - Current
BBA (Hons) - HR
COMSATS University
Islamabad, Pakistan 01.2014 - 01.2018
Intermediate in Computer Sciences -
Punjab College of Commerce
Islamabad, Pakistan 03.2011 - 03.2012
Skills
Social Media handling
Timeline
Master of Project Management (MPM) -
SZABIST University
09.2022 - Current
Executive Coordinator to Regional Head -Asia
Saudi Research and Media Group, Independent Urdu
10.2021 - Current
Executive Coordinator
Pak Gulf Construction (Pvt) Ltd
01.2020 - 10.2021
HR / Admin Officer
MASH HOLDINGS UAE
12.2018 - 11.2019
HR Coordinator – Intern
AIR BLUE AIRLINE
06.2017 - 08.2017
Admin Assistant -Intern
FFCL Fauji Fertilizers Co. Ltd
06.2014 - 08.2014
BBA (Hons) - HR
COMSATS University
01.2014 - 01.2018
Intermediate in Computer Sciences -
Punjab College of Commerce
03.2011 - 03.2012
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