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
Problem Solving
Google Suite
Strategic planning
Staff Management
Policies and procedures
Schedule optimization
Contract Management
Business administration
Operations management
Verbal and written communication
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