Sharina Jamil
Associate Executive
Singapore,Singapore
Summary
I am confident, independent, hardworking & fast learner I have a good interpersonal skill, typing skills and computer knowledge. With strong sense of responsibility, hands-on management, and communication skills
Dedicated associate executive with experience managing administrative teams and delegating tasks to accomplish operational goals. Knowledgeable about arranging authorizations, preparing work orders and processing vouchers. Methodical and highly organized with good prioritization and planning abilities.
Hardworking and focused Administrative professional offering excellent communication, planning and prioritization skills demonstrated through 10+ years of performance. Skilled at drafting reports and business correspondence, managing mail and updating tracking spreadsheets. Exceptional leadership skills with expertise in streamlining workflow to optimize personnel strengths.
Systematic Administrative Assistant with successful experience in fast-paced office settings. Hardworking team-player with expertise completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.
Overview
20
20
years of professional experience
4
4
years of post-secondary education
Work History
Administrative Associate
AACSB
Singapore, central
08.2010 - 08.2011
- Data Entry
- Update NetForum
- Executing events (Seminars, Conference)
- Prepare events materials, notebooks, slides, etc
- Typing, booking of flights, hotels
- Maintained company handbook to outline policies and provide insights to company mission and values.
- Edited documents to improve accuracy of language, flow and readability.
- Restocked supplies and submitted purchase orders to maintain stock levels.
- Screened visitors and issued badges to maintain safety and security.
- Scheduled office equipment repair and maintenance to extend equipment lifespan and prevent unplanned downtime.
- Interacted with vendors to purchase and set up equipment and services.
- Updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Identified and recommended changes to existing processes to improve accuracy, efficiency and quality service.
- Managed accounts payable and receivable to gain better sense of overall financial stability and liquidity.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Created and implemented standard operating procedures for records handling.
- Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
- Volunteered to help with special projects of varying degrees of complexity.
- Used Software to prepare various correspondence, reports and other written material.
- Developed new filing and organizational practices, saving company $Amount per week in labor expenses.
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Updated tracking system with Type information for program.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Maximized clerical staff productivity by reorganizing training program and effectively supervising Number employees.
- Performed research to collect and record industry data.
- Established administrative work procedures to track staff's daily tasks.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Compiled Type reports for program leaders.
- 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.
- Managed filing system, entered data and completed other clerical tasks.
- Managed 2 calendars to strategically coordinate meetings, appointments and events.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Assisted coworkers and staff members with special tasks on daily basis.
- Updated tracking spreadsheets with latest information.
- Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
- Liaised between clients and vendors and maintained effective lines of communication.
- Successfully completed special projects to exceed goals of both events department and overall organization.meetings, appointments and events.
Associate Executive
KKH Women & Children Hospital
Singapore, South West
06.2019 - 08.2022
- Managing and submitting claims for staff (E.g.,Transport Claims)
- Assist in coordinating interviews and fixing appointments
- Primary contact for procurement and payment process
- Monitor and Control shelf life of stock items
- Daily billing
- Event Management (E.g., Department Retreat)
- Document procedures and processes
- Writing of Minutes for Meeting
- Create / Cancel / Reschedule OAS Appointments
- Send calendar invites for monthly meetings, peer learning & case conferences
- Assist in setting up the conferences and peer learning
- Arrange patients' SRT (School Readiness Test) Assessments
- Update workload tracking in excel sheet
- Issue Hampers and vouchers to patients
- Create events and claims for Nurses and Doctors in SNB and SMC Website
- Enrol employees for the BCLS and Mask fitting
- Process New Employee access and terminate resigned employees’ access
- Check and verify staff transport claims
- Create new case files
- Track Birth announcements, sending reminders to keyworkers on reports
- Asset custodian and ensure all assets are in working condition (e.g
- Laptops, printers)
- Maintained energy and enthusiasm in fast-paced environment.
- Completed paperwork, recognizing discrepancies and promptly addressing for resolution.
- Learned new skills and applied to daily tasks to improve efficiency and productivity.
- Resolved conflicts and negotiated mutually beneficial agreements between parties.
- Received and processed stock into inventory management system.
- Used critical thinking to break down problems, evaluate solutions and make decisions.
- Adhered to social distancing protocols and wore mask or face shield.
- Identified issues, analyzed information and provided solutions to problems.
- Maintained excellent attendance record, consistently arriving to work on time.
- Onboarded new temps by entering employee information into systems.
- Participated in team-building activities to enhance working relationships.
- Delivered services to customer locations within specific timeframes.
- Collaborated with team members to achieve target results.
- Used Microsoft Word and other software tools to create documents and other communications.
- Offered friendly and efficient service to customers, handled challenging situations with ease.
- Resolved problems, improved operations and provided exceptional service.
- Created plans and communicated deadlines to complete projects on time.
- Worked within applicable standards, policies and regulatory guidelines to promote safe working environment.
- Developed and implemented performance improvement strategies and plans to promote continuous improvement.
- Participated in continuous improvement by generating suggestions, engaging in problem-solving activities to support teamwork.
Admin Assistant
Jurong Health Services
Singapore, South West
12.2013 - 05.2019
- Managing dept head calendar, appointments
- Create and order supplies and stationery using SAP and e-procurement
- Handle room bookings for dept meetings and events
- Handle staff personnel files, Invoices, etc
- Submit CME Points for Pharmacists monthly
- Arranged conference rooms and facilities to prepare for meetings.
- Performed routine clerical tasks by scanning, filing and copying documents.
- Restocked supplies and submitted purchase orders to maintain stock levels.
- Executed record filing system to improve document organization and management.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Screened phone calls to take messages and route calls to appropriate personnel.
- Composed, edited and prepared correspondence and other department documents.
- Maintained pharmacy office equipment and placed orders for materials in short supply to manage office supply inventory.
- Received and sorted incoming mail and packages to record, dispatch or distribute to correct recipient.
- Created detailed expense reports to facilitate reimbursement for business expenses incurred.
- Scheduled office meetings and client appointments for staff teams.
- Set up conference rooms, technology and materials to facilitate meetings.
- Interacted with vendors to purchase and set up equipment and services.
- Managed incoming correspondence to enhance employee performance and reduce time spent on processing and responding.
- Generated reports and typed letters in Word and prepared PowerPoint presentations.
- Scheduled conference rooms, prepared agendas and maintained calendars to prepare for meetings and events.
- Monitored office calendars to plan meetings, activities and travel to maximize productivity.
HR Admin Officer
Tactic Engineering Pte Ltd
Singapore, East
10.2011 - 11.2013
- Generate Payroll of 200 employees using Paymaster Software
- Arrange New Workers for Medical Check-up and Thumbprint
- Prepare HR-related letters and orientation for new staff
- Issue payment for invoices received Issue payment of medical and other claims
- Apply, maintain & cancel work permit or employment pass for foreign workers (Singapore office) and update employee particulars from time to time
- Update Leave records
- Monitor staff probation confirmation, prepare Appraisal forms to HOD for confirmation
- Managed HR functions while maintaining employee discretion and practicing high level of confidentiality.
- Conducted employee relations activities and attended meetings with management and employee to resolve human resource issues.
- Enhanced team workflows and employee job satisfaction by coordinating communication between managers and employees.
- Reviewed staff training needs and issued proposals to meet identified needs of re-profiling and development.
- Managed computerized HR administration, office systems and databases to collate and analyze data.
- Responded to employee questions and requests and provided general direction in-person, by email and phone.
- Implemented departmental policies and procedures and explained regulations and legal limitations to employees and management.
- Prepared and developed human resources information for employee handbooks and administrative publications to facilitate onboarding.
- Maintained current and relevant knowledge of employment issues and laws relating to HR and Construction industry.
- Streamlined recruiting and hiring process by directing interviews, applicant screening and reference verifications.
- Conducted check-ins with employees to assess workplace health and personnel engagement.
- Coordinated employee placements and administrative details.
Human Resource and Administrative Executive
Jurong Machinery & Automation Pte Ltd
Singapore, South West
01.2000 - 01.2008
- Handling Phone Calls, Typing, Data Entry
- Generate Payroll for 500 employees
- Monthly CPF contribution using Easy Pay System
- Arrange New Workers for Medical Check-up and Thumbprint
- Prepare HR related letters
- Orientation for new staff inclusive of the detailed briefing of the Company Handbook
- Prepare monthly sales report to MD, Delivery Order invoicing, Maintain store record
- Maintained protocol throughout routine work days and special events.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Offered technical support and troubleshot issues to enhance office productivity.
- Scheduled appointments and meetings, organized materials and prepared rooms.
- Collected data, input records and protected electronic files.
- Identified communication channels to set roadmap to distribute information.
- Reviewed information, created models and contributed to decision-making process by forecasting trends.
- Created and updated records and files to maintain document compliance.
- Produced letters and memoranda to inform stakeholders of business decisions.
- Sorted, opened and routed mail and deliveries to meet business requirements.
- Led staff and vendors in providing high level of service for owner and guests.
- Managed and reviewed filing and office systems.
- Coordinated events and worked on ad hoc projects.
- Executed basic banking and bookkeeping tasks.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
- Handled incoming and outgoing mail, email and faxes.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Created and managed office systems to efficiently deal with documentation.
- Filed paperwork and organized computer-based information.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
Education
Bachelor of Business - HRM & Business Law
Murdoch University
01.2021 - 01.2023
Diploma - Business Management
Singapore Polytechnic
01.2018 - 01.2020
Skills
OAS SystemE-Procurement (ARIBA)Lotus Notes applicationPABX SystemEasy Pay SystemMicrosoft Office (Word, Power Point, Excel, Access)
Calendar management
Data entry
Social media marketing
Surveys
Data processing
Records retention
Excel
Office procedures
Records management
Medical insurance
Clerical support
Business administration
Travel planning
Administrative support
Executive presentations
Meeting minutes
Paperwork drafting
Social media knowledge
Document conversion
Business correspondence
Filing and data archiving
Meeting arrangements
Bookkeeping
Documentation and control
Multi-line phone proficiency
Report Development
Project planning
Spreadsheet management
Scheduling and calendar management
Report analysis
Customer and client relations
Workflow planning
Database administration
Credit and collections
Customer relations and communications
Employee timesheet processing
Accounting familiarity
[45] WPM typing speed
Presentation design
Writing reports
Program files maintenance
AP/AR proficiency
Payroll and budgeting
Human resource laws
Office management
Office administration
Sorting and labeling
Scheduling
Recordkeeping
Accomplishments
- Achieved excellent results by completing urgent projects with accuracy and efficiency.
- Collaborated with team of 3 in the development of KIDS social development.
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Achieved excellence track record through effectively helping with online seminars and conferences .
Timeline
Bachelor of Business - HRM & Business Law
Murdoch University
01.2021 - 01.2023
Associate Executive
KKH Women & Children Hospital
06.2019 - 08.2022
Diploma - Business Management
Singapore Polytechnic
01.2018 - 01.2020
Admin Assistant
Jurong Health Services
12.2013 - 05.2019
HR Admin Officer
Tactic Engineering Pte Ltd
10.2011 - 11.2013
Administrative Associate
AACSB
08.2010 - 08.2011
Human Resource and Administrative Executive
Jurong Machinery & Automation Pte Ltd
01.2000 - 01.2008