Ulviyya Ajamova
Baku
Summary
Dynamic and detail-oriented Administrative Specialist with more than 5 years of experience providing efficient and comprehensive support in fast-paced office environments. Proven track record in coordinating travel arrangements, optimizing itineraries, and ensuring a smooth and efficient experience for executives and team members. Adept at managing diverse administrative tasks related to travel planning, expense reporting, and document preparation. Possesses excellent organizational and communication skills, with a focus on delivering high-quality results and maintaining confidentiality.
Overview
19
19
years of professional experience
1
1
Certification
Work History
QHSE Admin Speciallst
SOCAR-AQS
06.2024 - Current
- Conduct periodic analysis of occupational injuries and diseases and prepare reports
- Recording, directing, and monitoring the implementation of H&S departmental measures for the prevention and control of occupational accidents and occupational diseases
- Кеер records of nonconformities, violations or recommendations, as well as incidents and their actions, forward them to the relevant officials and track their implementation
- Collecting, analyzing and preparing periodic reports related to award-winning and punished employees
- Develop periodic HSE indicators for common Company and areas then transfer them to relevant interested parties
- Prepare periodic statistics of workplace accidents, incidents, injuries, medical treatment and submit them to management meetings as needed
- Learn international practices related to HSE performance indicators and ensure their implementation in the Company
- Participate in the process of updating H&S department procedures in accordance with local legislation, accepted standards and international practice
- Preparation of department presentations, forms and reports
- Efficiently and effectively maintaining outstanding relationships with all stakeholders
Administrative Specialist
SOCAR-AQS
04.2022 - 06.2024
- Processing internal arrangements such as travel, training sessions, and team-building events
- Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies
- Assists in expense claims and business travel coordination and arrangements
- Liaises with different personnel of all levels (internal and external) on a regular basis in the updating and collation of reports, setting up meetings, scheduling, coordinating activities and communications
- Extensive experience in managing end-to-end visa and migration processes, from initial documentation through government filings and approvals
- Proficient in handling and organizing visa-related documentation, maintaining accurate records, and ensuring confidentiality
- Kept office operations running smoothly and efficiently by implementing procedure and policy improvements
- Assisted associated departments with clerical and administrative support
- Maintained manual and electronic filing and information systems, ensuring available and accurate data
- Input transactions into accounting system to track payments
- Processed, tracked and documented expenditures, ensuring company remained within allocated budgets to avoid overspending.
HR and Administrative Officer
Aramco Overseas Company
12.2018 - 11.2021
- Compiled and updated employee files in electronic and paper formats to maintain accurate records
- Perform orientations, onboarding and update records with new hires
- Processing internal arrangements such as travel, training sessions, and team-building events
- Maintaining internal records, which may include preparing, issuing and filing company documentation (e.g
- Sick leave, maternity leave, etc.)
- Communicating with recruiters and other external parties
- Administers health and welfare plans, including enrollments, changes and terminations
- Processes required documents through payroll and insurance providers to ensure accurate record-keeping and proper deductions
- Handles all personal and secretarial matters of the Director
- Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies
- Assists in expense claims and business travel coordination and arrangements
- Liaises with different personnel of all levels (internal and external) on a regular basis in the updating and collation of reports, setting up meetings, scheduling, coordinating activities and communications
- Provides support and assistance on any ad-hoc projects and assignments when required
- Coordinates with the conference organizer, convention manager on the set-up, reservation of hospitality suite
- Communicated with vendors and administrators to address queries and concerns and support internal and external requests
- Designed and updated training manuals, materials and presentations to align with objectives of the organization
- Handled human resources matters with discretion and immediately escalated high-level issues to upper management for remediation.
Receptionist
Four Seasons Hotel
02.2012 - 12.2018
- Directed clerical tasks including copying, faxing and file management
- Prepare updated printed copies of Standard Training Manual (STMs) for arriving employees
- Provide on the job training to new employees, specifically on: Core and Culture Standards, Technical skills, Product knowledge, Guest interaction and Systems training
- Greet new employees on arrival on their 1st day, assist with uniform pickup and escort them to the department
- Ensure the 1st day orientation & Safety checklist is completed by department head and returned to HR department
- Developed long-term training strategies for new and existing employees across front office department
- Met incoming customers with professional approach and provided friendly, knowledgeable assistance
- Filed and maintained invoices, customer records and other paperwork to facilitate ease of retrieval
- Captured and processed client information, entering data into online systems for wider company use
- Processed and distributed incoming correspondence to relevant staff, facilitating team communication
- Organized and updated weekly schedules and monthly calendar obligations for various levels of management and junior staff
- Provided demonstrations to students during practical lessons and on-the-job training for students to gain a better understanding of skills and techniques
- Handled communications systems
- Provided bookkeeping of important files.
Receptionist
Hyatt Park Hotels
02.2006 - 02.2012
- Directed clerical tasks including copying, faxing and file management
- Met incoming customers with professional approach and provided friendly, knowledgeable assistance
- Filed and maintained invoices, customer records and other paperwork to facilitate ease of retrieval
- Captured and processed client information, entering data into online systems for wider company use
- Processed and distributed incoming correspondence to relevant staff, facilitating team communication
- Answered and directed incoming calls to relevant staff members using multi-line telephone system
- Organized and updated weekly schedules and monthly calendar obligations for various levels of management and junior staff
- Booked conference rooms and meeting spaces, coordinating supplies and catering for company events.
Education
Bachelor Degree - Management and Administration
Ukraine State Polytechnic University
01.2017
Skills
- SAP
- Microsoft Office
- Records management systems
- New employee orientation
- HR document development
- Training and development
- DELPHI
- Hot SOS
- Reservation Assistant
- Opera Hotel Program
Certification
- Certificate of Speech Master training held by Four Seasons Hotel, Baku
- Certificate of Designated Trainer held by Four Seasons Hotel, Baku
- Employee of the month for November at Four Seasons Hotel, Baku
- Certificate of MCCM Training
- Business Discussion forum "Brand Management" Certificate
Languages
Azerbaijan
First Language
Russian
Advanced
C1
English
Advanced
C1
Timeline
QHSE Admin Speciallst
SOCAR-AQS
06.2024 - Current
Administrative Specialist
SOCAR-AQS
04.2022 - 06.2024
HR and Administrative Officer
Aramco Overseas Company
12.2018 - 11.2021
Receptionist
Four Seasons Hotel
02.2012 - 12.2018
Receptionist
Hyatt Park Hotels
02.2006 - 02.2012
Bachelor Degree - Management and Administration
Ukraine State Polytechnic University
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