Aya M.shabaan

Versatile Operations & HR Professional with over 10 years of experience driving operational efficiency, administrative management, and executive support across diverse industries. Proven expertise in interdepartmental coordination, task management, recruitment workflows, and performance tracking using modern platforms like Monday.com and Microsoft Teams. Adept at optimizing daily workflows, managing cross-functional teams, preparing analytical management reports, and maintaining strict organizational discipline under pressure.

Operations Coordinator / Operations Specialist at Wajjad IT (Saudi Technology & Software Co.) (2026-01 – Present)

• Orchestrate daily operations and streamline interdepartmental workflows across Management, HR, Sales, Marketing, and Quality departments.
• Manage end-to-end task distribution, deliverables, and operational timelines using Monday.com and Microsoft Teams.
• Track employee daily schedules, attendance, and operational compliance to maintain organizational productivity.
• Monitor Sales & Marketing KPIs (leads, call volume, deal closures) and prepare structured performance reports for senior executive decision-making.
• Coordinate HR operations, including candidate sourcing, resume screening, interview scheduling, and onboarding tracking.
• Facilitate executive meetings, formulate actionable agendas, and ensure rigorous follow-up on management decisions and inspection reports.
• Identify operational bottlenecks and delays, escalating critical risks to senior leadership with proposed mitigation plans.

Administrative Officer / Secretary at Formgita Food Products Co. (2025-06 – 2025-12)

• Managed daily administrative operations and coordinated logistics routes, customer orders, and sales representative activities.
• Analyzed regional sales inputs and inventory movements to report high/low-demand product trends to management.
• Maintained updated customer databases and reconciled client accounts in coordination with Sales and Accounting departments.

Administrative Officer / Executive Secretary at El Nil Petroleum Services Establishment (2024-12 – 2025-05)

• Organized and maintained technical/financial tender documents and developed Excel-based indexing systems for seamless document control.
• Prepared official client quotations, drafted executive correspondence, and managed executive calendars and appointments.
• Recorded detailed meeting minutes and tracked cross-departmental execution of management directives.

HR & Administration Officer at Special Forces Security & Guarding (2023-04 – 2024-11)

• Oversaw employee records, site personnel files, and preliminary payroll preparation across multiple field locations.
• Supported end-to-end recruitment, attendance tracking, performance evaluations, and site supervisor coordination to resolve operational issues.
• Handled administrative communications, vendor relations, and high-level executive support.

Administrative Secretary / Tender Coordinator at Samih El-Shimy Establishment (Military & Security Supplies) (2020-08 – 2023-03)

• Sourced government/commercial tender opportunities and prepared complete technical and financial bidding envelopes.
• Drafted bank guarantee requests, client quotations, and official government correspondence.
• Managed supplier database, price tracking via Google Sheets, and executive office operations.

Commercial Diploma – Technical Institute of Commerce – Technological College (2014)