Khayala Jamalova
Bad Kissingen
Summary
Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
3
3
years of professional experience
3
3
Certification
Work History
Office and Administrative Coordinator
Hotel Frankenland GmbH
08.2024 - Current
- Coordinated scheduling and communication among departments to enhance operational efficiency.
- Implemented streamlined data entry processes using Microsoft Excel to improve accuracy and reduce errors.
- Managed inventory tracking systems, ensuring timely replenishment of office supplies and resources.
- Developed and maintained filing systems for efficient document retrieval and compliance with organizational standards.
- Assisted in planning and organizing company events, contributing to improved employee engagement and satisfaction.
- Collaborated with cross-functional teams to support project initiatives and align administrative tasks with business goals.
- Provided training to new staff on administrative procedures, fostering a smooth onboarding experience.
- Monitored budget expenditures for administrative functions, identifying cost-saving opportunities without compromising quality.
- Answered phone calls and responded to inquiries from customers, vendors and other external contacts.
- Facilitated smooth day-to-day operations by anticipating needs, proactively addressing potential issues, and efficiently resolving problems as they arose.
- Maintained a well-organized filing system to ensure easy access to important records and documents.
- Managed and maintained electronic and paper-based filing systems to keep essential documents and information easily accessible and organized.
- Proactively identified opportunities for improving administrative processes, implementing changes that led to increased efficiency and effectiveness.
HR & Document Management Specialist
Novus Plastica LLC
02.2023 - 07.2024
- Coordinated full-cycle recruitment operations including drafting job descriptions, managing candidate communication, and coordinating interviews.
- Handled onboarding procedures and facilitated employee engagement activities to promote retention and team integration.
- Processed monthly payroll and maintained accurate and confidential HR records in compliance with internal policies and data protection laws.
- Responded to staff inquiries regarding HR policies, benefits, and employment terms, ensuring clarity and consistency.
- Oversaw documentation workflows for procurement and tender processes, liaising with both local and international vendors.
- Registered and tracked all incoming and outgoing documents using standardized filing and archiving protocols to ensure procedural compliance.
- Assisted both HR and procurement departments with cross-functional administrative tasks, including contract preparation, internal audits, and report generation.
- Contributed to the improvement of documentation systems by identifying inefficiencies and proposing structured, digital solutions.
Senior Metadata Specialist - Library & Information Services
Azerbaijan Technical University
11.2021 - 02.2023
- Managing organization's academic library by cataloguing and metadata management of institutional resources, including theses, journals, and digital publications.
- Applied international cataloguing standards such as MARC21, RDA, and Library of Congress Classification (LCC) to ensure accuracy, discoverability, and consistency across library systems.
- Designed and maintained electronic document control systems (EDCS) to streamline the management of both digital and physical collections.
- Supervised and trained student volunteers, providing instruction on cataloguing principles, metadata creation, and classification systems.
- Oversaw the digital archiving and systematic filing of library materials, contributing to improved access and long-term preservation of scholarly content.
- Collaborated with academic staff and repository teams to support Open Access initiatives and research visibility strategies.
- Ensured metadata integrity across platforms and implemented quality control measures to maintain high bibliographic standards.
Education
Bachelor of Arts - Library and Information Science
Baku State University
Baku, Azerbaijan07-2020
Skills
- Accurate
- Detail-oriented
- Structured
- Communicative
- Result-oriented
- Open-minded
- Feedback-friendly
- Helpful
- Self-learner
- Workaholic
- Cataloguing (MARC21, AACR2, RDA)
- Metadata Standards (Dublin Core)
- Classification Systems
- Bibliographic Record Management (ISBN, ISSN)
- Metadata Integrity & Consistency
- Repository Management (DOAJ, DOAB, DOAR)
- Open Access Policy & Licensing (Creative Commons, REF)
- Digital Archiving
- Electronic Document Control Systems (EDCS)
- Citation Management (Zotero, RefWorks)
- LibGuides and Subject Guides Creation
- EBSCO Discovery Service
- LibGuides CMS
- Document Management & Control
- Procurement Documentation Compliance
- Microsoft Office Suite (Word, Excel, PowerPoint)
Accomplishments
- Collaborated with a team of 50 in the planning and execution of the Erasmus Grand Project, ensuring smooth coordination and timely delivery.
- Supervised and coordinated a team of 15 staff members in document flow management, including archiving, updating records, and processing documents in SAP, while collaborating with multiple departments to ensure accuracy and compliance.
- Achieved transporting by completing raw materials selling to Europe with accuracy and efficiency.
- Documented and resolved internal process gaps which led to improved coordination between HR, Finance, and Technical teams.
- Achieved timely payroll processing through effectively helping with timesheet verification and discrepancy resolution.
- Achieved improved employee attendance tracking through effectively helping with fingerprint reports and leave management.
Certification
- TESOL, International TEFL Training Institute
- Human Resources Management, International Research Education Certificate Center (ISO certified)
- SalesForce PathstreamTraining - SalesForce Sales Operations
Hobbies and Interests
- Yoga
- Travel
- Literature
Personal Information
- Citizenship: Azerbaijan
- Date of Birth: 10/15/97
- Gender: Female
- Nationality: Azerbaijan
- Marital Status: Single
- Place of Birth: Azerbaijan
Languages
English
Bilingual or Proficient (C2)
German
Intermediate (B1)
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Office and Administrative Coordinator
Hotel Frankenland GmbH
08.2024 - Current
HR & Document Management Specialist
Novus Plastica LLC
02.2023 - 07.2024
Senior Metadata Specialist - Library & Information Services
Azerbaijan Technical University
11.2021 - 02.2023
Bachelor of Arts - Library and Information Science
Baku State University