Career history                                                                                                                                                          Office Manager                                                                         August to November

Reputed Company                                                                        Dubai, UAE

As an Office Manager on my previous position I was responsible for:

Office management

·      Overseeing and leading the work of over employees

·      Providing  leadership,  management  and  oversight  to  the  Sales,  Procurement,  HR,  HSE, Trading, Administration, Marketing and Accounts Departments to maximize efficiencies

·      Maintaining office efficiency by planning and implementing office systems, procedures and policies that enable and encourage the optimum performance

·      Coaching, mentoring and developing staff activities to ensure maximum efficiency

·       Empowering   employees   to   take   responsibility   for   their   jobs   and   goals.   Delegating responsibilities and expecting accountability and regular feedback

·       Providing  effective  performance  feedback  through  employee  recognition,  rewards,  and disciplinary action

·       Ensuring that Trade Licenses, Insurances, Chamber of Commerce, Custom Registration are renewed

Office Sales Operations

·     Ensuring effective communication of Sales Team with customers

·     Improving and reviewing customer services policy and procedures

·    Attending regular management meetings

·     Ensuring regular training schedules

·     Supervising the day to day operations of the Operations Team

Diesel Trading

·     Directing,  motivating,  and  leading  the  diesel  trading  team  and  assisting  in  meeting  sales objectives

·     Revising and enhancing sales strategies and identifying business opportunities

Administration

·     Responsible for best practices research, recommendations, and implementation

·     Maintain procedures and controls documentation

·     Standardize working papers across all projects

HR:

·    Hired, trained, and on-boarded over new employees, providing initial support

·    Overseeing new employee performance and provide career development planning

·    Undertaking regular salary reviews

Health & Safety (in coordination with QHSE Officer)

·     Ensured  staff  are  informed  of  Health  and  Safety  requirements  in  the  workplace,  and  are adequately trained to carry out their work safely

·     Ensured  the  prompt  and  accurate  reporting,  recording  and  investigation  of  all  workplace

incidents and injuries

·     Ensured all hazards are promptly assessed for their significance, and managed

·     Ensured  all  labors  and  supervisors  perform  outside  operations  in  accordance  with  QHSE

standards of clients

·     Pursuing all necessary documents are prepared for tenders submission

Customer Engagement and Relationship Management

·     Proactively identify, establish and build networks across waste management sector

·     Working  collaboratively  with  Heads  of  Departments  to  determine  priorities  and  develop integrated solutions that are best for the client and avoids duplication of effort and expense Support to Accounts Department

·     Maintaining up to date list of financial reports requested for financial health of company

·     Ensuring all financial reports are prepared before deadline and discussing with MD

·     Keeping track of payments to service providers

Personal Assistant to Managing Director

·     Dealing with incoming email, faxes and post, often corresponding on behalf of the Manager

·     Organizing and attending meetings and ensuring the manager is well prepared for meetings, taking minutes of meetings

·     Reviewing  and  summarizing  miscellaneous  reports  and  documents;  preparing  background

documents as necessary

·     Carrying out background research and presenting findings

·     Providing follow up to assignments given to management staff by the Director; providing status reports

·     Effective communication with partners and suppliers in Europe, Middle East and Asia subject

on project coordination, equipment orders, financial support

Supervision of offshore activities of the vessel

·     Handling  of  marine  issues  related  to  the  vessel  with regards to vessels operations, crew change, bunkers supply, provision, and requisitions for technical maintenance

·     Communicating   with   Agents   and   Master   to   clarify,   resolve   and   agree   on   tentative

loading/discharge arrangements

·     Reviewing the Marine certificates of the vessels to ensure compliance with regulations and flag state rules

·     Having  contacts  with  contractor  and  representatives  to  discuss  issues  related  to  vessel

inspections, marine equipment and systems

Key achievements in this role included:

ü    Helped increase the company’s revenue by % in

ü     Helped drive a % increase in customer feedback in , what made possible the overall picture on company’s services

ü    Decrease in customer complaints from to less - complaints per month by improving customer services

ü    Successfully completed Customer Relationship Management project by visiting customers for one month

ü    Assisted and arranged meetings between potential clients and sales team

ü    Trained new administrative staff members

 

Personal Assistant to the Managing Director                              October to July

Gulf Environment & Waste FZE                                                                            Dubai, UAE

 

Personal Assistant responsibilities

·    Dealt with incoming email, faxes and post, often corresponding on behalf of the manager

·    Organized and maintained Manager’s diaries and made appointments

·    Organized and attended meetings. Ensured the Manager was well prepared for meetings, taking minutes of meetings

·    Met and greeted visitors at all levels of seniority

·    Was involved in decision-making processes

·    Carried out background research and presented findings

·    Liaised with clients, suppliers and other staff

·    Stood in for the Manager in his absence

·    Acted as office manager and supervised other administrative staff

Project Coordinator responsibilities

·    Communicated with companies in Germany on the subject of the projects

·    Liaised with clients to identify and define requirements, scope and objectives

·    Prepared reports, executive summaries and presentations

·    Created task lists for team members

·    Monitored project progress and handled any issues that arose

·    Acted as the point of contact and communicated project status to all participants

·    Created and maintained comprehensive project documentation, plans and reports

·    Translated documents from German language into English

 

Personal Assistant cum Administrative Assistant          September – September

OAO „BPS-Sberbank”                                                                                            Minsk, Belarus

 

·     Acted as the manager&#;s first point of contact with people from inside and outside the organization

·     Deputized for the manager, making decisions and delegating work to others in the manager&#;s absence

·     Served as liaison between executive managers, heads of departments and external constituents

·     Prepared reports for both internal and external communications, often to tight deadlines

·     Organized personal and professional calendars and supplied reminders of upcoming meetings and events

·     Prepared agendas and minutes for meetings with both internal and external stakeholders in a timely and accurate manner

·     Organized and attended meetings and ensured the manager is well prepared

·     Researched, as directed by the Branch Manager

·     Provided full administrative support and diary management to the Branch Manager

·     Monitored all of the Branch Manager’s incoming and outgoing communications, and prepared

correspondence

·     Screened telephone calls, inquiries and requests, and handled them when appropriate

·     Greeted and guided visitors, organized and maintained diaries and made appointments

·     Produced documents, briefing papers, reports and presentations

·     Ensured that documentation is correctly filed, maintained an efficient filing system and contact list

·     Organize a filing system for important and confidential company documents

·     Maintain and update branch databases

·     Prepared regular reports on branch expenses and submitted to head office

·     Acted as a Secretary of rewarding committee and prepared monthly report on branch employee’s

performance

·     Coordinated with Accounts department and monitored payments to vendors

·     Resolved  all  inquiries  and  maintained  inventory  of  all  office  supplies  and  placed  required purchase orders and performed all clerical work for all departments

 

Key achievements in this role included:

ü    Increased office organization by developing efficient filling system

ü    Successfully planned and executed corporate meetings and special events for employees

ü     Increased office correspondence efficiency by % by creating letter formats to be used as basis of correspondence for all types of situations

ü    Created clients gift calendar and wishlist; purchase, gift wrap, and delivery to Bank clients

 

Administrative Assistant cum HR Officer                                  September - August

Shipping company OOO „Orwest”                                                                      Minsk, Belarus

 

·     Managed the receptionist area, including greeting visitors/responding to telephone/in-person requests for information

·     Worked cooperatively with all team members to support the achievement of identified goals and objectives

·     Handled all business travel for numerous drivers including executives

·     Researched and collected options for the best pricing on hotels and flights

·     Daily invoiced clients in C accounting software

·     Maintained employment records, T- forms and labor contracts. Handled leave applications of employees

·     Prepared documents for employees for Schengen visas

·     Prepared primary documents for cargo transportation (waybill, CMR, TIR-Carnet)

·     Prepared orders regarding primary business

·     Handled incoming and outgoing correspondence

·     Developed and maintained a filing system

·     Updated and maintained office policies and procedures

·     Ordered office supplies and researched new deals and suppliers

·     Maintained contact lists

·     Daily communicated with clients and different organizations in Europe to discuss contracts, finalize quotations, issue invoices, solve any other problems related to core business

·     Organize meetings with foreign customers and partners

 

Travel guide                                                                               October – September

Various Travel Agencies                                                                                                   Belarus

 

·     Assisted with organization of bus tours from Belarus and Russia to European countries

·     Leaded tour groups for up to twenty days, catering to all customer needs, giving talks about the culture, language and history of European cities, ensuring all tourists have stimulating experience of local offerings

·     Handled emergency situations; managed sudden changes or modifications to the tour

Professional Profile                                                                                                                                                          

? years of Professional experience providing administrative support to up to staff members

? Strong multi-tasking skills with ability to simultaneously manage various schedules

? Good organizational and interpersonal skills

? Tactful and diplomatic in dealing with a multi-cultural work environment

? Highly self-motivated, goal oriented professional, possessing strong leadership

 

Nationality : United Arab Emirates

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Residential country : united arab emirates

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Date of birth : 29-01-1984

Address : Dubai JBR, Sadaf

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Language: English

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Language Known

German