Michaela Gonzales

• Greet all visitors to the office, both in person and by telephone.
• Main point of contact for visitor and callers to the office, to welcome them and to assist them in locating appropriate staff members, resources or facilities.
• Order office stationary and supplies, manage courier relationship and post distribution.
• Maintain stationary stock, first aid kit and oversee deliveries of pantry supplies, water deliveries and coffee machine replenishment.
• Manage hotel bookings and airport pick up for visitors and new employees to the Dubai office
• Travel Management: Support travel requests, maintain contact with Travel Agency to ensure flawless organization of business trips;

• Greet all visitors to the office, both in person and by telephone.
• Main point of contact for visitor and callers to the office, to welcome them and to assist them in locating appropriate staff members, resources or facilities.
• Order office stationary and supplies, manage courier relationship and post distribution.
• Maintain stationary stock, first aid kit and oversee deliveries of pantry supplies, water deliveries and coffee machine replenishment.
• Manage hotel bookings and airport pick up for visitors and new employees to the Dubai office
• Travel Management: Support travel requests, maintain contact with Travel Agency to ensure flawless organization of business trips;

• Greet all visitors to the office, both in person and by telephone.
• Main point of contact for visitor and callers to the office, to welcome them and to assist them in locating appropriate staff members, resources or facilities.
• Order office stationary and supplies, manage courier relationship and post distribution.
• Maintain stationary stock, first aid kit and oversee deliveries of pantry supplies, water deliveries and coffee machine replenishment.
• Manage hotel bookings and airport pick up for visitors and new employees to the Dubai office
• Travel Management: Support travel requests, maintain contact with Travel Agency to ensure flawless organization of business trips;

• Greet all visitors to the office, both in person and by telephone.
• Main point of contact for visitor and callers to the office, to welcome them and to assist them in locating appropriate staff members, resources or facilities.
• Order office stationary and supplies, manage courier relationship and post distribution.
• Maintain stationary stock, first aid kit and oversee deliveries of pantry supplies, water deliveries and coffee machine replenishment.
• Manage hotel bookings and airport pick up for visitors and new employees to the Dubai office
• Travel Management: Support travel requests, maintain contact with Travel Agency to ensure flawless organization of business trips;

• Greet all visitors to the office, both in person and by telephone.
• Main point of contact for visitor and callers to the office, to welcome them and to assist them in locating appropriate staff members, resources or facilities.
• Order office stationary and supplies, manage courier relationship and post distribution.
• Maintain stationary stock, first aid kit and oversee deliveries of pantry supplies, water deliveries and coffee machine replenishment.
• Manage hotel bookings and airport pick up for visitors and new employees to the Dubai office
• Travel Management: Support travel requests, maintain contact with Travel Agency to ensure flawless organization of business trips;

• Greet all visitors to the office, both in person and by telephone.
• Main point of contact for visitor and callers to the office, to welcome them and to assist them in locating appropriate staff members, resources or facilities.
• Order office stationary and supplies, manage courier relationship and post distribution.
• Maintain stationary stock, first aid kit and oversee deliveries of pantry supplies, water deliveries and coffee machine replenishment.
• Manage hotel bookings and airport pick up for visitors and new employees to the Dubai office
• Travel Management: Support travel requests, maintain contact with Travel Agency to ensure flawless organization of business trips;

• Greet all visitors to the office, both in person and by telephone.
• Main point of contact for visitor and callers to the office, to welcome them and to assist them in locating appropriate staff members, resources or facilities.
• Order office stationary and supplies, manage courier relationship and post distribution.
• Maintain stationary stock, first aid kit and oversee deliveries of pantry supplies, water deliveries and coffee machine replenishment.
• Manage hotel bookings and airport pick up for visitors and new employees to the Dubai office
• Travel Management: Support travel requests, maintain contact with Travel Agency to ensure flawless organization of business trips;

• Greet all visitors to the office, both in person and by telephone.
• Main point of contact for visitor and callers to the office, to welcome them and to assist them in locating appropriate staff members, resources or facilities.
• Order office stationary and supplies, manage courier relationship and post distribution.
• Maintain stationary stock, first aid kit and oversee deliveries of pantry supplies, water deliveries and coffee machine replenishment.
• Manage hotel bookings and airport pick up for visitors and new employees to the Dubai office
• Travel Management: Support travel requests, maintain contact with Travel Agency to ensure flawless organization of business trips;

• Greet all visitors to the office, both in person and by telephone.
• Main point of contact for visitor and callers to the office, to welcome them and to assist them in locating appropriate staff members, resources or facilities.
• Order office stationary and supplies, manage courier relationship and post distribution.
• Maintain stationary stock, first aid kit and oversee deliveries of pantry supplies, water deliveries and coffee machine replenishment.
• Manage hotel bookings and airport pick up for visitors and new employees to the Dubai office
• Travel Management: Support travel requests, maintain contact with Travel Agency to ensure flawless organization of business trips;

• Main point of contact for visitor and callers to the office, to welcome them and to assist them in locating appropriate staff members, resources or facilities.
• Manage hotel bookings and airport pick up for visitors and new employees to the Dubai office
• Maintain an in house telephone directory and distribute to all Dubai staff along with updated floor plan, monthly.
• Assign new SIM cards for new employees, liaise with IT department for appropriate package. Likewise deactivate SIM cards for exiting staff.
• Allocate pigeon holes for incoming and existing employees and maintain library log book
•Ensure all staff are aware of monthly cheque collections from Citibank & American Express, arrange collection of any cheques presented and ensure they are delivered to appropriate bank for payment and manage and maintain petty cash.
• Manage incoming invoices, medical claims and manage conference/meeting/training room bookings and ensure set up including video conferencing and dial in as necessary.
• Maintain stationary stock, first aid kit and oversee deliveries of pantry supplies, water deliveries and coffee machine replenishment.

• Greet all visitors to the office, both in person and by telephone.
• Order office stationary and supplies, manage courier relationship and post distribution.
• Implement and manage office meeting room bookings including order refreshments and lunch.
• Booking corporate travel and support employees with travel expense reimbursement.
• Manage shared calendar and diary management.
• Respond to incoming telephone calls by transferring calls appropriately to staff concerned, taking messages and ensuring prompt delivery of these messages.
•Answer routine enquiries over the telephone and give out correct information about the company.
• Sort all incoming mail (courier/post) and ensure that these are forwarded promptly to staff concerned.
• Receive the company’s visitors, announcing arrivals and directing them to staff concerned.
• Ensure that the company directory is up to date and that all abbreviated dialing codes in the telephone & fax system are correct. Make sure updated directories are circulated within the office.
• Keeping track of office supplies inventory and ensuring accurate records keeping.
• Other Duties include assisting the Office Manager with all office and secretarial assistance, across all entities.

• Greet all visitors to the office, both in person and by telephone.
• Order office stationary and supplies, manage courier relationship and post distribution.
• Implement and manage office meeting room bookings including order refreshments and lunch.
• Booking corporate travel and support employees with travel expense reimbursement.
• Manage shared calendar and diary management.
• Respond to incoming telephone calls by transferring calls appropriately to staff concerned, taking messages and ensuring prompt delivery of these messages.
•Answer routine enquiries over the telephone and give out correct information about the company.
• Sort all incoming mail (courier/post) and ensure that these are forwarded promptly to staff concerned.
• Receive the company’s visitors, announcing arrivals and directing them to staff concerned.
• Ensure that the company directory is up to date and that all abbreviated dialing codes in the telephone & fax system are correct. Make sure updated directories are circulated within the office.
• Keeping track of office supplies inventory and ensuring accurate records keeping.
• Other Duties include assisting the Office Manager with all office and secretarial assistance, across all entities.

• Maintain systematic approach to collating information and reports from Country Counsel to ensure timely escalation of matters that could adversely affect the business - by monitoring and setting up a system for timely submission of weekly legal updates, weekly regulatory interactions report, and monthly reports on significant litigation and other reports requested by other departments from time to time.
• Maintain good records and monitor validity of original documents (including but not limited to License and Power of Attorneys); provide support and confirmation of corporate information and sight of original documents in response to requests from other departments / team
•Manage self-audit program and provide support on processes to Country Counsel to complete self-audit.;
•Provide support to Country Counsel by coordinating with Home Office on documentation requests including written resolutions and corporate documents with a view to assist Country Counsel to comply with corporate governance and vice versa.
•Coordinate and work with Country Counsels to ensure implementation of corporate governance; including board meeting and committee meetings are being held regularly.
•Lead FED readiness requirements and ensure timely response are given to Home Office & promptly and appropriately update Blueprint with entities current information and to reflect any actions taken at the meeting which are required to be included;
•Continue to learn and acquire drafting skills by self study and on the job learning; draft (with supervision) simple legal documents such as legal letters, Board resolutions and authorization letters.

• Financial administration tasks;
• Data entry in the Oracle system;
• Order processing and follow ups;
• Client information data entry;
• Client communication to secure information;
• Reporting and updating of existing tracking sheets in Excel;
• General administration duties.

• Greeting office visitors and providing refreshments/coffee to office guests.
• Management of the conference/meeting rooms’ booking as well as ensuring the right supplies are available in meeting rooms as requested.
• Responsible for answering the main office telephone line and accurate redirection of calls/ messages.
• Provide courteous, friendly and efficient support to all calls rec’d at the office numbers.
• Collection of post from related mailboxes; distribution to relevant staff;
• Management of the courier services.
• Coordination with local vendors and concerned offices for office requirements and maintenance.
• Serve as the petty cash custodian as required and support other Finance related activities if needed.
• Office administration support for printing/ scanning of materials, etc;
• Support office equipment maintenance (projector, phones, printers, fax machine.
• Keeping track of office supplies inventory and ensuring accurate records keeping.
• Other Duties include assisting the Office Manager with all office and secretarial assistance, across all entities.

• Maintenance Complaints - send mail request to OSC for any complaints and follow up until the work is done.
• Facility Orientation for new staff and visitors. Ensure visitor log upon entering the office
• Monitors T-Card system for staff attendance
• Gate pass Application- Daily/VIP Pass/Temporary/Permanent
• Switchboard - Internal and external calls
• Outgoing mails for post and shipments ( domestic/ international)
• Data Server Tape Collection and Distribution - weekly basis
• Received mails and sort for distribution
• Incoming and outgoing fax
• Receives Invoices ( Hertz, DEWA, OSC, Etisalat, FEDEX, Aramex, etc ) stamp received, checks, logs and send for approval and payment processing.
• Petty Cash - Daily/Monthly Expenses/reimbursement
• Request for E-Ticket through E-Travel for staff if needed/requested
• Checks stationeries and groceries—ensure enough supplies and request for stock.
• Request Office and Parking Name plates for New Staff
• Issuance of swipe cards - new staff/visitors
• Issuance of Main door keys for staff ( upon request)
• Update Internal/Global Directory
• Orders cake for monthly birthday celebrants
• Update Travel Diary if needed - Coordinates with secretaries to ensure the diary is updated
• Replaces printer cartridges
• Ensures that all the office equipment’s are working properly Manage the reception desk and area.

• Manage the reception desk and area.
• Making sure that guests are welcome properly as they enter the company premises.
• Switchboard operation and call distribution.
• Distribution and dispatch of mail and courier, including preparation of all necessary documentation.
• Responsible for all travel bookings (flight, hotel, car)
• Arrange gate passes for company guests.
• Ad hoc duties as required and directed by line manager

•Receiving documents from employees which include AMEX application form, passport copy, residence visa page & I.D. issued by government.
• Signing on the form as authorized signatory and affixing the company stamp.
• Sending the completed AMEX application form by courier.
• Receiving the AMEX card and distributing them to employees.
• Sending a monthly reminder e-mail to AMEX cardholders about the cheque collection after receiving an e-mail of collection date.
• Arranging the cheques collected from employees to be picked up by DHL in the office (usually every 20th of the month).
• Arranging delayed cheques collected from employees (after cut-off) and sending them to AMEX Dubai (Collection Department).
• Preparing a reinstatement letter to be sent to AMEX.
• Receiving new AMEX card and distributing it to employee.
• Receiving hard copies of invoices scanning.
• Receiving soft copies of invoices via e-mail and forwarding them.
• Filling suppliers' invoices.
• Arranging payment of DEWA bills using HSBC cheque bank drafts to DEWA office Bank drafts are being sent in Dubai office by courier (4 cheques).
• Sending payment confirmation to DU.
• Answering to phone calls / e-mails of suppliers related to their invoice status (P.O. number, payments).
• Supporting new employees in their access to I-expense and setting up their banking details for I-expense payment.
• Responding to queries of employees related to their I-expense claims status.
• Assisting employees in their queries related to I-procure (raising new Purchase Requisition).
• Guiding employees in requesting Travel & Advances, Non-AP Payment Request.
• Filling of I-expense envelopes received from employees.
• Monitoring the invoices related to utilities of UAE & Jordan.
• Answering e-mails / phone calls from HSBC bank related to bounced payments, bounced cheques.
• Collecting and depositing client cheques to HSBC bank
• Scanning cheque copies, deposit slip and sending them by e-mail.

• Managing the front office which includes handling telephone calls and guests and organizing meetings.
• In charge of sending out and receiving courier items.
• Operate a range of office machines such as photocopiers, PC’s & faxes.
• Open and deal with incoming mail, and organize outgoing and posting mail.
• Ad hoc duties as required and directed by line manager.

• Accommodate visitors, clients and job candidates.
• Operate switchboard and direct potential clients to relevant departments.
• Control distribution of conference call numbers.
• Coordinate conference room bookings and appointments.
• Record, file and track all outgoing and incoming courier and sort mail.
• Manage all matters pertaining to reception/office appearance and utilities.
• Cooperate with Facilities Manager on local facility.
• Maintain database of suppliers and service providers.
• Procure office furniture and supplies.
• Maintain inventory of office stationery.
• Assist Administration Manager with office fit out requirements.
• Record all incoming invoices in PDB register, gaining appropriate approval where necessary, and forward to Finance department in a timely fashion.
• Prepare expense claims for UK staff, gaining appropriate approval where necessary, and forward to Finance Department in a timely fashion.
• Prepare petty cash records and cash count on a monthly basis, and send information to Finance Department by the end of the month.
• Maintain updated list of UK staff names, contact information, birthdays and movement records.
• Assist with administrative tasks and provide research and administrative support to all departments and individuals, where necessary.
• Ad hoc duties as required and directed by line manager.

• Sort and distribute incoming mail to areas and staff within the organization, and dispatch outgoing mail.
• Administer document control and filing.
• Write business letters, reports or office memoranda using word processing equipment.
• Operate a range of office machines such as photocopiers, computers and faxes.
• File papers and documents.
• Answer phones, attends to general office duties and other normal duties as required.
• Handle the meeting and conference schedule of the General Manager.
• Secretarial and administrative support.

• Reception: Receiving, screening and directing telephone calls and visitors (internal and external)
• Correspondence & File Management: Assist in the preparation of various correspondences, develop file management system both for hard and soft copies, contact directories and ensure that these systems are maintained;
• Travel Management: Support travel requests, maintain contact with Travel Agency to ensure flawless organization of business trips;
• Supply Management: requisition of supplies and stationeries, printing, translations and other services in support of operations;
• Reporting & Presentation: support on preparation of expense claims, reports and presentations using MS-Office applications;
• Event & Meeting management: Schedule and organize meetings and events (internal or external), including all other logistical requirements as necessary;
• And all other ad hoc administrative functions.
• Liaise with the Public Relations Officer for processing visit, employment and residence visas and other JAFZA related activities..

• Managing the front office.
• Handling telephone calls and guests.
• Organizing meetings.
• In charge of sending out and receiving courier items.
• Operate a range of office machines such as photocopiers, computers and faxes.
• Open and deal with incoming mail, and organize outgoing and posting mail.

• Greet personal and telephone callers & find out the nature of their enquiry
• Operate telephone switchboards to answer in a pleasant, professional and courteous manner and consoles to connect, hold, transfer and disconnect telephone calls.
• Provide information to assist clients or refer them to appropriate contacts, either in the organization or elsewhere.
• Arrange appointments for callers or for people working in the organization and keep records of these.
• Open and deal with incoming mail, and organize outgoing & posting mail.
• Type a variety of business correspondence such as forms, letters, reports, memos, coordinate and perform general administrative work.
• Organize and maintain office files and records.
• Operate a range of office machines such as photocopiers, computers and faxes.
• Performs a minor security role by monitoring access to the building by visitors.