Aileen Mandasoc

Role
Provide support to CEO, high-level executives and employees in the office and typically work with HR Manager to ensure the office operations work efficiently. In charge of all administrative work and is responsible for the overall operations of the office
Responsibilities:
• Provides administrative support and assistance to the CEO and/or other assigned leadership staff and employees
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior executive and staff
• Maintaining an Executives appointment calendar, proofreading documents before signature and go out to company employees or stakeholders and answering phone calls or emails on the Executives behalf
• Manage agendas and business travel request/budget approval, travel expenses and arrange international visa application (ie. African, Gulf countries, CIS region, Schengen, UK, USA and many other countries) book tickets, hotel and transportation arrangement and prepare travel LPOs and liaise with Finance
• Manage the communication of the organization with clients, supplier & vendors via company emails, telephones and phone calls, websites and respond to inquiries made by clients about company products and services
• Supervise members of the administrative staff, like office boys and drivers and divide responsibilities to improve performance (ie. Office cleaning maintenance, guest & visitors arrangement, cheque deposits, staff/visitor transportations and among others)
• In-charge of the petty cash and produce documentation, briefing papers, reports and presentation for Finance and among other departments.
• Manage letters (ie. NOC, invitation letters and many others), phone calls and other forms of correspondence
• Arrange all office supplies (ie. Grocery, office stationery & business cards)
• Liaise with legal department for company registration, Vat certificate, chamber of commerce and other registration & certificates as per the companys requirement
• Support bookkeeping and budgeting procedures for the company (i.e office maintenance, company cars related, office stationery, groceries and many other)
• Create and update databases and records for financial information, personnel, and other data (i.e employee list, staff database, maintenance tracker, staff attendance and overtime, office purchases via amazon, talabat, etc and many other office documentations)
• Track and replace office supplies as necessary to avoid interruptions in standard front office procedures
• In-charge of the company vehicles (registration, insurance, repair and maintenance, salik and monitoring/tracking vehicle thru fast track application)
• Prepare staff accommodation renewals, maintenance, electricity bill & furniture procurement as needed.
• Coordinate with medical insurance team for addition/deletion of the employees and family members
• Meeting room management, courier, mail posts, Saif Zone, Jafza gate pass & office parking pass and arrange monthly telephone bills for all employees

Role
Provides administration support to an organizations business development team to ensure timely and consistent delivery of core company services to its clients and investors, towards ensuring that potential and existing clients and investors remain satisfied with the companys brand. It involves contributing to delivery of service, co ordination of other members of staff, and making plans towards achieving companys goals and ideals
Responsibilities:

• Managing the calendar of the VP/executives/managers and maintaining daily/weekly/monthly agenda and arrange new meetings and appointments
• Manage the communication of the organization with clients via means like emails, telephones, and websites and respond to inquiries made by clients about company products and services in a timely and friendly manner
• Issues purchase requisitions for office supplies and equipment thru SAP and tracking purchasing status by coordinating with procurement team
• Co-ordinate with logistics for internal or external meeting, conference, events and international travel arrangement and preparing expenses report afterwards. Act as a point of contact between the executives, clients, internal and external colleagues
• Perform various tasks, like recording minutes during meetings and disseminating minutes report after the meeting. Preparing correspondence and manage/produce reports thru Power point presentation and takes action in drafting and forwarding for action and/or distributing for information
• Assist the sales agents of the organization to complete clients visit reports and system development
• Support the business development VP and executives in sales support when required by him/her
• Assist the VP/executives/managers to make inquiries on small projects and to handle them from start to finish
• Obtains, compiles and extracts information from files, publications, internet, Centre databases and other sources to prepare documents and briefing papers
• Organizes meetings, including but not limited to, contacting participants, preparing documentation for distribution, and coordinating administrative and logistical arrangements. Following the meetings, drafts minutes and circulates to participants
• Assists in developing the Projects teams procedures and workflows (using Visio) by updating all files, assessing and making appropriate recommendations to the VP on levels and other related projects
• Audits the travel expense reports of those staff members who report directly to the Vice-President and obtain VPs approval and signature
• Receives all calls, visitors of the VP and the Project Operations Division

Role
Carry out secretarial and administrative responsibilities with a multitask capability to support the department functioning, coordinating inter departmental works and acting as a liaison with finance, admin, HR, legal, and others

Responsibilities:
• Managing the calendar for maintaining daily/weekly/monthly agenda and arrange new meetings and appointments
• Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations
• Preparing and disseminating correspondence, memos and forms
• Responsible for weekly update of ISO Procedures, Workflows and Forms list. Provide support to Business Development Team for pre-qualification registration and act as a Market Researcher for business opportunities
• Coordinate office activities such as preparing forms (i.e. Leave Forms, Joining Report, Hiring Request) to secure efficiency and compliance to company policies
• Responsible for the update of Org Chart every month for HR and Projects requirements, including new starter list
• Support and facilitate the completion of regular reports for Engineering, Business Development, Commissioning and Business Services department
• File and update contact information of employees, customers, suppliers and external partners
• In-charge of the petty cash of the department and producing documents, briefing papers, reports and presentation for Finance and among other departments
• Taking dictation and minutes
• Organizing and attending meetings and ensuring the manager is well prepared for meetings
• Taking on behalf of Head of the Operations and some of the managers responsibilities and working more closely with management

• Manage agendas/travel arrangements/appointments etc. for the upper management
• Devising and maintaining office systems, including data management and filing
• Screening phone calls, enquiries and requests, and handling them when appropriate
• Meeting and greeting visitors at all levels of seniority
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager
• Producing documents, briefing papers, reports and presentations
• Organizing and attending meetings and ensuring the manager is well prepared for meetings
• Taking on some of the managers responsibilities and working more closely with management
• Coordinating the development, implementation and monitoring of the activitys outcome-based service delivery planning cycle, including the oversight of the strategic and operational plans
• Implementing systems and processes to collect and analyses data, trends and other related information that impacts the activity, its community and programs
• Collecting, analyzing and reporting the progress and outcomes achieved by the support and its programs for funders, clients, board and other organizations

• Act as a liaison between executives, management and the outside
• Coordinates with the Sales Team and the client with regards to their enquiries, orders, payments, pre qualifications, and other related issues
• Involved in the Initiation, Planning and Execution of the potential projects (i.e., contract preparation, cost estimation, scheduling, developing human resource plan, quality, communication, risk, and procurement plans)
• Responsible for handling highly confidential documents, protecting an organizations confidential information, communication, and information management, managing office supplies, making travel arrangements, scheduling meetings and events and negotiating with vendors
• Responsible for the Monitoring and Controlling of the overall activities of the individual projects from mobilization, installation, procurement of equipment, water quality testing and analysis up to handover of the project to the client
• Provide office support services to ensure efficiency and effectiveness within the Office
• Respond to and follow up sales enquiries by email, telephone, and personal/site visits if necessary
• Prepare relevant quotations for projects, rentals, and direct sales

• To manage and coordinate the document control functions of Document Control department with specific focus on quality management system and safety management system in order to provide a superior service to all clients; both internal and external
• Presenting schedules of work, often with visual aids such as bar charts and procedures diagrams
• Using specialist planning computer software, such as Primavera 6 and Microsoft project
• Read, analyze and double check drawing submittal from the engineering section for production
• Monitoring progress report throughout construction process and comparing this with the projected schedule work
• Liaising with the site agent and surveyor throughout the process, making adjustments to project as necessary

• Working alongside with the Managing Director
• Taking on some of the managers responsibilities and working more closely with management
• File all letters and other correspondence
• Collect monthly reports from all department Managers
• Ensure all documents received are verified before Manager Signature
• Compose correspondence/reports for own or Managers signature
• Ensure all submissions are submitted in timely manner, appropriate approval/rejection are obtains and formally recorded and that changes and revisions as part of document process
• Control of issue and receipt of all documents and check incoming invoices before submission
• Monitor and update any change and modification to the technical documents
• Liaison with project team for the preparation of presentation materials if necessary

• Selecting the appropriate techniques and sequence of events for a particular project
• Maintain client data base
• Sorting, Indexing, and filing of office correspondence and quotations. Maintains customer, staff, and employee documentation
• Utilizes PCs to corporate record keeping, communication and other applications.
• Interacts with Internal/External service provider

• Conduct an in-plant seminar, formal or informal, product presentations and product demonstrations
• Writing correspondence and quotations
• All kinds of Customer Care Activities including attending daily customers, making Tele- conversations with the customers, etc