Dea Straccia

• Manage and maintain the MD’s schedule, including appointments, meetings, and travel arrangements
• Arrange detailed itineraries, and agendas for domestic and international trips
• Handle travel-related documentation such as visas, tickets, and accommodation bookings
• Screen and prioritize incoming correspondence, emails, and phone calls
• Prepare and edit correspondence, communications, presentations, and other documents
• Organize and coordinate meetings, including agenda preparation, minute-taking, and follow-up actions
• Handle confidential and sensitive information with discretion
• Conduct research and compile data to prepare reports and presentations for the MD
• Assist in the preparation and monitoring of budgets and financial reports
• Coordinate with various departments to ensure timely and accurate information flow
• Manage special projects as assigned by the MD, ensuring deadlines are met
• Plan and organize corporate events, meetings, and conferences
• Manage logistics, including venue selection, catering, and guest coordination
• Anticipate the needs of the MD and proactively address potential issues
• Provide solutions to administrative problems and streamline processes to enhance efficiency

• Arrange travels, accommodations and Visas
• Provide secretarial and administrative support
• Research and investigate information
• Arrange and participate in meetings & conferences
• Prepare and assist in the collection of data for reports on a monthly, quarterly and annual basis
• Maintain training certificates, ensuring full compliance with mandatory and legislative training & competence
• Ensure that personnel files and all crew certifications are kept up to date and are uploaded into the correct place
• Maintain accurate and current records of logistical movements, assignment schedules and any other information as required
• Liaise with Project Managers/HR coordinators and external agencies to make mobilization/demobilization arrangements and communicate arrangements with personnel/hiring agents
• Ensure relevant information is communicated to the Payroll department to guarantee payments are made to individuals correctly
• Initiate customer invoicing in line with commercial and contractual arrangements
• Assist in the development of annual budgets
• Participate in the resolution of commercial and contractual disputes with customers
• Provide support to Proposals and be part of the tender process
• Assist in the production and management of financial reports
• Create and track of vendor purchase orders (POs)
• Compile and track cost, time and resource (CTR) documents in line with the tender process

• Supporting the Property Manager in procurement activities and issuing RFP
• Responsible for preparing RTAQ and processing RTPP
• Responsible to send out all invoices (related to leasing, parking, meeting room usage etc.), following up on outstanding payments and updating the platforms in terms of collection and contracts
• Responsible for a wide tenants portfolio inside Index Tower and Index Mall (managing effective relationships across tenants, clients and contractors)
• Responsible for daily/weekly/monthly reports
• Responsible to process breach notices related to bounced cheques and notices of arrears
• Responsible to prepare offers to (new and renewal) Leases, Terms & Conditions, Instrument for Registration of Lease etc. and contracts documentation (collection & filing)
• Coordinating and conducting viewings inside the buildings
• Managing all the Move-In/Move-Out on the assigned floors
• Resolution of issues brought up by tenants & ensure the building quality
• Completion of incident reports within 24hrs and further action
• Responsible for works orders (provide Work Permits, Access Permits & Tunnel Passes)

•handling organizational and clerical support tasks: organizing files, scheduling appointments, writing copy
•Creating, maintaining, and entering information into databases
•Coordinating events and receiving guests
•Receiving and screening phone calls
•Organizing travels by booking accommodations and reservations
•Maintaining supply inventory and office equipment
•Managing the petty cash for general office expenses
•Helping the HR Team in screening cv and doing interviews