Coordinator Global Mobility
Oceaneering International Dubai LLC
Total years of experience :15 years, 1 Months
Department: Global Mobility (From Jan 2016 to May 2020)
Position: Global Mobility Coordinator / Travel and Visa Coordinator
Main Purpose of Job:
Contribute to the optimization of the global mobility program and includes key activities related to Immigration and Global Travel of Oceaneering business travelers, rotators and expatriates.
Principal Duties and Responsibilities:
• Administration of Oceaneering Operations Personnel travel requirements and journey management.
• Booking Flights/Accommodation/Car Hire as required for Personnel Travel.
• Raise travel/accommodation requisitions;
• Facilitation, coordination and submission of business visa and work visa applications to embassies and consulates is managed in a controlled and standardized manner.
• Highlight any issues and/or future problems to Global Mobility Manager.
• Providing assistance to various queries to Global Mobility Manager.
• Plan all activities associated with application generation and be main point of contact for employees included in the process.
• Use initiative to research and create visa processes for new work locations and communicate these to the Visa and Immigration Compliance Coordinator.
• Ensure all visa applications are collated in accordance to the approved process and scrutinized prior to submitting.
• Track and monitor progress of all applications and ensure constant contact is maintained with all relevant agents to progress applications.
• Work effectively as part of the team to produce streamlined ways of working.
• Review travel associated invoices as well as statements for accuracy plus codes for Accounts Payable.
• Answer 24 hour service phones for weekend cover and after office hours on an agreed schedule and route calls, as needed.
• Responsible for issuing supporting letters related to travel and visa application requirements.
2. Department: Asset Integrity (From July 2013 - Jan 2016)
Position held: Administrative Assistant
Main Purpose of Job:
Provide support to Asset Integrity operations in Midle East, Africa and Azerbaijan.
Principal Duties and Responsibilities:
• Booking Flights/Accommodation for Asset Integrity field Personnel Travel on a rotation basis.
• Raise travel/Accommodation requisitions.
• Monitor and maintain status of Personnel Medical Certificateto ensure documentation is current and valid for duration of overseas/offshore travel.
• Monitor and control travel costs, unused ticketand liaise with Accounts Payable on monthly basis.
• Liaise with the relevant Asset Integrity project coordinators to advise travel etc (also confirm back to Project Managers).
• Monitor and maintain field Personnel work rotation.
• Coordinate and administer requirements for fieldpersonnel travelling to any training courses.
• Manage Managers expense report.
• Provide assistance to Operations coordinator.
• General Secretarial Support Duties as directed by Admin.
• Collection and distribution of incoming mail.
• Establish and maintain adequate filing system(s) for Project filing and correspondence files.
• Monitor and maintain Office Supplies.
Positions held: o Secretary to the Chief Information Officer (Lulu Head Office, Abu Dhabi, Jan 2012 to Dec 2012)
o Administrative Assistant, Buying Import Division (Lulu Regional Office, Abu Dhabi, May 2010 to Dec 2011)
o Secretary to the General Manager cum Receptionist Al Falah Plaza (Division of Lulu Group) May 2007 to Apr 2010)
o Cashier cum Sales Associate Al Falah Plaza (Division of Lulu Group) Jan 2005 to Apr 2007)
Principal Duties and Responsibilities: Handles all secretarial and administrative work of the company including followings:- • Receives / routes all incoming telephone calls professionally and efficiently. • Prepares correspondence (letters/faxes/emails/memos) • Receives visitors and clients to the company in a welcoming and efficient manner. • Manages the CIO / General Manager’s diary, Travel Flight Schedules / schedules meetings / appointments appropriately. • Follow-up on pending issues / actions, feedback to the CIO / General Manager accordingly. • Provides administrative assistance i.e. prepare and distribute agenda, confirm attendees, compile documentation and take minutes of meeting. • Ensures that the office functions optimally i.e. adequate stock, supplies/ equipment is functioning and stationery arrangements for the office.
• Typing quotations, tenders, contracts and letters. • Organizing files and records maintain hard copy and electronic filing system. • Produce and maintain various reports: such as employee records, performance appraisals, etc. • Maintain hardcopy personal files of employees forwarding relevant documents to HR Department. • Updates and maintains the employee details. • Prepare employment details letters for staff as requested e.g. bank letters, leave applications, etc. • Assist the Managers in the induction of new staff. • Liaise with the Finance Department with regards to payroll and as required. • Liaise with PRO with regard to visas, permits and insurance for permanent and temporary staff. • Generating various reports in Central Buying Division. (UK Import Division)
Bachelor of Science in Business Administration major in Management, from Mariano Marcos State University College of Business Economics and Accountancy, Batac City, Ilocos Norte, Philippines. (1999 – 2003).