Gincy Mathews

• Executive Support & Leadership Coordination
o Acted as the liaison point between the Managing Director, Deputy CEO, Regional Management Team, and the broader organization, ensuring seamless communication and coordination
o Provided administrative support to the Management Team, including calendar management, correspondence handling, and the organization of extensive travel arrangements
o Managed sensitive information with utmost discretion, maintaining confidentiality in all interactions and communications including information on employee contracts
o Monitored and followed up on action items across departments to ensure timely completion and adherence to deadlines

• Administrative & Office Management
o Led and supervised the administrative team, including receptionists, drivers, and support staff, fostering a high-performance environment and ensuring smooth day-to-day operations
o Coordinated office maintenance, upkeep and repair activities, ensuring timely interventions to minimize disruptions and maintain a functional workplace
o Negotiated vendor contracts to secure favorable terms, optimize office resource allocation, and drive significant cost savings and operational efficiency
o Tracked and managed contracts and agreements, ensuring timely renewals and compliance with terms

• Finance & Expense Management
o Verified and cross-checked payments related to office expenses and travel bookings, ensuring accuracy and timely processing
o Reviewed and processed payments using corporate credit cards, ensuring accurate tracking and informing the Finance team for proper allocation of expenses
o Collaborated with the Finance team to guarantee timely processing of payments related to office expenses and operational costs

• HR & Employee Support
o Monitored and tracked employee leave requests, ensuring accurate leave records and proper workforce planning
o Facilitated internal company events and training programs, providing logistical support to promote employee engagement and enhance the overall employee experience

• Property & Facility Management
o Oversaw property maintenance for the Managing Director's apartment, coordinating with real estate departments and third-party contractors to ensure prompt repairs and upkeep

• Office Management
o Led Administration and IT teams, ensuring seamless operations across the organization and driving a culture of productivity and high performance
o Spearheaded the sourcing of office spaces, negotiating favorable lease terms and managing office fit outs to maximize workplace efficiency and employee comfort
o Optimized vendor relationships and procurement processes by analyzing and comparing vendor prices to negotiate optimal savings and streamline inventory management
o Coordinate office supplies and setup, ensuring that all necessary resources and equipment are available to support daily operations
o Prepared and implemented the Business Continuity Plan for clients and vendors during the COVID-19 lockdown, ensuring uninterrupted service and operational continuity in a challenging environment
o Oversaw all administrative functions of the office, ensuring efficient operation

• Human Resource Functions
o Managed end-to-end HR functions of Ishara and AMS full-time employees, including recruitment, contract administration, induction and onboarding, timely visa/work permit processing, payroll processing, performance management, benefits administration, grievance resolution, employee retentions and exit procedures with Management approvals and ensuring compliance with UAE labor regulations
o Successfully managed the Emiratization program, ensuring 100% compliance, avoiding regulatory fines
o Maintained the Human Resource Management System (HRMS) with the external vendor to ensure efficient HR operations
o Developed and implemented HR SOP standardizing processes to enhance efficiency and compliance
o Coordinated memorable international offsite trips and local team building events, boosting employee morale and a positive company culture

• Legal Functions
o Directed Trident Trust and the company PRO to ensure the prompt issuance and accessibility of key legal documents, such as Certificates of Incorporation, Certificates of Incumbency, and Powers of Attorney (POA) for multiple entities, supporting compliance requirements
o Ensured organizational compliance with the DCCA (Freezone) and Mainland regulations including the renewal of Trade Licenses and Establishment Cards

• Insurance Functions
o Accountable for renewal of the annual medical insurance policy for 1300+ employees and dependents, including broker and insurer selection, market exercise, securing competitive premiums, policy placement and administration, resolving escalated claims, and tracking the loss ratio with broker support and management approval
o Procured and administered corporate insurance policies, managing relationships with brokers and ensured timely renewals and coverage adjustments

• Effectively managed the Director's schedule including complex calendar management, calls, correspondence, meetings and travel arrangements
• Primary point of contact for internal and external stakeholders, ensuring efficient communication and coordination
• Displayed absolute discretion at handling sensitive information
• Prepared reports, presentations, and meeting minutes
• Overlooked company-owned property, ensuring timely rentals, maintenance and payments
• Provided administrative support to the Office Manager for staff performance reviews and company events

• Handled front desk operations, including visitor reception, calls, and mail distribution
• Provided comprehensive administrative support to the Director, handling emails, scheduling appointments, and managing travel arrangements
• Organized and maintained office operations, including conference room bookings, supply inventory, and facility upkeep
• Collaborated with the Office Manager on various tasks, such as vendor relations and document management

• Managed with precision, the front desk operations, welcoming visitors, routing correspondence and managing office supplies
• Streamlined administrative tasks by coordinating courier services, scheduling meetings, and managing facility maintenance
• Enhanced operational efficiency by preparing reports, and ensuring compliance with QHSE protocols
• Facilitated smooth business operations by issuing gate passes, managing access control, and processing purchase orders

• Managed front desk operations, including answering phone calls, greeting visitors, and ensuring office security. Overlooked facility management tasks such as tracking maintenance requests, managing staff attendance, and coordinating dispatch services.
• Optimized administrative processes by maintaining accurate records, resolving inquiries, and implementing efficient tracking systems

• Efficiently managed administrative tasks, including switch board management, record-keeping, filing, and correspondence.
• Supported financial operations by preparing petty cash vouchers and maintaining accurate records.
• Provided excellent customer service by addressing inquiries and resolving issues promptly.
• Arranging tickets/hotel reservations for company officials and foreign clients
• Data backup, minor troubleshooting, software installation.

Efficiently managed administrative tasks, including attending calls, correspondences, record-keeping, and filing

• Screening & forwarding calls on a busy switch board
• Drafting letters, quotations and fax messages
• Receiving Local Purchase Orders on behalf of the Sales Manager
• Working with the Sales Department on correspondences to placing new orders
• Correspondence and telephone follow-up with manufacturers till order dispatch
• Preparing Letter of Credit, Letter of Guarantee and other bank related documents to clear the shipment with supervision from the Finance Controller.
• Ensuring delivery of items to the customer and preparing Invoice and Delivery Note
• Preparing MS-PowerPoint presentations for meetings and conferences

• Delivered training sessions on:
* MS Office
* Macromedia Flash 4 (Basic)
* Microsoft FrontPage 2000
* Microsoft PhotoDraw V2

• Greeted visitors, answered phone calls, and directed inquiries.
• Assisted with administrative tasks such as correspondence, filing, photocopying, and mail distribution.
• Communicated effectively with clients, management and internal teams to ensure smooth operations.