Gladys Palomares

• Supported the Managing Director and Senior Management Committee with daily operational functions.
• Organize and maintain the Executive’s agenda to assist in planning appointments, board meetings and conferences.
• Liaise with team and clients by performing a variety of administrative tasks.
• Handle and prioritize all outgoing or incoming correspondences (e-mails, letters & packages).
• Make travel arrangements.
• Maintain daily attendance.
• Prepare invoices and handle confidential documents ensuring they remain secure.
• Collate, check and file expenses.
• Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
• Contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on efficiently and effectively.
• Collating and maintaining reports for my reporting heads
• Maintained and coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
• Collaborated with other administrative team members, human resources and finance department on special projects and events.
• Responded to telephone inquiries from clients, vendors and members of public.
• Improved productivity initiatives, including coordinating itinerary and scheduling appointments.
• Created itineraries, booked travel, and managed expenses for corporate conference.
• Analyzed departmental documents for appropriate distribution and filing.
• Worked directly with inter-department heads to achieve desired results.

• Secretarial job
• Preparing presentations (Board Meeting, Business Plan, Finance & HR Committee and other presentations needed
• Arrange, coordinate and service DDWD’s meetings for the senior management/board
• Screen incoming calls and messages for the VP Finance
• Manage and monitor appointment schedule for the VP Finance
• Prepare meeting agendas and produce minutes of meeting including DDW board meetings
• Arrange all aspects of the VP Finance business travel including, but not limited to, air and land transportation, transfers, hotels, including any changes in arrangements, which occur during such trips
• Receiving and responding to senior level visitors responsibly and act independently to give them accurate information.
• Preparing Credit Facility application
• Controlling the Finance office stationery ordering, supplying and maintaining stationery store stock levels etc.
• Keep records systematically and confidentially to retrieve easily when required
• Taking care of all expense claims (personal claims of VP Finance, RTA e-wallet for company, phone bills, DEWA, miscellaneous, etc.)
• Arranging transportation for VP Finance, finance department staff and visitors
• Maintaining and keeping tracks of PDCs and its summary status
• Keeping track and maintaining records/reports (guarantees, stock valuation, monthly overtime, VAT registration nos. of suppliers and customers, etc.)
• Responsible for all photocopier renewal of agreements, keeping track and checking of invoice and usage
• Making sure all agreements and legal documents are up to date
• Responsible for collating and sending of VAT registration number
• Responsible for the department’s leave requests, online accesses and other office requirements

• Preparing and monitoring expats travel schedule (monthly itineraries & operational schedules of local and international employees)
• Arranging/booking of transportation and accommodation (camp and hotel)
• Boat booking for rig personnel and office staff
• Maintaining of contracts file summary
• Preparing international and local payroll roster
• Performing variety of administrative duties to assist the management and the whole team
• Setting up and maintaining department records and files as requested
• Liaising with PRO for renewal, request and follow up of visa, passes and letter requests
• Maintaining expats' and master files electronically and through hard copies
• Assisting guests and new employees from outside country
• Attending phone calls
• Assisting office and field staff
• Taking care of office supplies and pantry consumables
• Taking care of incoming and outgoing correspondence or packages
• Processing of port passes
• Scheduling of staff and rig vehicles maintenance
• Secretarial tasks such as answering the telephone, maintaining file records, handling the correspondence and writing, e-mails, letters and making copies

• Handling schedules and affairs of the General Manager and Sr. Contracts & Commercial Manager
• Organizing and attending meetings and ensuring the manager is well prepared for meetings
• Preparing presentations (business plan, technical proposal, sales financial report, CTC report)
• Attending press conferences and events
• Organize, maintain office and personal files
• Manage office travel arrangements (visas, hotels and flight bookings)
• Preparing minutes of meetings
• Ensuring that all clients’ documents/details are complete and updated
• Collating clients’ list for sales purposes
• Assisting Sales Team in getting prospects
• Attending client meetings
• Responsible for attending phone calls and keeps a log for every email, filings, documentation and calls.
• Preparing back up that may be done either electronically or through extra hard copies of different documents.
• Preparation of task list and reviewing it in line with the timeline specified in advance.
• Updating and maintaining of contract and commercial files
• Preparing, maintaining, submitting and filing of critical correspondences/letters
• Maintaining all the Payment Applications, Certifications and details both electronically and through hard copies
• Recording Collection Forecast from Project Managers
• Follow up payments through emails and phone calls
• Maintaining and preparing Target vs Actual
• Collection reports (weekly, monthly, quarterly and annually)
• Maintaining, tracking and filing of PDC/CDC, Subcontractor Payment Certificate and Subcontractor Payment request
• Recording and maintaining petty cash claims
• Maintaining Project-wise to-do list

• Handling schedules and affairs of the CEO
• Organizing and attending meetings and ensuring the manager is well prepared for meetings
• Attending press conferences and events
• Processing of legal documents for the company: License and Permits processing, Visa Processing and others
• Managing office operations (including permits, office lease and licenses)
• Organize and maintain office and personal files
• Manage office travel arrangements (visas, hotels and flight bookings)
• Ensuring that all employees and clients documents/details are complete and updated
• Collating clients’ list for sales purposes
• Assisting Sales Team in getting prospects
• Attending client meetings
• Responsible for attending phone calls and keeps a log for every email, filings, documentation and calls.
• Preparing back up that may be done either electronically or through extra hard copies of different documents.
• Preparation of task list and reviewing it in line with the timeline specified in advance

Position: Business Development & Sales Lead
(Jan 2013 - May 2014)

• Acquires new customers from an assigned geography, and/or a set of names prospects
• Sells a subset of company products and services to assigned opportunities
• Manages new customers’ implementation by directing company implementation resources and by managing customers’ expectations and satisfaction with the implementation process
• Assist other sales and services resources when called upon by the Field Sales Manager
• Completes required training and development objectives within the assigned time frame
• Creating Solution Design for Colocation and Proposal/Quotation for Cloud Services
• Analyze RFI/RFQ/RFP
• Prepare and maintain BoQ
• Organizing emails and documents of current and potential customers
• Schedule/ Plan client visits and follow up inquiries and tender status
• Meeting clients to discuss the services and their requirements
• Preparing reports and dashboards showing the projected
• Preparing reports and dashboards showing the projected and actual revenue
• Presentation of the services during client visit
• Performs other tasks assigned by the Manager

Position: Customer Service Executive (Facility Management)
(Jan 2012 -Jan 2013)

• Monitor, maintain, control and analyze real time data from facilities’ electromechanical equipment and customer’s machine
• Monitor and maintain data center systems to ensure requested information can be compiled in a timely manner, reporting failures and problems real time
• Mapping points in Niagara and Galaxy
• Editing dashboards and charts for the equipment
• Dealing and assisting clients and vendors in accessing the escorted areas
• Performing preventive maintenance for all the electromechanical equipment of the whole facility
• Routine checking to maintain energy efficiency as well as to ensure that everything is in place and all equipment are running fine
• Compiling of all the documents needed
• Testing building security systems and prepare for emergencies by creating action plans
• Ensuring that all building, environmental and other specifications are met