Executive Assistant
Doosan Heavy Industries & Construction
Total years of experience :11 years, 5 Months
The Company:
Doosan is one of Korea's leading EPC contractors for plant projects like Power, Water Desalination and Water Treatment Plants.
Main Responsibilities:
• Act as right hand and main point of contact to the Deputy GM (Head of Subcontracting and Sourcing Team).
• Meet, greet and assist visitors and provides refreshments and technical assistance.
• Counter-checks documents submitted to the Deputy GM before approval and signing
• Organize diaries, setting meeting appointments and arrange logistics such as; visas, accommodation, car rentals and reimbursement of travel expenses.
• Assists in preparing presentations, proposals, documents, letters, budgets, business plans and reports
• Travels to GCC countries to meet with subcontractors and suppliers, participate and take minutes at meetings, make due diligence reports and perform presentations when required.
• Carry out research as instructed and prepare necessary reports.
• Maintaining Vendor List, project and proposal databases
• Assists in tender and proposal team in terms of sending RFQ’s including follow ups
• Oversee some aspects of finances/budgeting for the team
• Administer office facilities, supplies and basic office safety system
• Provides leadership and administration support to other administrative staffs whenever necessary.
• Coordinate with the PRO and HR Team regarding government requirements for visa processing, licenses, utilities, etc.
• Coordinate functions and other team building events
• Substitute’s admin staff/s when on leave and perform other administrative and ad hoc duties, such as filing and photocopying.
Competencies:
• Proficient in Microsoft Office suite and capable of network and office equipment setup
• Excellent written and oral communication skills
• Very good market research skills locally or internationally
• Ability to handle tremendous pressures and motivated in facing new challenges
• Highly organized, posses quick thinking and able to provide prompt but effective decisions and solutions
• Can work nights and/or travel (inside or outside UAE) with the job if necessary
• Team-oriented, diplomatic, confident and flexible personality who enjoys working with different nationalities
• Ability to provide exceptional customer service to both internal and external customers
• Can provide veteran and immediate contributions.
Accomplishments:
• Recommended the use of used‐paper for necessary printing of internal documents and able to minimize monthly cost on office supplies by 5% lower.
• Established efficient filing systems, office guidelines and systematic procedure manuals after realizing the need.
• Reviewed hotel rates, travel agencies, car rentals and able to get lower rates with the same quality services.
The Company:
Obayashi is one of the world's leading construction contractors and Japan's leading listed companies involving construction services. The company established its Jebel Ali Branch for the construction of the famous Monorail Transit System in Palm Jumeirah (owned by Nakheel); while its Dubai Branch undertakes Dubai Metro Rail System (owned by RTA).
Main Responsibilities:
• Sole responsible for JAFZA’s Trade Portal System, trade license renewal, vehicle registrations, company accommodation management, rentals, etc.
• In-charged in Free Zone visa processing, (Visit, Employment, Dependents, Renewal, Extension, Cancellation, Labour Card and Health Card)
• Liaise to Dubai Immigration, Jebel Ali Customs (heavy equipment custom clearance), Dubai Municipality (rent dispute matters, pest control and cook certificates), Ministry of Labour (employees labour disputes), TECOM office (visa transfers), Dubai Police and Dubai Courts (employees cases)
• In-charged in canvassing, rental negotiation and maintenance management of Managers and Staffs accommodation as well as assessment of lease agreements.
• Attends meeting with managers of sub-contractors and provide assistance and information regarding workers necessities.
• Coordinates and assists HR Department concerning legal matters like employment contracts, leave procedures and end of service benefits computation.
• Assist in Recruitment and training of other staff members.
• Act as team leader to other Admin Staffs in absence of the Admin Manager
• Handles vehicle arrangement and driver’s itineraries (21 units of vehicle and 24 Drivers)
Accomplishments:
• Commended for resolving the work stoppage at project site initiated by Workers’ Team Leaders by direct consultation with JAFZA Labour Dispute Department
• Dubbed as “Mr. Congeniality” by colleagues for successfully organized various staff’s recreational activities
The Company:
It is a joint venture between Groupe Forasol, a family of innovative construction companies specialized in all kinds of subterranean and deep foundation construction in Switzerland and Al Ghurair Industrial Group of UAE to satisfy the increasing demand for ground engineering works in the Gulf - most notably in the UAE for Dubai Metro piling activity.
Main Responsibilities:
• Manages hectic calendar schedule of the projects manager concerning his meeting appointments.
• Generate reports from all site secretaries, compile and prepare daily report of Site Engineers regarding site progress and report to the Projects Manager.
• Filing and safekeeping of site documents (Contracts, Daily Report, Equipments List, Manpower Statement, Pile Record Sheet, Delivery Notes, Order Slips, etc.)
• Handles site petty cash and reimbursements and supervising drivers and office boy activities.
• Data encoding and other business correspondence as may be assigned by the Manager
Accomplishments:
• Commended by main contractor’s QA/QC Manager for creating and maintaining impressive filing system in the site office
The Company:
It is an IT service provider in Philippines composed of highly trained computer technicians which was established by Fujitsu Philippines, Inc. to assist their engineering team in responding technical support requested by its clients in regards with their IT products such as desktop PC, laptop, ATM, POS, etc..
Main Responsibilities:
• Leads and assists Team Leaders for administrative control over all employees in all matters pertaining to work performance, attendance and discipline.
• Prepares business proposals, memo, meeting arrangements, business letters and coordinating to all department managers.
• Prepares and releases payroll, updates monthly summary of employees' compensation and tax, prepares year end adjustment and annual employees' earnings.
• Prepare quotations, billings and attends billing clarifications and corrections to the clients.
• Monitor and updates available and used leave credits of employees and other benefits.
• Prepares Quotations and Invoices including payment collection.
• Manage petty cash and control administrative expenses.
Has shown good moral character, a well disciplined student and had not violated any of the rules and regulations of the university.