Administrative / Operations Coordinator
Excellence Global FZC
Total des années d'expérience :10 years, 7 Mois
Assisted management in liaising with other departments and in preparation or improvement of existing event proposals, event plans, media plan and budget plan that formed base for successful execution of event.
Active participation in event marketing plan / promotions strategies in coordination with marketing manager that assured increased event revenue.
Developed strong relation with event sponsors, media partners, other key stakeholders and key clients by providing excellent Client servicing that enhanced company reputation and business.
Handled event space booking process, acquired services of guest speakers for conference/seminars and booked entertainers, artists, event assistants, ushers and promoters for events.
Procured technical riders, supplies required for events from suppliers / vendors and production houses within planned budget.
Coordinated with artists and team to finalize artist travel logistics, rehearsal slots and organized any other facilities required by artists during course of event.
Supervised onsite pre-event production setup, venue setup process and inspected other event site arrangements that helped to mitigate any unforeseen risks during live event.
Successfully supervised live events operations in coordination with different departments to resolve any issues that ensured event flowed smoothly.
Dispatch of invoices received to the Accounts team for the prompt payment to suppliers.
The position is responsible for providing support and coordination to Senior Vice President, Vice President, Director, Heads
and Senior Manager - Events & Production of Dubai Airports.
Taking Minutes of the meetings of Executive Boards and other stakeholder meetings. Liaising with different department and
their office managers for smooth running of the meeting.
Prepares reports, filing and handle distribution of produced materials for the C&R and other DA Units as per operational
requirements.
Preparing the budget utilization sheet for C&R section with financial reporting of submitting invoices.
Co-ordinates directly with Finance to check for supplier payment status and follows against the list provided for payments in
budget utilization report. Submitting an updated payment report to Senior Manager - Events & Production on monthly basis
for supplier payments.
Preparation of necessary travel arrangements for SVP and VP in flight bookings, hotels and per diem allowances.
Act as the primary contact among executives, employees, clients, Dubai Police, and other stakeholders of Dubai Airports
Managing manpower to support events.
Develop and maintain durable relationships with suppliers in order to facilitate procurement transactions which meet the
company objectives in contingent circumstances, maintaining high levels of service to the end user.
Dispatch of invoices received to Cash office and follows up the process with delivery note and purchase order to central stores to
pass the receipt (Direct issue Voucher).
Coordinating with suppliers with regards to production installation and set-up.
Provides on-site and back end support to the C&R team during local exhibitions, events and for any events organized by
Dubai Airports. Effective filing of all documents of the respective events.
Management and supervision of Office stocks in 2 Stores of C&R and materials in Central Stores warehouse.
Prepares a complete stock inventory report of all items that are printed / produced by the C&R unit. which is coded as per
the systems for Finance / Audit and future reference for operations requirements of the C&R Unit. These reports are
updated on a monthly basis for stock inventory.
Recording of all material coming in and out of the stores produced for Dubai Airports units by C&R for Events & Production,
Marketing & Brand Management.
Tracks movement of the stores, stock inventory, replenishment of stock and materials for logistics and
production with suppliers and updates status in monthly reports. Ordering necessary office supplies when required.
Preparing necessary reports as advised by the SVP and VP for their weekly board meeting, stakeholders and other high
official meetings
Reporting any incidents to the respective manager that affect the reputation of ‘DXB’ brand (In and Around airport)
*Managing the Local and International Training events.
*Sourcing different hotels for the events.
*Sourcing different instructors or trainers for the event.
*Organizing and maintaining files and records
*Preparing and editing correspondence, reports, and presentations
*Making travel and guest arrangements
*Answering all customer inquiries regard our events on the telephone
*Providing quality customer service
*Monitor office supplies and research advantageous deals or suppliers
*Supporting the Head of events with any duties as requested
*Responding to customer email inquiries
Develop the supplier sourcing plans and ensure effective implementation of the same in order to ensure the selection of cost effective vendors/suppliers to ensure cost effective and best quality products for maximizing end user satisfaction.
Monitoring inventory control functions including physical verification of warehouse stock, monthly reconciliation of stock.
Ensure to achieve the agreed CAPEX and OPEX savings to generate maximum profit to the company by implementing strategic sourcing initiatives to leverage cost optimization and improving bottom line figures.
Implement best practices in procurement by bringing in more Responsiveness, transparency, compliance and visibility. Develop, review and implement policies, systems, processes, procedures and formats related to supplier sourcing, contracts management and supplier management in order to bring consistency and to standardize the functioning of Procurement and ensure compliance with overall company policies and procedures.
Conduct research and study on the market conditions such prevailing price trends, new products introduced, production methods and processes of the products in order to ensure the best products in the market. Recommend the best products based on the end user requirements and gather the information from the concerned suppliers in order to pass expertise on the commodities to be procured
Select and evaluate suppliers based on qualitative & quantitative data gathered regarding capabilities & core competencies, financials status, credibility, organization structure, internal processes, local/regional/international presence, performance and quality by giving preference to Business Partners in order to select right suppliers.
Responsible for tracking the budget Vs the expenditure and timely update the expense plan and track the variances. Provide direction in the preparation of reports on the expenditure to provide information to the senior management in order to make informed decisions.
Lead the Tendering & sourcing team to ensure the overall quality and consistency of tender documents and official correspondence to suppliers/service providers before the tender publication in order to ensure accurate information in the tenders. Participate and facilitate tender openings and vendor/supplier meetings in order to expedite the selection process. Negotiate with Suppliers to get the best value for money. Make recommendations and lead purchase decisions.
Resolve any contractual disputes that may arise, to the best advantage of the company, in order to achieve an amicable solution and settlement
Create best class Supplier Management systems and guide the team to evaluate supplier performance based on qualitative and quantitative data gathered from all stakeholders regarding capabilities, quality of services, delivery timeline, workforce competencies etc and hold regular supplier meetings to review scorecard and acknowledge/appreciate or take remedial actions.
Provide end users with expert procurement advice relating to quality and availability of products and services, prices, timing of procurement and recommend changes and cost effective strategies where there is opportunity to reduce costs etc in order to ensure that the end user requirements are met in accordance with corporate policies and commercial objectives
Any other duties as may be assigned from time to time
Best Student of the College and Department 2004-07