Karen D'souza

Provide comprehensive Administrative, HR and Personal Support to
the Managing Director, Financial Director, and Marketing Director of
the company with a scope of responsibilities that include:
o Preparing, organizing, and storing information in paper and
digital form on the company Shared One Drive Server
o Providing support to the team by organizing official courier
pickups online, as well as keeping them updated with the
various delivery notifications by email as and when required.
o Sending out official and internal VCs via Microsoft teams
invites for various meetings on behalf of the Managing
Director and office staff as and when required.
o Prepare communications, such as memos, emails, invoices,
reports, and other correspondence on the phone and by
email.
• HR Duties include but not limited to:
o Proactively maintain and renew licenses e.g., Company
Trade License, Establishment Card, P O Box renewal,
Office Lease renewal etc. on a yearly basis.
o Posting job posts via the Company LinkedIn profile for
various vacancies, shortlisting relevant CVs sent to the
relevant colleagues for approval and further processing,
as well as sending out rejection emails to the
candidates
Onboarding of new joiners as and when necessary: sending out welcome emails requesting for
documents to process visit and employment visas, ensure workstation and stationary supplies
are prepared and available, Laptop setup & Email ID creation - OneDrive, SharePoint, Group
Email, Collate items for welcome kit (notepad, pen, stapler & pins, marker, etc.), Give a brief
introduction about the company (history, structure, culture, workplace etiquette, attendance
management, break times, pay cycle, Leave policy), etc.
• Office Administration Duties include but not limited:
o Assist and liaise with the company’s outsourced services e.g., accounts, IT and PRO with
KYC compliance with the corporate bank, IT related issue and resolutions through remote
and onsite support for the team, as well as coordinate and authorize the various
applications for new visas, cancellations, refunds, salary certificate requests, etc. as and
when required.
o Coordinate with the building maintenance team for office issues like A/C maintenance on
a regular basis, wear and tear of the office fixtures like light bulbs to be replaced, ordering
of furniture online and coordinating with the outsourced office assistant on such matters.
• Assist the Sales & Marketing with the various seminars, training events with logistics like Visas
for guests, tickets, hotel bookings, transportation, activities, etc., as, and when required

Provided comprehensive administrative and personal support to the CEO and VP’s, with a scope of responsibilities that included:
• Managing business and personal travel - visas, flights, accommodation and transfers for all necessary personnel.
o Achieved my target by created and establishing a system to track and apply for all relevant visas on time for all necessary personnel i.e. the CEO, VP’s and employees.
• Maintaining an updated the Outlook Calendar for all meetings for the CEO, VP’s and Business Unit Heads.
o Achieved my task by printing the agendas and meetings notes (local and international) for each business trips and preparing the travel folder with all relevant documentations like collation of reports, business presentations etc. before each meeting.
• Proactively making timely payments of bills - Credit Cards, Mobile Phones, and DEWA etc.
• Achieved a more practical system of creating and maintaining a filing system of personal records and notes, recording expenses related to business & personal dealings like petty cash expenses, personal travel expenses, etc. each month for the CEO, VP’s and relevant personnel.
• Organized, created and maintained up-to-date records for all international travel requirements, international driving licenses, drone license, various memberships e.g. Emirates Skywards, Hilton Honors, Harrods, and Accor Hotels etc. and proactively renewed the relevant memberships, licenses on time.
• Assisted the VP for marketing on various exhibitions locally and internationally: date entry of all the employees attending the various events: Gulfood (yearly events held in February and November), Anuga (Europe Exhibition), I-Oman exhibition. Overall supervision of stand space during the exhibition, arranging meeting schedules are a few of the listed responsibilities.

Provided business support to the Business Administrator of the company.
* Maintained and updated a weekly Travel Calendar for all Company shareholders and managers and
kept them abreast of their schedules.
* Maintained an up-to-date medical appointment record for all Shareholders and their families as well as
updated their yearly medical insurances, claims and reimbursements.
* Maintained an updated expense approvals and claims summary along with timely payments on their
respective credit cards.
* Managed visa documentation and procedure for the various visas whenever required for the
shareholders, employees and clients.
* Managed bookings related to accommodation and travel for employees travelling and clients visiting
Dubai.
* Managed all employee travel to Nigeria which involved booking of additional baggage and their airport
pickup and drop schedules.
* Assisted in administrative duties for staff which included -
o Attendance management
o Mobile and sim card - requisitions, bill payments and deactivations
o Asset management - company vehicles, maintenance & servicing, Salik payments.
o Office Supply management & Petty cash updates.
o Drivers Log Sheet

Reported to the Chairman and the Board of Directors of the company.
* Responsibilities included - scheduling meetings, taking down minutes of meetings and managing their
diaries.
* Achieved my goal in Organizing and creating a filing system from total chaos for all confidential
documents for the Management which includes the CM, MD, ED and COO and their respective spouses
and siblings.
* Made the necessary travel arrangements for the Management and all employees while maintaining
records e.g. ticket details, itinerary details, hotel bookings etc.
* Each morning dealt with opening of personal mail for the management and drafting official
correspondence for them as and when necessary.
* Prepared payments as and when necessary to pay the Chairman’s personal credit cards, insurance
premiums, etc.
* Took Care of Trademark registration for the company brands.
* Handled customer service enquiries at the exhibition stand for Auto Mechanica 2012. Some of the
duties were organizing the takeaways (Corporate Gifts like pens, notepads, etc.), taking pictures at
the exhibition stand, overall supervision and cleanliness of the stand, greeting potential clients visiting
the stand and giving them a brief overview of our brands, etc.

Reported to the Chairman, Managing Partner, Chief Executive Officer and Chief Financial Officer of the
company. Responsibilities included greeting clients that came in and directing them to the relevant
department, answering calls at the front desk, maintaining details of all employees e.g. processing
DMCC visa requests through the online portal, applying for the various Schengen, US, UK visas as and
when necessary
* Was responsible for sending out the latest off the plan availability excel sheet that had all the details for
all the listed properties that the company dealt with to all relevant clients everyday
* Maintained an up to date leave records for all employees, i.e. appraisals conducted, complaints, memos
given, etc.
* Created maintained and more streamlined filing system for the Chairman, CEO, COO and the CFO for
all their confidential documents i.e. credit card payments, mobile bill payments, various insurance
renewals, etc.
* Created and maintained a comparative study of prices for all local suppliers i.e. stationary, office
cleaners, travel agents etc. needed. Supervised the duties carried out by the office assistants on a daily
basis.
* Drafted official correspondence for the Chairman, CEO, COO and the CFO i.e. emails to the relevant
banks, request letters for the various visas, payment reminder letters to relevant investors, etc.
* HR related responsibility included Interacting with various recruitment agencies to schedule interviews
of potential candidates as and when required. Carried out Inductions for new employees by making
them aware of the company rules and regulations, dress code etc.

Responsibilities included live virtual classes over the computer using a voice and screen sharing
software. Teaching application Tools like MS Word, PowerPoint and Excel 2003 to local as well as
International clients (U.S and U.K).
Other Engagements

Worked on a short assignment for a BPO Company for an inbound Process called “Household credit
Cards” providing

Worked on a short assignment for a BPO Company as a fresher for an inbound process providing
customer service and up selling of goods and services like magazine subscriptions, vitamins, etc. for US