Kathy Lapuz

Executive & Administrative Support
• Provide comprehensive administrative support to the CEO, Executive VP, and VP of Marketing, balancing competing priorities and managing internal staff communications.
• Oversee executive calendars, coordinate cross-functional meetings, record conference calls, and distribute accurate meeting minutes.
• Coordinate domestic and international travel itineraries, including flights, hotel accommodations, chauffeur services, and subsequent expense reporting.
• Administer virtual meeting platforms (Zoom, Microsoft Teams, Google Meet) and secure digital documentation via DocuSign workflows.
• Draft and edit high-level corporate correspondence, memos, and reports; create foundational PowerPoint presentations for business development initiatives.
• Manage logistics for corporate events and exhibitions (e.g., ADIPEC), overseeing vendor procurement and the distribution of promotional materials.

Finance & Procurement Coordination
• Oversee bank coordination for KYC compliance, including gathering and validating documentation, liaising with banking representatives, and ensuring timely submission and adherence to regulatory requirements.
• Maintain financial tracking and reporting using Excel; manage and reconcile petty cash funds and reimbursement documentation.
• Facilitate procurement lifecycles by preparing purchase orders (POs), reviewing vendor quotations, and auditing office supply inventory.

Operations & Investor Relations
• Maintain and update the critical Investor Tracking List on a weekly basis, ensuring precise data integrity for senior leadership.
• Perform administrative and ad-hoc operational tasks as directed by executive management.

Human Resources & UAE Compliance
• Process and track vital employment documentation - including UAE visas, labor cards, Emirates IDs, and medical applications - ensuring 100% compliance with current UAE labor regulations.
• Free Zone & Offshore Governance: Administer monthly payroll submissions specifically via the Hamriya Free Zone portal; oversee corporate renewals for HFZA and LLC trade licenses, tenancy contracts, Certificates of Good Standing (COGS), and legal apostille requirements for offshore entities.
• Insurance Administration: Manage applications, renewals, and claims processing for both employee medical insurance and corporate assets (office and vehicle policies).
• Maintain electronic and physical personnel records; compile HR reports covering attendance, leave tracking, and holiday usage.
• Serve as the authorized point of contact for issuing official company letters, including No Objection Certificates (NOCs), salary certificates, and Certificates of Employment (COE).
• Payroll Support: Audit employee timesheets for executive review and ensure seamless submission to payroll.

US Government Defense Contract Compliance
• Federal System Management: Managed tracking and personnel data encoding for 1, 250+ project employees utilizing the US Government’s SPOT system to ensure 100% compliance with Letters of Authorization (LOAs).
• Agency Reporting: Served as a direct point of contact for US Government personnel; prepared and audited defense contract census and ACEW workforce reports for the Administrative Contracting Officer (ACO).
• Defense Base Act (DBA) Insurance: Administered the end-to-end lifecycle of DBA insurance policies, processing claims, tracking case progress, and supplying documentation for carrier audits.

Finance & Payroll Operations
• Cross-Border Payroll: Validated and coordinated accurate multi-currency payroll for expats, Third Country Nationals (TCNs), and local Dubai staff across QuickBooks and Wells Fargo banking networks.
• Financial Tracking: Managed AP/AR invoicing, maintained the daily sales tracker, and performed reconciliation against P&L statements by job.

Human Resources & Administration
• Workforce Support: Coordinated localized recruitment processes, maintained master personnel files, tracked leave/vacation schedules, and managed logistics for evening executive conference calls.

• Frontline Operations: Handled local/international vehicle leasing agreements, managed walk-ins, and resolved customer inquiries via phone and corporate email.
• Financial Reporting: Finalized Daily Business Reports (DBR), tracking cash collection, fuel charges, traffic fines, and Salik toll gate processing.
• Logistics & Fleet Coordination: Monitored vehicle inventory via the Putty system and managed daily shift scheduling for drivers and airport terminal personnel (Terminals 1, 2, and 3).

• Provided administrative support within the main office, handling internal correspondence, document control, and data entry files.
• Assisted with basic inventory tracking and operational reporting for retail management.