Operations/Executive Assistance to CEO
Lifco Group
Total years of experience :7 years, 9 Months
Administration & Operation:
• Manage day-to-day correspondences internally and externally. Prioritize and bring critical matters (pertaining to administrative and financial approval) to the notice of CEO, draft responses within a fast-paced and demanding environment while receiving work load and enquiries from multiple sources at short notice.
• Oversee and process all aspects (issuance &confirmation) of import and export payment terms- Letter of Credits (LC), TT, DP, CAD. Preparing expense reimbursements/invoices, transfer letters for payment in an accurate and timely manner.
• Collect, proof-read and distribute monthly operations reports (of 9 companies under the Lifco Group - 5 based in UAE, 2 in Saudi, 1 in Oman & 1 in Qatar) to the executive management.
• Prepare, update and distribute itineraries, letters, memos and meeting minutes. Supports and researches relevant data and collates for analysis and interpretation.
• Regular and timely follow-up on all project deliverable with key stakeholders, compile results and prepare notes for executive review. Work closely with multiple divisions in the business such as HR, Procurement, Finance and Sales.
• Analyze and negotiate the offers/quotations/contracts/AMC’s and prepare the comparative statements/recommendations.
• Keep and maintain an accurate filing system (both hard copy and soft copy) of all critical correspondence on behalf of the CEO.
Procurement, Export & Logistics:
• Researching potential vendors, review and analyze supply, and price options to be able to choose the best supplier.
• Follow-up with suppliers of purchase orders for order acknowledgment and timely delivery.
• Monitor, communicate and manage supplier pre-alerts .Track inbound shipments, verify packing lists, invoices, BL and other documentation involving materials received from suppliers.
• Update databases and other reporting tools to maintain visibility of shipment status. Communicate the latest status & root cause analysis (of shipment/clearance delays) to the CEO to take desired action if needed.
• Manage and Organize Air, Sea & Land Freight Import activities.
• Responsible for taking marine insurance for all inbound shipments.
• Inform the supplier about the quantity/ quality discrepancies. Register the insurance claims in case of quality issues and manage the whole process from start till the settlement of claim amount.
• Validate outbound deliveries. Prepare and issue export documents (CI, PL, COO) for the trucks to Saudi & Oman.
Sales Coordination:
• Coordination between Sales Team & Customers (Union Coop, Sharjah Coop, Carrefour etc) for smooth delivery of orders, fixing up meetings, to resolve customer complaints etc.
• Prepared and send correspondences related to sales promotions, quotations, tax credit notes, stock list to customers on behalf of sales team.
• Reviewed the business development proposals and notify the Sales Manager about the new & modified clauses in the contract.
• Liaised with Government Authorities to complete the ECAS registration for our line of products.
• Completed the visitor registration formalities for local (Gulfood) & International exhibitions (Ambiente Fair- Germany, Canton Fair-China).Arranged Travel visas, booked accommodation & flights for Sales Manager to attend the same.
Personal Assistance:
• Organizing and maintaining the CEO diary and making appointments coordinating international travel plans and itineraries.
• Responsible for making travel and hotel bookings, applying visas to visit Germany, Schengen, UK, Oman & Saudi Arabia.
• Credit card balance monitoring & Reconcile monthly credit card statement by processing expenses.
• Prepare personal Payment transfers as and when required.
• Prepare documents and Follow up for license renewals of boat registrations, berth agreement, insurance policy renewals.
• Prepare advertisement to post in social media as per instruction of CEO.
• Responsible for managing the Medical Insurance claims of CEO
Role - Business Improvement Consultant, Remote Working from Dubai
• Provided a solution and advised on ‘’how to comply with General Data Protection Regulation (new EU law on Data protection & Privacy).
• Identified the right CRM provider suitable for the business operations and customized the same to meet the end user requirements.
• Shifted the complete database from Rackspace cloud server to the new CRM by carefully mapping the fields.
• Designed the training materials and manuals for the users and the administrator and had provided On-the-Job training to all the users.
Role- Executive Assistant to CEO
• Assisted the C-Level executive in day to day operations handled sensitive and confidential information with complete discretion in screening telephone calls, letters, formal correspondence, emails and time management, Converted all relevant communication to e-filing.
• Data Analysis & Information Preparation- Conduct research to prepare, gather, and proofread briefing materials, agenda for all executive-level meetings. Provided daily, weekly, monthly and quarterly reports of sales, service, production, import and personal expenditures. Developed presentations to detail projects to clients and prepared presentations on technical trainings, annual budget, sales trainings etc. Conducted research on special projects and developed reports with facts and figures.
• Schedule Management- Managed executive calendar, scheduled meetings, and made travel arrangements. Develop and maintain alert system for upcoming deadlines on incoming requests, projects, and events, ensuring there are no scheduling conflicts.
• Project Management - Prioritizes conflicting needs, handles matters proactively and follows through on projects to successful completion, often with deadline pressures. I have worked on numerous projects where I managed them from conception to finish while adding a creative touch.
• Process Improvement- Identified and implemented ways to improve and promote quality work force through accuracy and thoroughness. Recognized for creating new ways/systems to streamline business operations with greater effectiveness.
• Supervision of Service Department - Commendably streamlined the process flow of the department and designed the ERP module of the service department. Provided clients with an unparalleled level of customer service, maintained meticulous level of quality control by tracking down the root of the problem and actively address the areas that are resulting in customer dissatisfaction.
• Event Planning- Arrange and coordinate meetings, conferences and special functions like product launch. Full event coordination including managing event budgets, negotiating vendor contracts, site selection, catering, travel arrangements, agenda preparation, etc. Co-partnered with event management & advertising companies in tear-downs, remodeling, rebuilds related to hosting of exhibitions(like Gulf Food), trade shows, designing of marketing materials like brochures, flyers etc.
Role- Operations / Executive Assistance to MD
International Purchase/Export & Import:
• Developed and maintained strong relationship and correspondence with all International Suppliers by meeting in person, video conferencing etc.
• Preparing quotations, collecting prices & prepare analysis report on the prices, ensure the purchase orders are released on time and ensure on-time deliveries from the suppliers to meet the needs of International and Local Clients.
• Responsible for verifying all export/import documents (LPOs, BOL, PL, CI and Sales Agreements) & ensure that it is proper & transfer to the concerned department.
• Collect market information, study the data & give proper guidance to the team to carry out right time Import.
• Ensure that the quality inspection is done & convince the suppliers to accept the loss percentage mentioned in the quality issue reports.
Logistics:
• Liaise & negotiate with International carriers to agree on transport costs, detention time & ensure that the best possible service from the shipping line being delivered to our clients.
• Responsible for clearing the goods via Mirsal-2 on ad hoc situations.
• Track shipments from issuance of Purchase Order till delivery of cargo to final destination & ensure that the database and other reporting tools showing the status of the shipment stays up to date.
Media & Marketing:
• Liaising with Expo Centers & Event Management Companies to complete the formalities in setting up exhibition stands during various trade shows and exhibitions.
• Responsible for providing necessary inputs while updating the company website, brochures and related marketing materials. Monitoring the social media activities of the company like updating of facebook page & Youtube accounts with the latest event in the company.
• Supporting the team by giving proper guidance, ideas & suggestions with respect to the marketing activities like TVC, Radio Commercials. Maintaining and updating the record of sponsorships, Radio and TVC spots.
Recruitment:
• Utilize strong Internet research skills for finding the right candidates.
• Design & Post job adverts for vacant positions on all Job portal websites.
• Sourcing and evaluating all incoming resumes against position requirements.
• Set up interviews for shortlisted candidates. Administer HR tests and assessments as required.
• Prepare offers of employment for selected candidates. Assist in creating and updating job descriptions. Conduct inductions for new joiners.
Role - Business Improvement Associate
Accomplished a Change Management Project
• Designed & Implemented a Business Process Improvement Tool (CRM software). Identified the business needs and process improvements. An assessment is done on the features of available CRMs and how the same could be aligned to create value for the business.
• Set up the project team. Elicited the end user requirements by understanding their needs and what their expectations are for the finished product and how it will perform.
• Prepared the logical design and visual layouts of the user interface.
• Developed alternative solutions, selected the IT platform and the relevant technology providers. Adopted an incremental approach in developing the application. Installed the tool in a server residing in a cloud platform.
• Performance of the tool is tested, tracked and reviewed to determine if goals were met and the possibilities for potential improvements. Then successfully delivered the project within the deadline.
• Provided on the job training to the employees on how to use the tool, designed user manuals with detailed instructions of its installation procedures and functions with troubleshooting tips.
Master of Business Administration with dual specialization in HR & Systems