Marichu نارفاييز

Act as the point of contact among executives, employees, clients and other external partners

· Manage information flow in a timely and accurate manner

· Manage executives’ calendars and set up meetings

· Make travel and accommodation arrangements

· Rack daily expenses and prepare weekly, monthly or quarterly reports

· Oversee the performance of other clerical staff

· Act as an office manager by keeping up with office supply inventory

· Format information for internal and external communication - memos, emails, presentations, reports

· Take minutes during meetings

· Screen and direct phone calls and distribute correspondence

· Organize and maintain the office filing system

to the Global Chief Officer
❖ Coordinated global strategy meetings across global time zones, enhancing cross-functional
collaboration.
❖ Managed complex calendars, ensuring optimal time management for executives.
❖ Facilitated communication between departments, improving project alignment.
❖ Organized high-stakes events, elevating company visibility and networking.
❖ Maintained confidentiality, safeguarding sensitive corporate information.
❖ Cultivated strong relationships with stakeholders, enhancing partnership opportunities.
❖ Handled travel-related expense tracking, reconciliation, and timely submissions
❖ Supported day-to-day HR operations and handled ad hoc office administration requirements

 Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf. Maintaining comprehensive and accurate records.
 Performing minor accounting duties and Maintain confidentiality of highly sensitive information.
 Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
 Answering phone calls in a polite and professional manner.
 Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
 Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters
 Taking minutes of the meeting, prepare reports and distribute to all concern parties
 Handle Visa application for Business Trip purposes.
 Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
 Prepare LOA or LOI Client and Facilitate the signing of all confidential documents
 Prepare LPO’s, RFP, Invoices and handle payment of utility bills etc.
 Prepares purchase orders and payment approvals to ensure the procurement process goes smoothly.
 Compiles records of items purchased, costs, deliveries, product performance, and inventories, analyzes data and ensures account needs are met. Contacts suppliers to schedule or expedite deliveries to ensure resolution of problems such as shortages and missed or late deliveries.
 Do other duties that maybe assign from time to time

❖ Coordinate departmental activities, events, and workshops.
❖ Track and follow up on project deadlines, action items, and deliverables.
❖ Handle Travel logistics such as tickets, visas, and Marhaba service
❖ Handle payroll processing, employee contracts, invoices, and bill payments.
❖ Handle LPOs, invoices, claims, and coordination with procurement and finance teams, and
administrative forms.
❖ Handled Accounts Payable and Accounts Receivable functions, ensuring accuracy and compliance
with company policies
❖ Managed invoicing and billing processes for the MENA region, ensuring timely and accurate
issuance of invoices
❖ Monitored accounts ageing reports, followed up on outstanding payments, and supported collection
activities
❖ Processed bills of payment, vendor payments, and customer receipts in accordance with financial
procedures
❖ Performed account reconciliation, including bank, customer, and supplier accounts.
❖ Prepared and monitored departmental budgets, tracking expenses and variances.
❖ Coordinated with internal departments and external clients to resolve billing discrepancies and
payment issues
❖ Maintained accurate financial records and updated accounting systems to support audits and reporting.
❖ Coordinate initiatives, tasks, and workstreams that require collaboration across multiple departments.
❖ Handled travel-related expense tracking, reconciliation, and timely submissions.

❖ Identifying key milestone of projects and event then working backwards from those deadlines to ensure deliverables are met
❖ Sort and distribute incoming mails and handle outgoing mails
❖ Draft, review, and proofread office documents
❖ Assist the Regional President in organizing and schedule Team meetings invite and appointments with her daily
schedule’s duties, networking, co-ordination, follow-ups, and reports.
❖ Handles processing of Bills of Payments, all related expenses incurred by President as per procedure and ensure timely payment.
 Review contracts, agreements, and other legal requirements prior to sign off.
 Liaise with internal compliance auditor, working closely with the teams in undertaking audit findings and resolving issues
 Ensure our individual companies are compliant in local regulations including but not limited to HR and Finance submissions on a monthly, quarterly and annual basis
❖ Review and draft Terms of Business and NDA’s prior to submission
❖ Handle employee relations, Payroll, benefits, and training
❖ Monitoring the outstanding receivables account through monthly submission of ageing reports.
❖ Maintaining & monitor Receivables / Payables monthly reconciliations.
❖ Keep track of paid/unpaid leave of the employee’s
❖ Preparing Salary Payroll, Payment Instructions to the Bank & follow-ups with all concerned on pending matters.
❖ Responsible for filing of DEWS employer contribution (pension plan) in DIFC on monthly basis
❖ Oversee adherence to office policies and procedures. Responsible Petty Cash, & Reimbursements Claims
❖ Monitoring client’s payments, advising clients when their payment is due and making the collection reports.
❖ Assist with compliance and risk management function including managing company compliance calendar and providing internal alerts in Key contract, permits, regulatory and corporates agreements dates.
❖ Responsible for Corporate documents for application and/or Renewals
❖ Handles employee’s medical insurance claims reimbursement, renewal & application
❖ Conduct ADhoc projects and support as requested.

to the Finance Director
❖ Managed daily office operations and administrative support in a fast-paced real estate environment
❖ Prepared and maintained contracts, tenancy agreements, property documents, and compliance
records.
❖ Coordinated with clients, tenants, brokers, and property owners to ensure smooth transactions
❖ Maintained accurate databases, filing systems, and property records
❖ Handled EJARI, DEWA application, cancellation, & Renewal
❖ Supported sales and leasing teams with documentation and client communication
❖ Scheduled meetings, coordinated viewings, and organized reports
❖ Ensured confidentiality, attention to detail, and efficient workflow across departments
❖ Ad hoc Administration documentation requirements.

Maintain HR record, develop and update HR policies and guidelines.
Support with the hiring process by posting job vacancies, screening CVs, interview, select and recruit the right people for the right roles.
Plan and direct the joining, orientation and training process for new employees.
Maintain company document and coordinate renewal process once needed
Support with performance review as needed with team leaders
Manage company / team events
Work with finance team on managing employee’s health insurance policy.
Manage visa renewal process
Manage employee exit process (cancellations, handover…etc)
Issue letters and salary certificates VIH
Work with company general manager to strategically plan HR initiatives that will benefit the company and encourage more efficient.

Manage executive calendars, meetings, travel arrangements, and daily priorities.

Handle LPOs, invoices, claims, and coordination with procurement and finance teams.

Prepare and track departmental budgets, expense reports, and monthly performance summaries.

Support Warranty, R&D, Buy-Back, and Service departments with documentation and reporting.

Coordinate cross-department communication and act as the central point of contact.

Maintain accurate records, filing systems, and contract documentation.

Assist with vendor coordination, payment follow-ups, and compliance requirements.

Provide general administrative support, ensuring smooth daily operations across departments.

❖ Supported the General Manager with financial and administrative operations, ensuring accuracy and
compliance.
❖ Managed invoicing, LPOs, and quotations while coordinating with finance and procurement teams
❖ Monitored departmental budgets and performed expense tracking and reconciliation
❖ Prepared ageing reports and followed up on outstanding receivables and vendor payments
❖ Processed expense claims, payment requests, and bill settlements on time
❖ Maintained financial records, reports, and documentation to support audits and management review.

Manage executive calendars, global meetings, and complex travel arrangements.

Prepare agendas, briefing materials, minutes, and follow-ups for leadership meetings.

Draft and review emails, presentations, and reports on behalf of the executive.

Handle confidential information with professionalism and discretion.

Coordinate with internal and external stakeholders as the executive’s main point of contact.

Manage expense reports, reimbursements, vendor payments, and basic budget tracking.

Maintain organized filing systems and ensure accurate documentation.

Oversee daily office operations, supplies, vendor coordination, and facility needs.

Support HR tasks such as onboarding, leave tracking, payroll inputs, and employee records.

Plan company meetings and events, including room bookings and logistics.

❖ Supported end-to-end recruitment processes, including CV screening, interview coordination, and candidate
follow-ups
❖ Managed executive calendars, meeting schedules, and confidential HR documentation
❖ Assisted in onboarding, employee records management, visa or contract documentation, and medical
insurance documentation. Handling Bills of Payments & monitoring office supplies. Office Service
Maintenance
❖ Coordinated with clients and candidates to ensure smooth hiring and placement processes
❖ Handled administrative tasks such as reports, correspondence, office coordination, and database management
❖ Supported basic accounts functions, including Payroll, expense tracking, and payment follow-ups.
❖ Process all corporate documents, applications, submissions, and approvals.
❖ Supported payroll preparation by validating attendance, leave, and employee data
❖ Ensured timely completion of HR documentation and employee lifecycle activities
❖ Maintained confidential employee records and supported HR audits and reporting
❖ Assisted in employee queries, policies, and day-to-day HR and admin support.