Ninotchka Noreen Aribon

• Manage building and equipment maintenance schedules, ensuring they are carried out efficiently and at a timely manner
• Coordinate facility requests, repairs, and procurement of supplies with the respective contractors, subcontractors, vendors and suppliers
• Manage the CMMS System (Helpdesk TouchPaper), including receiving work request, assigning work orders, entering system data, and providing overall system administration
• Conduct daily floor inspection to ensure all equipment are in good working order and stock levels for all office services are well maintained
• Manage and reconcile the Facilities Department & the Managing Director's petty cash
• Prepare daily, weekly and monthly facilities reports
• Prepare and maintain RFP’s, bid information, and other contract documents
• Handle all applications and issuance of electronic badges and business cards to employees
• Manage all logistic requirements of the business, ensuring that all parcels are delivered and signed for
• Assist the Dublin-based HR department in handling and managing all HR-related documentations for employees in the Dubai office, including visa applications, cancellations and renewals
• Receive and manage customer support calls, providing assistance with Yahoo’s products and procedures
• Professionally and courteously operate the busy switchboard and greet visitors and employees while maintaining a positive attitude and disposition

KEY ACHIEVEMENTS
• Created and maintained Monthly Breach Report of Helpdesk’s TouchPaper ticketing system that monitored and improved the rate of Yahoo Dubai’s monthly breached tickets.
• Devised and introduced Yearly Maintenance Summary Report that eased the tracking of all maintenance service schedules throughout the year.
• Re-organized Yahoo’s IT and Facilities storage rooms for better stock management and inventory.
• Probation period was cut in half due to positive performance feedback from the management.

• Reported directly to the Managing/ Financial Director
• In-charge of preparing and issuing of all documents required for Letters of Credit, verifying that they are accurate, up to date and appropriately distributed to relevant parties
• Coordinated containerized shipments with the logistics team in Germany and the freight forwarders in the country of destination, ensuring that the materials are delivered on time and in good working condition
• Facilitated in building and strengthening cross-functional relationships by liaising between Logistics, Sales, Projects & Accounts departments to facilitate smooth running of operations
• Managed issuance and accurate filing of purchase orders, invoices and bank guarantees
• Reviewed and confirmed contracts with regards to payment and shipping terms, guaranteeing that the company is in a favorable position to fulfill the terms, at the same time agreeable with the client
• Gathered quotations and negotiated rates with freight forwarders
• Prepared statistical reports to monitor pricing development of freight costs that provided a practical basis of choosing the most cost-effective option
• Handled visa applications and organized travel itineraries for managers, employees and guests
• Responsible for all company secretarial functions, duties and responsibilities
• Screened calls from the busy switch board while managing the reception area

KEY ACHIEVEMENTS
• Promoted from Receptionist position to LC & Document Controller within months and was sent to HUBER Headquarters in Germany for LC & Logistics training.
• Introduced and maintained effective filing & archiving system of Huber Technology’s Letters of Credit-related documents for easier access and increase efficiency.
• Developed and maintained Aging List Report for current projects for easier tracking of payments and over-all project overview.