Marketing Coordinator
DSA Architects International
Total des années d'expérience :17 years, 7 Mois
Provide administrative support and marketing assistance to the Design Principal and company Directors for client
submissions and marketing proposals.
* Coordinate with the Commercial Manager for timely management of all contracts, including drafting, issuing and
coordinating with Design Managers and consultants for accurate information.
* Provide administrative support for HR Department and Finance Team with travel coordination, visas and travel
expenses - not limited to coordinating complex travel, including booking accommodation and arranging point-to-
point transportation.
* Complete projects, reporting, submissions and special assignments by establishing objectives; determining
priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and making
adjustments to support efficiency. Manage and ensure the delivery of top quality, on-time and effective submittal
of reports and qualification packages.
* Establish and manage timelines and assignments.
* Coordinate services of outside graphics and reprographic vendors for marketing purposes, including brochures,
presentation boards, business cards and various marketing materials.
* Oversee the maintenance of the marketing files.
* Interact with marketing staff in branch offices to obtain/exchange information as needed.
* Ensure that supplies and equipment for marketing efforts are maintained and ready to go.
Personal Assistant to the SVP
Reporting to the Managing Director
* Provided full front-office administration and support, including couriers, faxes, utility payments, telephone
applications with Du and Etisalat and various service packages
* Maintained correspondence with DED and all government entities
* Provided complete administrative and secretarial support to the Director, Sales & Marketing
* Prepared travel schedules, including hotel arrangements, tickets and visas,
* Prepared monthly cash expense reports for Management; Purchased all office furniture and office equipment,
opened AMC contracts and office maintenance contracts and office IT Support
* Maintained re-order levels of office consumables, office stationery and toners
* Maintained complete documentation of company staff; Assisted in the research and selection of key office
personnel
* Assisted in research of FMCG Industry distributors, suppliers, vendors, storage facilities and retail product pricing
* Maintain correspondence with FMCG Global suppliers
* Corresponded with company Suppliers and Purchasers; Produced invoices, Managed all Container movements,
Logistics, Shipping documentation.
* Maintained direct correspondence with Agility-Al Quoz for Storage and Warehouse requirements, including
monthly stock-count and invoicing.
Ineke D’Souza - Resume - 2018 Page 3
* Coordinated with UAE Customs and Inspection departments and adhering to Dubai Municipality requirements,
including FIRS and Custom Inspection appointments
* Represented the company in UAE Trade Exhibitions and Events
* Assisted Director in correspondence with Property Agents and Tenants for Commercial and Residential ownership
properties in the UAE
PA to the GM
& Fleet Base UAE (JAFZ)
* Reported to the Regional Head of the Logistics Base
* Ensure optimal customer service and satisfaction in all areas, troubleshooting enquiries
* Provided complete front office support, including couriers, faxes and utility payments
* Provided administrative support to Regional Delegates and Local Staff
* Managed all administration filing, including Purchase Order Database and Requisition Database
* Maintained Master files of incoming documents and registered invoices
* Maintained files for Delivery Notes and Goods Received Notes (GRN)
* Managed the archive of files to available storage
* Maintaining re-order levels of office consumables, office stationery and toners with suppliers
* Maintained complete documentation of Base personnel
* Corresponded regularly with
Reported to the CFO and Office Manager
* Provided front-office support, logistics of services, including couriers and utilities payments
* Provided month-end balances by deadlines
* Inputted disbursements onto Billing Guides
* Assisted in managing company accounts during the absence of the Finance Manager
o Managed Client and Company Accounts
o Prepared cheques as per Fee Earner’s instructions
o Effectively managed daily tasks, general accounting tasks
* Provided secretarial support to all Lawyers and Partners, including Audio Typing and File Management
Reported to the Managing Director
* Provided front-office support, secretarial support and handling office independently during the absence of the
Company Director
* Handled logistics of all office-function related services, including couriers and utilities payments
* Liaised with agents regarding tenancy and maintenance contracts and renewals
* Maintained correspondence and documentation with ministry offices for the registration and classification papers
of company’s 36 vessels
* Drafted Marine Project Contracts independently (Barecon and Supplytime)
* Ensured optimal customer service and satisfaction in all areas, troubleshooting enquiries and issues
* Reviewed potential applications and recruited employees
* Maintained complete documentation of company employees
* Organized labour and agents contracts for over 200 employees
* Built and sustained professional rapport with supervisory staff at overseas seaman recruitment agencies in the
Philippines and Indonesia
* Set daily / weekly / monthly goals and objectives for Divisional Teams and ensured all allocated jobs were
completed to the full satisfaction of Senior Management and Company Director
Provide high level administrative support to the Managing Principal / SVP by managing and maintaining the
executive’s schedule and calendar. Promote the corporate image by representing the executive internally and
externally; providing liaison between the leaders, employees and clients.
* Interface with high profile contacts on behalf of the executive.
* Greet visitors and determine whether they should be given access to specific individuals.
* Screen incoming phone calls (re-direct incoming calls as necessary).
* Schedule appointments, draft/edit correspondence and prepare expense reports.
* Open, sort, read and analyze incoming correspondence. Determine significance and plan their distribution.
* Arrange meetings (international and domestic), company dinners and other corporate functions, answer questions
and meeting requests directed to the executive: business and personal.
* Coordinate complex travel, including booking accommodations and arranging point-to-point transportation.
Ineke D’Souza - Resume - 2018 Page 2
* Complete projects and special assignments by establishing objectives; determining priorities, managing time,
gaining cooperation of others, monitoring progress, problem-solving, and making adjustments to plans.
* Improve quality results by studying, evaluating, and re-designing processes; implementing changes.
* Conduct research and take charge of special projects as assigned.
* Supervise lower level staff such as the administrative assistant.
* Provides administrative support to one or more leaders or a department including opening and distributing mail,
answering the telephone and taking messages, scheduling meetings, arranging business travel and preparing
expense reports, etc.
* Handles frequent telephone, email and personal contact with internal employees and external clients.
* Manages client contact information.
* Fosters a commitment to external and internal client service.
* Receive and accurately direct incoming phone calls with energy and professionalism.
* Greet and direct clients and other visitors in a courteous and timely manner.
* Update and distributes office phone directory
* Maintain the appearance and atmosphere of the lobby in a neat, professional and attractive manner at all times.
* Sort mail deliveries and other administrative tasks in support of office operations.
* Maintain parking records and collection of parking cards, if required.
* Direct couriers and deliveries.
* Maintain office continuing education database as required.
* Scheduling of conference rooms, ACR and WebEx meetings.
* Successfully organized, planned and executed all corporate events - In-house events / annual meetings and
client workshops
* Takes personal responsibility for fostering a green workplace through sustainable work practices.
Marketing responsibilities
* Manages and ensures the delivery of top quality, on-time and effective submittal of proposals, qualifications
packages.
* Provides input and collaboration with marketing manager and the management committee and practice leaders to
help establish priorities and protocols for responding to RFPs and other marketing related inquires.
* Provides or directs the initial mock-up of proposals and writes portions of the proposals as appropriate.
* Establishes and manages timelines and assignments as needed to complete effective submittals.
* Writes and/or updates new project and personnel resumes to be used for marketing purposes.
* Coordinates or obtain information needed from consultant firms to be included in proposals or at presentations.
* Seek and incorporates new references into marketing submittals.
* Coordinates services of outside graphics and reprographic vendors for marketing purposes.
* Oversees the maintenance of the marketing files, including up to date files of submittals.
* Interacts with
Provided full front office support, logistics of services, couriers, faxes and utility payments
* Provided complete administrative and secretarial support to the General Manager, Technical Director and
Managed all administration filing
* Corresponded with Medical Insurance companies for claims and renewals
* Managed the monthly financial expense reporting, which included Petty Cash and all staff Monthly Expense
claims
* Prepared Monthly Credit Reports for TA UK
* Managed Debt Collection for MEAI
* Maintained re-order levels of office consumables, office stationery and toners with suppliers
* Maintained complete documentation of company personnel
applications of visas, employment cards, and access cards, licence and registration renewals
* Coordinated the entire relocation process of our TA office from DAFZ to JAFZ, including the set-up, designing and
furnishing of the new JAFZ office, transfer of all staff visas, access cards, Custom Codes setup, JAFZ - Dubai
Trade Portal setup
* Organized travel schedules for all Management staff, all resident and visiting staff, including hotel arrangements,
meet and assist, tickets and visas
Event & Seminar Planning
* Successfully organized, planned and executed all corporate events - In-house Seminars / Outdoor Seminars /
Training and Conferences in Hotels
* Coordinated directly with printers and suppliers to design and produce all marketing materials - handouts,
giveaways and presentations; Maintained direct contact with external printers to coordinate the artwork and
production of all marketing collateral
* Independently handled the successful logistical coordination of all arriving and attending guests and delegates,
contractors and suppliers
* Ensured the complete success of each corporate event by working directly with the Hotel and understanding the
needs of company Management; Detailing contracts, menus, and opening clear lines of communication with on-
site hotel staff
* Provided proposals and budget reports to assist in planning and time-line events