RAIZALYN NAYNES

STRENGTHS/QUALIFICATIONS


• Very presentable, respectful, honest, coachable, hardworking, patient and take initiative traits.
• Very efficient in administrative, communication, organizational and time management skills
• Able to handle several tasks all at once ability to work independently and under pressure.
• Able to prioritize workloads, produce results under strict deadlines and with very minimal supervision.
• Gives reliable judgment especially on important and complicated matters.
• Effective in English Oral and Written communication.
• Very friendly and able to work professionally with varying types and levels of people.
• Leadership ability and team player in establishing productive working relationships.
• Typing Speed of 45wpm

COMPUTER SKILLS

• Knowledgeable in using Standard MS Office Applications (Word, Excel and Powerpoint)
• Computer Multi-Tasking, Internet, Emailing, Scanning and Minor PC Troubleshooting
• Proficient in the use of Windows Family Operating Systems (Windows XP up)

WORK EXPERIENCE

PROJECTS COORDINATOR /ADMINISTRATIVE ASSISTANT
- QATAR SECURITY SYSTEMS CO.
SUBSIDIARY OF QATARI INVESTORS GROUP
Sept. 2015 - Present

• Prepare Purchase Requisitions and Purchase Orders using SAP System.
• Prepare all pre-requisite documents/ letters for tender participation.
• Prepares gatepass requirements, delivery note, completion certificates and warranty for project requirements.
• Schedule meetings (coordinates attendees’ availability and send
e-calendar)
• Prepare Memo and letter correspondence (internal and external)
• Coordinate the flow of information for on-going projects.
• Assist Logistics Department for MOE / MOI Application for the documentation of materials receiving and outgoing related to projects.
• Follow up with Finance Dept. to raise invoice for the works as per terms.
• Check invoices received from Finance Dept. and coordinate with the Project Engineers for the submission of Invoices to client.
• Verify Supplier Invoices & Delivery Note - against PO. and request the Finance Dept. for payment.
• Maintain files for projects & ensure for easy retrieval/ traceability.
• Update List of Projects / PO sent to the supplier Report and Status.
• Check various client portal with QSS registry / access to check for updates (if any) related to Tenders/ RFP/ RFQ/ updated regulations/ requirements etc.
• Maintain an adequate inventory of office supplies and responsible in requesting office supplies
• Prepare monthly Staff overtime / Staff Time Allocation & Attendance Justification Report
• Preparation of Internal Memo for Staff Monthly Attendance, Overtime & Other HR Related Concerns.
• Creation of Portal Ticket for staff and other request required to HR Dept. and Facility Dept.

• Reports directly to the General Manager; handles administrative work for Procurement Department and manage the document control of all the correspondence. Schedule and confirm the General Manager's appointments and meeting.
• Note down the agenda and minutes of the meeting /
• Answer telephone calls, send email, fax documents
• Draft routine correspondences and compile data and other files.
• Coordinate with the Accountant for the monthly timesheet report and payroll documents (timesheet summary, overtime and leave applications, sick leave, absences).
• Coordinate with the HR Manager and invite applicants for interview.
• Coordinate with different suppliers and follow up with the inquiries and transactions.
• Maintain office equipment and facilities and arrange supplies requisition.
• Make Local Purchase Order (LPO) for the materials needed on a particular project and prepare Summary reports of LPO for the suppliers.
• Make Invoices, Delivery Note and Receipt for the customers.
• Negotiate competitive pricing and obtaining quality materials.
• Coordinate with the Finance Department to prepare and ensure projects budget.
• Ensure timely delivery of the purchased materials.
• Prepare purchase orders and send copies to suppliers and to departments originating requests via email and fax.
• Respond to customer and supplier inquiries about order status, changes, or cancellations.
• Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
• Ensure that the Procurement department has important details, such as the suppliers’ qualifications, delivery times, potential development and product materials.
• Formulated regular status reports and purchase orders.
• Maintain good business relations with the suppliers.
• Make Materials Submittal with the supervision of our Engineers
• Update logs of Submittals from first submission until Consultant's Approval
• Uploading, downloading, copying and printing of incoming and
outgoing email, drawings and correspondence.

o Supervision of staff on providing excellent technical and customer assistance to global customers.
o Supervised the company's in house projects and daily tasks of the marketing team
o Hiring and staffing for web services team
o Managing and analyzing individual and team performance.
o Annual goal setting and performance appraisal.
o Manpower analysis and scheduling.
o Training and on boarding of new web services employee
o Staff coaching and mentoring. Employee performance improvement plan.
o Guidance to staff on their assigned task and project.
o Performed 1st level of interview for new applicants
o Monitored support staff’s projects and suggests new policies and modifications in order to reform the nature of their work
o Evaluated staff’s performance every 6 months for their employment status, salary increase and employment recommendation.

Administrative Task

o Provided status reports to management on overall sales, individual projects and marketing strategies
o Deliverance of Team Performance metrics.
o QA Monitoring for Marketing team.
o Weekly status report of the Marketing team.
o Monthly status report of the Sales and Support Department
o Identified the company needs and take necessary steps to accomplished desired results.
o Prepared all required reports related to sales and marketing feedback, client’s concern, staff’s evaluation and sales and support department activities.
o Helped the management in implementing and developing long term and daily plans that optimizes time and resources.

Projects

o Planned and implemented Referral and Affiliate Program for additional Customer’s Benefits and Satisfaction.
o Planned and implemented Performance Metrics of the Sales and Support Team.
o Planned and implemented 1 month Training Evaluation for the Web Services Team which helped in hiring qualified employees to be deployed with existing and future clients.
o Planned and initiated Marketing Service Change Process ensuring proper hand over of new task and service to the Marketing team.
o Planned and initiated to register the company website to different business listing for local and international list
o Planned and implemented website revamp with the help of the Web Designing and Web Development Team
o Created Sales and Support Manual for the Marketing team.


Accomplishments

o PrimeOutsourcing Recognition for Most Tenured Employee (Female Category)
o PrimeOutsourcing Recognition for Excellent Customer Service

o Coordination of critical issues with appropriate support group. \no Reduced stress levels of customers by adopting a cooperative attitude and positive approach to every task and assignment. \no Posted Global Solutions updates on different forums to commercialized company’s assets \no Prepared bids and proposals for the prospective clients to expand business operations \no Provided email, chat and phone support on customer’s inquiries and problems \no Supervised and actively tracked Customer Service Representative’s tickets, reducing average response time from 1 day to 2 hours \no Reduced stress levels of customers by adopting a cooperative attitude and positive approach to every task and assignment. \no Demonstrated high quality, results-driven, prompt and professional customer service and support to instill confidence in advise and directions \no Developed new marketing strategies to promote or advertise the company's products and services by means of social medial like Facebook, Twitter and LinkedIn \no Monitored and keep track of market trends in order to identify future business opportunities. \no Emailed prospective clients to introduce the products and services of the company