Shared Services Director
Yasmin Alsdais Company for Design
Total years of experience :13 years, 5 Months
Support to the CEO and Design Team
• Assess in classifying suppliers’ information (e.g., catalogs, pricing, and pictures) into proper classifications
to ensure ease of access.
• Assess in arranging ideas into proper presentations.
IT Support
• Responding to hardware needs and problems, updating system software, and tracking the data and
communications used on their network.
• Offer technical support to company staff and troubleshoot computer problems or software.
• Install and update company software and hardware as needed.
• Organizes and classifies company data and files according to the needs.
• Maintains backup historical records by documenting system changes and revisions.
Use of FF&E Specifications Software
• Manages and maintains FF&E Specifications software for internal stakeholders.
• Preparation, selection, and development of FF&E, fabrics, finishes, artwork, lighting, and accessories on
FF&E Specifications software for projects as assigned.
• Ensures FF&E Specifications software is maintained with up-to-date information, vendor contact
information, and an up-to-date catalog library.
• Train the design team to use FF&E Specifications software.
Human Resources
• Maintain the HR system.
• Maintain the staff fingerprint machine.
• Ensure the application of HR policies.
• Supervise other staff that are responsible for HR matters.
Project Management for Interior Design Projects
• Track interior design projects using specialized project management tools and regularly follow up with project members to ensure they are on track.
• Update the CEO regarding project progress.
Company Policies and Procedures
• Formulate company policies, and procedures to ensure efficiency and proper systems in place.
• Developing and updating division objectives & plans in alignment with company strategy.
• Governing the division operations and continuously optimize the division work.
• Directing programs and projects towards the excellence and optimization of the division.
• Ensuring required partnerships and agreements (e.g. medical insurance, maintenance contracts, bank partnerships, loan, IT licenses, etc.) are in place to achieve division objectives.
• Directing the development and implementation of HR, Admin, Finance, and IT to achieve division objectives.
• Ensuring high-quality delivery of internal services with a focus on employee satisfaction.
• Representing the division in meetings, events, and potential partnerships.
• Managing and developing division resources and ensuring optimal utilization and performance.
• Approve division strategies, policies, and regulations and monitoring their implementation.
• Approving monthly employees’ payroll.
• Approving the organization budget of each department and division.
• Lead IT projects, including the design and deployment of new IT systems and services
• Monitor performance of information technology systems to determine cost and productivity levels, and to make recommendations for improving the IT infrastructure
• Design, develop, implement, and coordinate systems, policies, and procedures
• Working on automation of business processes for all departments
• Analyze business requirements by partnering with key stakeholders across the organization to develop solutions for IT needs
• Assess vendors and develop test strategies for new hardware and software
• Troubleshoot hardware and software issues related to internal IT
• Administer the weekly meetings to discuss weekly, upcoming, and past events, new actions implementation and analyze and discuss reports
• As a member of the Growth Committee, share new ideas and implementing new ideas
• Ensure security of data, network access, and backup systems
• Handle annual budget and ensure cost-effectiveness
Operations Manager Roles and Responsibilities
• Prepared policies and procedures for administration, training operations, and exam operations.
• As a member of the Growth Committee, share new ideas and implementation of ideas.
• Administer the weekly meetings to discuss weekly, upcoming, and past events, new actions implementation, and analyze and discuss the evaluations and reports with the Sales and Finance department.
• Using a variety of software packages, such as MS Office, Visio, etc., to produce correspondence, documents & maintain presentations, records, spreadsheets & databases.
• Handling and maintain secured project files.
• Bookkeeping for accounting transactions (payable & expense claims).
• Deposit & withdrawal money from Bank.
• Managing and maintaining office petty cash.
• Attending meetings, taking minutes & keeping notes.
• Ordering and maintaining stationery and equipment supplies.
• Organizing and storing paperwork, documents, and computer-based information.
• Handling and updating office systems, laptops, handle and troubleshoot LAN and WLAN connection problems.
• Handling governmental paperwork like Chamber of Commerce papers attestation, Jawazat paperwork for permanent Iqama, and visit visa employees for issuing and renew Iqama.
Training Operations Roles and Responsibilities
• Coordinate with the concerned trainer one week before and check his availability for upcoming training.
• Coordinate with hotels and get the quotation.
• Coordinate with the sales team and get the final list of candidates for training.
• Create Joining Instructions document and candidate’s credentials and give access to each candidate separately under the e-Training portal.
• Send Joining Instructions to candidates by email.
• Prepare training material and all stationery for training.
• Ensuring appropriate supplies are on-site for all events.
• Creating and organizing training materials including participant handouts, name tags, table tents, etc. Also, prepare roll-ups for events as appropriate.
• Prepare certificates and hand them over to the trainer on the last day of training.
• Preparation of training evaluation forms and share with candidates.
• Summarizing evaluation reports for training and providing outcomes to Trainer within one week of each training.
• Summarize training evaluation reports for all training on monthly basis.
• Taking snapshots first and last day of the training session and share them with candidates and the marketing team.
• Keeping e-training portal for companies and individuals updated with latest training materials.
• Compiling final reports for corporate trainings.
• Managing and updating electronic course library as new trainings are created, or old ones updated and improved.
• Tracking training and technical assistance requests and activities for each training program.
• Maintaining the standardized appearance of training materials; perform edits as necessary, including the creation of new presentations, handouts.
• Projection of upcoming training sessions four weeks in advance.
• Experience in Exam Operations.
• Using a variety of software packages, such as MS Office, MS Project, etc., to produce correspondence, documents & maintain presentations, records, spreadsheets & databases.
• Handling and maintain secured project files.
• Bookkeeping for accounting transactions (payable, receivables & expense claims).
• Deposit & withdrawal money from Bank.
• Creating JD’s and place Ads for recruiting purposes, evaluation of resumes, and coordination with candidates for interviews.
• Managing and maintaining office petty cash.
• Attending meetings, taking minutes & keeping notes.
• Ordering and maintaining stationery and equipment supplies.
• Sorting and distributing incoming posts and organizing and sending the outgoing post.
• Liaising with colleagues and external contacts to book travel and accommodation.
• Organizing and storing paperwork, documents, and computer-based information.
• Handling and updating office systems, laptops, handle and troubleshoot LAN and WLAN connection problems.
• Handling company social media pages such as (LinkedIn, Facebook, and Twitter).
• Handling governmental paperwork like Chamber of Commerce papers attestation, Jawazat paperwork for permanent Iqama, and visit visa employees for issuing and renew Iqama.
• Done other duties as assigned.
Business Administration, Accounting, Marketing, Management