Operation Executive (Temporary / Part time)
ATEX INTERNATIONAL EXHIBITIONS
Total years of experience :12 years, 8 Months
⦁ Provide day to day support to Sales & Marketing, where and when required.
⦁ Provide support to Existing Exhibitors and new Exhibitors, adapting communication based on Show cycle.
⦁ Preparing Exhibitor Manual and forwarding same to the Exhibitors.
⦁ Setting Deadlines to ensure to keep within set manual deadlines.
⦁ Deadlines reminders to exhibitors on forms for badges, fascia board and for catalogue.
⦁ Juggling other Events without missing a deadline and always providing support.
⦁ Assisting clients with their enquiry, request and requirements.
⦁ Communication with the contractors for the booth set up and venue requirements.
⦁ Point of contact for onsite exhibitor service desk.
• Assisting Exhibitors with the visa invitation letter and visa requirements.
• Prepare and sort documents / data sheets for the purpose of data entry
• Follow data program techniques and procedures to maintain data entry requirements
• Research and collect data from Linkedin and Google and enter in Database (Pipe Drive / Spreadsheet)
• Verify entered data by reviewing, correcting, changing or deleting entered information Secure entered information by creating data backups on a periodic basis
• Confer with supervisor regarding incomplete information.
• Assist in developing and maintaining improved records within the database system.
• Part of Event Operation Team during “Men’s Health Exhibition and conference”.
DOCUMENT CONTROL:
Close Out team
Reporting to the Document Management Supervisor
Reviewing procurement files and ensures the complete delivery and payment has been done before close out of the file.
Coordinating with finance department for any discrepancy on the payment amount.
While checking the file coordinating with the buyer to make sure all the significant cost savings are approved and copy of the savings and cost reductions are properly filed.
Updating the details of the closed files in the database.
GRIR Reconciliation Report. (Goods Receipt/Invoice Receipt)
Worked on DDMS (Denied parties/Media Searches)
Distribution team
Material requisitions received are updated in PSR+ and disseminate to buyer assigned.
Received procurement files with purchase orders are reviewed and sent to vendors.
Contacting vendors if no confirmations are received through follow up emails and calls.
All emails with customer concerns/queries are coordinated to proper channel without any delay.
All completed procurement files with all the documentations are reviewed and tracked prior to sending for final review and close out.
Track & log monthly performance of the team.
Prepare weekly change order and buyer assignment (weekly requisition assigned to buyers) reports.
Had been assigned as the POC for Distribution team in absence of the lead and assisted her in training other team members.(till July 2011)
Operations team (July To November 2011)
Processing and monitoring all Purchase orders and Subcontract files sent to Document control for safekeeping.
Review files and update them accurately in tracking database and place them in the appropriate filing cabinet.
File retrieve request from buyer, files for audit request from management are transferred on time.
Run reconciliation report monthly from Database and sent to the client to clarify if the file is still in their possession.
TITLE: ASSOCIATE DOCUMENT CONTROL SPECIALIST (2007 TO 2009):
Responsibilities involve
DISTRIBUTION TEAM:
Update Material requisition details in PSR and disseminate to the buyer assigned.
Enter the details of Purchase Orders received in PSR (procurement system results)
Reviewing Purchase Orders / Change orders prior sending to Vendors and get their confirmations within the deadline.
Review procurement files and transfer them to document Control for final review and close out.
TITLE: ADMIN ASSISTANT (NOVEMBER 2006 TO JANUARY 2007):
Responsibilities involve
Reconcile the data’s in the Excel sheet with the data’s from Steam/Maximo software.
Any discrepancy found should be marked in the excel sheet and should update the relevant information in Steam/Maximo.
Managed all data entry records.
Filing all the documents.
Preparing quotations in Oracle.
Handling all Correspondences.
Gathering and making reports on daily work completion.
Assisting manager in all his routine work.
Attending phone calls.
Handling all Correspondences.
Filing all the documents.
Helping other reservation staffs in ticketing.
Preparing invoice.
Managed all data entry records.
Managed petty cash.
Managed cashier department in the absence of cashier.
Customer support.
Attending phone calls.
Managed all data entry records.
Filing all the documents and drawings.
Assisted in the daily office work.
Bachelors in Commerce - Calicut University (Al Mihad Institute), Dubai.
Certification / diploma - ADOBE PHOTOSHOP - TCIL-ITC - (U-TEK)
Certification / diploma - DESKTOP PUBLISHING (CorelDraw, Adobe PageMaker & Computer Fundamentals) - TCIL-ITC (U-TEK)
Certification / diploma - MACROMEDIA FLASH - TCIL-ITC (U-TEK)
Certification / diploma - SECRETARIAL SKILLS , SELF CORRESPONDANCE - NADIA TRAINING INSTITUTE
Certification / diploma - ENGLISH TYPING (PITMAN'S METHOD) - NADIA TRAINING INSTITUTE
Certification / diploma - HR AND ADMIN SKILLS - NADIA TRAINING INSTITUTE
Higher Secondary Education - New Indian Model School, Dubai.