شارلين كولاكو

Key Achievements:
• Collaboratively revamped the company credentials, increased social media followers and generated new business leads.
• Streamlined financial processes, leading to enhanced efficiency in invoicing and reporting.
• Improved HR processes, resulting in reduction of recruitment timeline and effective onboarding.

Finance Administration:
• Finance (UK & UAE): Assisted the UK-based Finance Director with invoicing and reporting (Sage One and Procim), processing a minimum of 40 supplier invoices per week, and reconciling credit cards and expense claims for 25 employees every month.
• Managed credit control, salaries/payroll, facilitated supplier payments through online banking, ledger updates.

HR Administration:
• End-to-end recruitment
• On/Off Boarding including induction plans, IT hardware procurement and systems setup, personnel file creation and maintenance.
• Processed UAE residence visas (DMCC Freezone), NOCs, payroll.
• Organised team activities, company meetings, and health/well-being initiatives for 25 employees .

Events Coordination:
• Supported the events team with delegate management, attendance tracking, and travel coordination using tools like Cvent, sourcing venues and suppliers.
• Researched briefs and drafted presentations, budgets, for pitches/bids.

Marketing and Social Media:
• Social Media Calendar planning and content creation for the agency’s LinkedIn, Instagram and website, CRM maintenance (HubSpot).
• Updated company credentials, categorised event images, drafted case studies for effective marketing.

Office Management:
• Managed trade license and company documents (DMCC Freezone), office leases, and storage unit renewals; sourced best small business insurance plans.
• Developed fire, safety, and emergency evacuation protocols for the Dubai office.

Key Achievements:
• Implemented processes for quicker visa applications, reducing processing time by 50% and creating a painless onboarding process for new employees.
• Enhanced office functionality, resulting in increased team productivity and visibility in the office, while keeping costs low.

Executive Support:
• Provided comprehensive administrative support to the agency's Partner, 3 Directors, and team of 9 Consultants.
• Managed complex calendars across multiple time zones, coordinated travel arrangements, and facilitated visa processes.
• Handled expenses using Maconomy and tracked timesheets in Navision, ensuring accurate billable hours.
• Provided IT support and assisted with various administrative tasks such as proofreading, client collateral collation, and drafting agreements.

HR Administration:
• Facilitated the new employee joining process, including relocation assistance, UAE visas (Media City Authority), induction programs, and IT setup thus ensuring a smooth onboarding experience.
• Recruitment, screening candidates, scheduling interviews, and maintaining the candidate tracker/pipeline.

Office Management:
• Ensured the office's efficient operation by overseeing stock, maintenance, and day-to-day functionality.
• Renewed parking and establishment cards, organised team outings, and managed special occasion gifts for a team of 13.
• Coordinated catering for client meetings and developed fire, safety, and emergency evacuation protocols for the Dubai office, managed the leave calendar.

Finance Administration:
• Assisted the UK-based finance team by raising purchase orders and managing client/vendor creation in Maconomy.
• Processed vendor invoice payments, contributing to seamless financial operations.

Key Achievements:
• Successfully updated employment contract templates, improving clarity and legal compliance.
• Implemented health and well-being initiatives resulting in improved employee satisfaction and engagement.
• Improved office safety and compliance through the development of comprehensive fire, safety, and emergency evacuation protocols.

HR Administration:
• Managed the introduction of a new HRIS (Immerse) streamlining HR processes and data management.
• Updated employment contract templates and the employee handbook, ensuring compliance and clarity.
• Managed recruitment, onboarding and offboarding, residence visa and insurance processing.
• Championed health and well-being initiatives.

Office Management:
• Independently managed lease agreements, trade license and office documents, insurance, parking, and storage unit renewals.
• Liaised with IT support and banks, ensuring seamless office operations.
• Managed company apartment and car, demonstrating versatility in administrative duties.
• Developed fire, safety, and emergency evacuation protocols for the Dubai office.
• Managed the Dubai office's LinkedIn Page and Instagram.

Finance Administration:
• Assisted the UK-based Finance Director with invoicing and reporting using Sage One.
• Managed online banking transactions, processed expense claims, and played a role in credit control.

Events Coordination:
• Supported the events team in both office and on-site activities, specialising in delegate management and travel coordination, sourcing venues and suppliers.
• Drafted proposals, presentations, and budgets for pitches and bids.

Key Achievements:
• Identified the absence of on and off boarding procedures, and developed an induction program and checklists to streamline the process.
• Successfully implemented personnel and office filing systems, enhancing data accessibility.
• Contributed to the company's positive image and increased exposure through successful participation in trade fairs and exhibitions.
• Conducted research and applications leading to recognition in prestigious best employer awards.

HR Operations:
• Local HR representative, supporting 15 team members across the GCC region.
• Developed on and off boarding procedures, and created an induction program and new joiner checklists.
• Implemented efficient personnel and office filing systems.
• Managed health insurance, residence and visit visa applications, pay slips.
• Organised team building activities, quarterly regional meetings, and handled team travel management through the Egencia platform for 15 employees.

Office Management:
• Effectively managed office budgets and expenses.
• Oversaw trade license and insurance renewals.
• Planned and executed office refurbishments.
• Managed new hire laptop/mobile purchase and setup, coordinating with IT support based in Lausanne.

Administrative Support:
• Assisted the Area VP with diary management, travel arrangements, and monthly expenses via Expensify.
• Supported the sales team with various tasks, including report creation using Salesforce and drafting partnership letters.
• Provided support to the finance team based in Lausanne.

Marketing and Event Coordination:
• Organised participation in trade fairs/exhibitions and executed marketing tasks across the META region, including networking events and corporate gifts.

Special Project:
• Conducted research and applications for worldwide best employer awards and programs.

Key Achievements:
• Efficiently managed logistics for over 80 employees attending the SPE ATCE in Dubai, showcasing organisational and project management skills.
• Enhanced workplace safety by organising first aid refresher sessions and emergency drills, reducing emergency evacuation time.
• Updated and digitised HR policies and the Employee Handbook, ensuring compliance with current standards.
• Successfully organised team-building events and staff activities for over 40 employees, fostering a positive work culture.

Human Resource Management:
• Assumed Human Resource Manager responsibilities during a 3-month interim period, reporting directly to the Global Human Resource Director.
• Managed UAE residence visas (DMCC Freezone), trade license renewals, health insurance, and personnel files management, recruitment, leave management.
• Updated and digitised the Employee Handbook and company policies.
• Organised team building events, monthly staff lunches, and quizzes.

Executive Support:
• Managed the diary, international travel, monthly expenses (Concur), timesheets (ADP) for the Managing Director.
• Organised Regional Board of Directors' meetings including meeting agendas, materials, reports, presentations, catering.

Workplace Health & Safety:
• Played a crucial role in the organisation's Safety team, serving as a fire marshal and first aider.
• Conducted regular first aid and CPR refresher sessions and emergency evacuation drills.

Office Management:
• Managed the office reception, ensuring a professional and welcoming environment.
• Coordinated work schedules for the company driver and office assistant.

Special Project:
• Successfully managed hotel and travel arrangements for over 80 employees attending the SPE Annual Technical Conference and Exhibition (ATCE) in Dubai for the first time in 2016.

Key Achievements:
• Successfully managed and enhanced the Entertainer's loyalty programs division, delivering personalised solutions to clients.
• Streamlined executive support processes, contributing to more efficient scheduling and travel coordination.
• Executed engaging office events, enhancing employee engagement and fostering a positive work environment.

Executive Assistance:
• Provide comprehensive administrative support to the Managing Director, General Manager, and other Senior Executives.
• Manage diaries, coordinate international travel, and oversee monthly expenses.

Loyalty Programs Management:
• Spearheaded the Entertainer's loyalty programs division, collaborating with clients to design and implement tailored rewards programs.
• Ensured seamless communication and alignment with clients to deliver bespoke loyalty solutions.

Event Coordination:
• Successfully organised and executed various office events, including team-building activities, staff lunches, and the company's Annual Meeting, trade fair participation to enhance team cohesion and foster a positive workplace culture and company image.

• Assist with registration and delegate travel arrangements, for an international bank's employee incentive program.

• Assist passengers arriving, departing and transiting through Doha International Airport with immigration and check-in formalities.
• Progressed to the Sales Team within the first 2 months of service: Worked at the airport sales desk with a team and independently at the airline’s Doha head office.

• Handle domestic and international ticketing; hotel bookings; outbound tours; foreign exchange and money transfers, and Portuguese nationality documentation processing.