Sheila Jean Lapoot

Administrative Management
• Oversaw day-to-day administrative operations to ensure a smooth and efficient workplace environment.
• Managed office inventory, including stationery, pantry supplies, and employee uniforms, maintaining optimal stock
levels.
• Supervised support staff (office assistants and cleaners), ensuring high standards of service and workplace upkeep.
• Coordinated document handling, filing systems, and courier dispatch to maintain accurate and accessible records.
• Managed front desk operations, ensuring a professional and welcoming environment for visitors.
• Administered company documentation, including trade license renewals and compliance-related records in
coordination with GR and Finance department.
• Oversaw utility services and general office maintenance across branch locations.
• Managed parking allocation and facility usage.
• Responded to employee inquiries, providing administrative support and issue resolution.

Travel arrangements and front office handling

• Developed effective forecast models based on the demand patterns.
• Maintained an organized baseline pricelist, in collaboration with sales team to ensure accuracy.
• Prepared and analyzed purchasing reports providing management actionable insights and contributed to a reduction
costs.
• Organized requisitions, purchase orders and related documents. Kept track on the arriving and departing shipments.
• Managed timely arrival of Imported shipments through advance preparation of shipping documents and permits.
• Executed Export shipments by preparing export documents and applying of correct export permits.
• Reviewed order confirmation received from vendors and coordinated with the stakeholders for revision and/or
cancellations.
• Negotiated payment terms thus making the purchase flow smooth.
• Applied permits and document attestation through online portal (MOHAP, MOFAIC, FANR), arranged import
and export shipments attaching the correct documentations.
• Efficiently handled and have good professional relationship with principal suppliers for Medical equipment,
RMS, UGU, Nuclear Medicine and RT such as Medtronic, Lowenstein, Laborie, Polatom, Monrol, etc.

• Sourced out RFQ or RFI in government and private portals (Tejari, MOH, DEWA, MOF, Dubai Petroleum, etc) and
News paper for tender announcements.
• Prepared customer requests for consignment quotations, commercial and technical offers for Tenders, and
worked with concerned sales team to prepare for bidding requests.
• Maintained confidential price lists and regularly updated the quotations tracker.
• Became proficient at MS Excel, mastered the shortcuts to prepare the quotations and cut 25% of preparation time.
• Applied for performance bonds, bid guarantees and requested payment for tender fees with the finance department.

• Attended, screened and rerouted the calls to correct person-in-charge.
• Demonstrated multi-tasking skills by maintaining the board-room schedules, telephone operating and welcoming
guests.
• In-charged for issuing international tickets and hotel bookings and systemized the procedure by being
organized and consistently checking on the trackers.
• Worked on international and local flight ticket and hotel booking conflicts with the external and internal customers and
resolved it by coordinating with travel agents.
• Negotiated flight and hotel prices, saving 15% of costs.
• Coordinated with the relevant department and vendors on arranging events.

• Acted as the receptionist and telephone operator.
• Coordinated with Admin Supervisor in managing facility contracts.
• Teamed up with HR Department in materializing HR-related activities.
• Carried-out the 5S Housekeeping in the entire WH and Office.
• Responsible for day-to-day operations, stationery supplies management.
• Reduced the stationery expenses by 18% through negotiation of prices.
• Organized and presented PowerPoint with a specific subject as directed by the HR & Admin Manager.

Assists Country Sales Manager and Executive Manager in day to day transaction
Email checking and replying
Responsible for updating Sales Database
Calls sales guys for sales and collection update
Disbursement of advisories and announcement from HR Dept to Sales Team
Prepares daily sales and collection report
Responsible for GPS tracking of sales man activities and prepares reports
Calls prospect clients and requests for appointments
Provides customer service to clients
Attends concerns from sales executives
Relays issues raised from sales men to concern department
Attendance monitoring
Coordinates with different advertising company for marketing purposes
Receives and entertains visitor
File keeping and recording
Other task that may be assigned from time to time

• Prepared sales report as requested by the Sales Manager.
• Worked out with the sales team in managing daily route schedules.
• Maintained and updated the sales and collection database.
• Sustained file-keeping, attendance monitoring and GPS tracker update and prepared report as requested.
• Organized reports, drafted correspondence and made sure that it is correctly polished and ready to be published to
the team.
• Prepared agenda for meetings, organized and facilitated meetings and took minutes for follow-ups.