Executive Coordinator
Globesight
مجموع سنوات الخبرة :16 years, 1 أشهر
Executive Assistant:
• Managing ED’s calendar including extensive worldwide travels across the globe, visa arrangements, agendas, minutes of meetings, travel budget
• Coordinate high-level client meetings, events and engagements within the UAE and in other GCC countries
• Provide in-the-room support such as: making announcements; ensuring presenters’ attendance; altering room set up according to each session’s needs; supporting questions; ensuring equipment and badge distribution and keeping notes.
• Regularly organize internal meetings, company hosted events, team building activities, volunteering activities and annual global gatherings
• Overseeing and managing the office protocol, guidelines, workload and day-to-day operation.
• Prioritizing workload effectively, maintaining constant and open communications with the Business and Resourcing colleagues.
Operations Coordinator
• Working closely with the Business Operations Lead for recruitment, performance reviews, company CSR, employee benefits, designing the policies and procedures alongside day to day office management
• Cost effectively manage the department monthly expenses; ensure budgets are not exceeded, suggest saving & cost-effective measures.
• Coordinate with PRO on processing of new visas in preparing necessary employment documents; onboarding the new staff, Trade license yearly renewal, establishment card renewals, tenancy contract renewals. Successfully implemented the leave management tracking with Bayzat HR Platform
• Representing Globesight at recruitment fairs, networking events, seminars and other external events
• Working with the Finance team handling the petty cash expenses, budgets and forecasting of company expenses and recording entries on system
• Tie up with different vendors, suppliers and service providers and maintain relationship with them
• Handle the company’s social media account and timely prepare the posts
• Provide IT support internally to the team
• Managed the project related personnel movements, including flights, transport, accommodation and other logistics arrangements
• Worked with Project/Commercial Manager preparing the bid/tenders, commercial proposals, charter agreements, contracts, client invoicing
• Managed the day-to-day operations of the ongoing projects and vessel requirements
• Worked on sourcing, negotiations and hiring of the survey equipment, consumables, vessel crew, survey equipment, hydrography offshore personnel, vessel provisions, stationery, etc and maintain proper trackers
• Prepared the time sheets, project-related expenses and invoices for hotels, shipping agents and other suppliers.
• Maintained personnel documents, safety courses certificates, any approvals like Aramco, WADE, etc based on the project and the country
• Maintained all Free zone (SAIF) Registration documents, visas, share certificates, banking documents and ensured their timely renewals
• Managed the petty cash and reconciliation of the supplier invoices, bank statements, monthly payments, etc
• Became a qualified ISO internal auditor
• Coordination of all project related personnel movements, including travel, transport, accommodation (including the Company Crew Flat) and related logistics
• Maintaining personnel files for all the Company’s field staff, freelancers and third-party field staff
• Manage the negotiating the daily rates with the personnel and equipment suppliers
• Successfully handled 100+ offshore / field staff and their movements and the offshore days to cover their NRI status.
• Maintaining PDR’s & Time Sheet for all running projects. Preparing and reconciling the utilization reports of the Company and Third-Party equipment.
• Check project-related expenses and invoices, including hotel, agency and suppliers.
• Issuing PO’s for all purchases of equipment, services, airfares, hotels, etc. and maintains a record of the PO’s after the use of all company-owned vehicles for Project and office related work.
• Maintain and track personnel utilization and project deployment.
• Maintain CV’s for Company and Third-Party field staff.
• Managed relationships with suppliers in the US, China and elsewhere and liaised with airport and port authorities in the region on a regular basis
• Worked on a variety of HR and admin tasks, often outside the scope of my original job description, as the company evolved from a start-up to a serious player in the local industry
• Successfully contracted with new clients and recruited senior management positions for them
• Managed the complete recruitment process with several clients for different positions in parallel
• Kept the momentum with the clients and retain them for regular business, building a good rapport with candidates
• Provide a comprehensive recruitment service to clients using a relevant recruitment system and hands-on assistance to the team in case of any challenges
• Actively involved in Internal Recruitment System, Conducting Induction and Orientation of new joiners, etc. Worked with 2 subordinates and mentored them
• Constant monitored team performance, evaluation and feedback to the management.
• Tapping New Clients, Signing Service Agreements with clients, Managing Clients, Rapport Building and CRM, preparing data for prospect clients.
• Maintaining Daily MIS, Weekly MIS, Weekly Closures, Revenue Generation Report, Quarterly Placement Report, Projections on offer status and positions etc.