Smitha Juberihan

Gas Marketing Division-Emirates Gas LLC
Sales Support Assistant - Contracts Administration
Directly Reporting to Sales/Account Managers-Commercial
 Managed more than 350 customers under different projects on day to day basis
 Preparing Supply & AMC Agreements for new group of customers.
 Liaising with each customer for their queries/disputes/legal inquiries &
clarification on the agreement.
 CRM new account Creation & handling customer account queries raised by finance
 Preparing PFI/Tax Invoices/Packing List for both Bulk & Cylinder customers &
arranging export documents
 Preparing Proforma Invoice/Non- Payment Notice/Bank Guarantee Requests
 Prepared monthly prices & providing Invoices/SOA for customers
 Ensuring payments from each customer for Commercial Clearance
 Adhoc assistance for all AM’s as & when required is provided on a timely basis.
 Co-coordinating and Assisting various departments (Finance/IT/Marketing) for
the smooth interrelated functioning
 Preparing all internal approval requests/Memos

Executive Assistant to Senior Vice President
Directly Reporting to Senior Vice President Corporate Operations
 Organizing meeting, maintaining calendar 1

 Screening calls, enquiries and requests, dealing with all the incoming email & correspondences up to high standards
 Assisting Finance Dept. as and when required
 Managing HRIS Approvals & SharePoint

Executive Secretary to GM - Retail
Handling all HR & Admin related works
Assisting in brand & store launching process

• Organizing & maintaining diaries of GM, arranging meetings, agendas, minutes of meetings, presentation
• Screening calls, enquiries and requests, dealing with all the incoming email & correspondences up to high standards & managing documentation.
Administration
• Assisting & coordinating closely with upper management in successful launching of new international brands & store opening
• Carrying out background researches & produced documents, briefing papers, reports.
• Managing the issuance, renewal & cancellation of Trade License/Lease Agreements/Rental Agreements & registration of documents.
• Coordinating between contractors, mall managements & to the brand for the necessary drawings/documents/updates & necessary approvals for a successful store opening.
• Managing the issuance/negotiation on price & terms/cancellation & renewal of Annual contracts for various purposes.
• Managing all marketing needs in preparing images, content editing/circulating & applying Sale permits for the existing stores
• Managing the website in uploading & updating as and when necessary.
• Arranging international travel and hotel booking
• Issuing LPO liaising with clients, suppliers and other staff, and have the experience of dealing professionally with sensitive and confidential matters and materials.
• Managing and coordinating day-to-day management of supplies, posts, couriers and other related activities.
• Dealing with P & L, transfer letters & Bank Guarantees and handling petty cash
Human Resource:
• Managing employee records and files including the top management
• Managing employee relation and queries related to internal issues & employees’ visa processing/Labour Card issuance & there renewal/cancellation and releasing external communications such as salary certificates/offer letters/ consulate letters/NOCs/allowances/increments etc.
• Controlling monthly statistical HR reports including visa, labour card processing/ cancellation/renewal, dealing with leave/leave planner
• Issuing Medical/Life Insurance for the employees dealing with its renewal/addition/cancellation & reimbursement claim, issuing property insurance

Secretary to Human Resource & Financial Controller
Directly reporting to the Human Resource & Financial Controller
Assisting the Property Development Department

• Organized and maintained diaries of higher managers and making appointments devised and maintained office systems, including data management and filing.
• Arranged international travel and hotel booking, official
• Screened telephone calls, enquiries and requests, and handled them when appropriate; meeting and greeting visitors at all levels of seniority.
• Dealing with all the incoming email, faxes and often corresponded on behalf of the manager and prepared all major and minor in and out correspondences effectively and up to high standards.
• Managed documentation and filing includes confidential documents and registrations and customers and clients’ details.
• Liaised with clients, suppliers & other staff, & have the experience of dealing professionally with sensitive and confidential matters and materials.
• Managed and coordinated day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, posts, couriers and other related activities.
• Managed employee relation and queries related to internal issues like grievance and complaints, employees’ visa processing & external communications such as salary certificates/offer letters/transfer letters to banks, consulate letters etc.
• Data encoding of Sales allocation of sales in KCC system, preparing Letter of Credit documents & controlling Credit Applications
• Preparing Supplier cheques under supervision on monthly basis & responsible for releasing cheques and collecting and documenting RV, requesting cancellation withdrawal etc of the cheques to bank.
• Preparing foreign fund transfers and following up with bank with necessary information and confirming clients with Debit Advices upon transfer of funds, requesting clients with balance confirmation etc.
• Applying for Bank Guarantees, Bid Bonds and Shipping guarantees with approvals and coordinating and providing necessary information to bank for release, cancel, extend etc.
• Prepared correspondences to & for the CEO.
• Managed lease/rental and registration documents and their renewal accordingly in relation to the property departments’ requirements.