Freelancer Project Coordinator
Spencer Insulation
مجموع سنوات الخبرة :19 years, 8 أشهر
Spencer Insulation was incorporated in Houston, Texas in 1998 and is representing major manufacturers with their specifications at major owners and engineering houses around the world. I am leading the certification of all products in UAE in terms of standardization & specifications, reviewing product datasheets, thermal insulation compliance and external audits in respect of product & system certifications. I am simultaneously in contact between the International Manufacturers and the Dubai Municipality - Dubai Central Laboratory to meet the strict deadline.
Pittsburgh Corning is the world’s leading manufacturer of cellular glass, the FOAMGLAS® thermal insulation. I am responsible in ensuring the smooth administration and efficient operation in terms of documentation, client and stakeholder relationships, Personal Assistance to the Directors, HR coordination, entity compliance and governance, guest hospitality, organization of meetings, reporting and effective administration of the branch office.
HR
• Partnered with and support the HR Director to achieve against the HR strategy
• Served as a point of contact to employees across all areas of the business
• Management of the visa process for all new applications, renewals and cancellations.
• Worked to ensure all records are maintained and compliance is ensured at all times
• Ensured all required information and documentation required for maintaining employee records in good standing with regulatory authorities is provided and received in a timely manner
• Payroll and Leave Management
Administration
• Maintained updated list of all contacts of third party vendors, suppliers, institutional customers in CRM
• Ensured renewal of company contracts, insurance policies, certificates, licenses in a timely manner
• Provided administrative support to Directors of the company
• Worked closely with Accounts Officer to ensure both Accounts & Admin functions support each other where required.
Entity Compliance and Governance
• Worked with operational matters, such as company establishments, Dubai municipality and Civil Defense certifications, general corporate/governance matters (such as license renewals and changes)
• Headed the preparation of legal documents to establish new entities, reviewing and checking documents prepared by clients, identifying processes and documents needed for compliance, liaising with government authorities to submit documents and request information, and assisting our company in ensuring statutory compliance deadlines are met.
PA to MD
• Provided accurate, timely and professional quality service and work product to MD in order to simplify and expedite the completion of the MD’s work
• Anticipated and responded to the administrative needs of the MD, initiating actions and following up on outstanding and/or pending items in order to contribute to the effectiveness of the MD
• Took initiative to manage schedules and prioritize tasks in order to balance the multiple needs of the MD; seeks input from MD when assistance is needed to prioritize goals and tasks
• Monitored completion of tasks, dashboards, and reporting on individual, department and organizational wide activities; proactively informs MD of status of completion
• Maintained confidentiality of sensitive business and employee information; handles sensitive documents with discretion and sound judgment
• Routinely identified and prepared meeting materials, including agendas, needed prior to all meetings; provides information for review by MD in advance of meetings; maintains meeting minutes and action items as requested during meetings
• Proactively maintained all files; modifies and improves filing system as appropriate to ensure compliance and security
• Coordinated travel arrangements and appropriate visas as needed
• Provided private support with maintaining his properties, paying bills, arranging complex family travel itineraries and managing household staff
Since July 2017, Pittsburgh Corning is part of Owens Corning, a multinational manufacturing company of insulation, roofing, and fiberglass composites. Our company underwent a major restructuring globally. Our branch office was not spared and redundancies were eliminated. Being one of the pioneers of the branch and with knowledge of the client data base and the supply chain procedure, I was tasked to take up the Customer Service Coordinator role while at the same time managing the office Administration. I made sure that Order to Cash process meets customer’s expectations in terms of Customer Experience and cost efficiency. I maintained an effective management and order processing including documentation and ensured legal compliance, timely delivery, payment, and customer satisfaction for the Middle East clients.
• Ensured all customers’ queries are investigated and resolved, escalating issues if appropriate
• Ensured the implementation for Customer and client Care activities and achievement of these Kpi's
• Supported Country Manager to develop reliable and accurate sales fore-casts
• Guaranteed precise and timely orders process and portfolio order management (backlog), assuring data quality, consistency and reliability
• Reviewed enquiries from clients and provided quotations in timely manner
• Received, processed and verified customer’s data utilizing the internal CRM System
• Processed (thru SAP) all Purchase Orders received from Sales Engineers or directly from clients
• Ensured proper Invoicing process, in compliance with local with fiscal law
• Coordinated shipping activities of customer orders to meet the delivery timetable
• In charged of shipping and customs documents: invoice, packing list, certificate of origin, bill of lading, insurance, declarations, SASO certificates, and other related documents
• Coordinated with warehouse and transport companies to ensure smooth receipt of import and export shipments
• Increased Sales and reached target team Budget.
Ericsson is one of the leading providers of Information and Communication Technology (ICT) to service providers, with about 40% of the world’s mobile traffic. I worked alongside Financial Executives as part of the Shared Service Center which is tasked with supplying the business unit, respective divisions and departments with variety of administrative, clerical and Finance services for the whole GCC.
• Performed all clerical duties and assisted the admin team to achieve a 100% customer satisfaction.
• Supported and created reports on how to reduce inaccuracies and provided management with an important decision-making tool.
• Coordinated the activities of Document Control, including distribution of documents, tracking and reporting on document review progress Work independently to facilitate group activities.
• Encoded all company invoices and purchase orders in the server thru CITRIX Metaframe
• Managed all accounts document and validated authenticity of the file
• Created and effective way on how to manage the system to access on electronic controlled document.
• Designed and mapped+ different activities processes under the direction of the line manager.
• Performed document control & Quality management activities.
• Maintained procedures for maintaining documents and change control of documents.
• Reported on the performance of the document control system for review and as a basis for improvement of the documents control system.
• Complied and maintained control records to verify completeness and accuracy of data.
• Posted changes to computerized or manual control records, and maintains related files.
• Performed other duties as assigned.
Somji & Company is an established promotional products supplier and distributor in Dubai and the Middle East. I functioned as primary liaison to customers and ensured a consistently positive customer experience. Managing information flow in a timely and accurate manner. Managing executives' calendars and set up meetings.
• Developed internal correspondence that facilitated effective communication, and the transfer of information between departments.
• Effectively planned and arranged meetings and conferences.
• Successfully coordinated project activities to meet corporate objectives.
Performed comprehensive research to obtain the best price for office furniture and supplies, achieved set budget.
During my 11th year of working in Dubai in administration roles and handling employees, I have decided to further my knowledge and specialize in a specific area within the field of business, including human resource management. It would help me in my role as the liaison between the employer and the employee, to learn other employment techniques, organizational development and wage administration. I enrolled myself in the Open University Program of University of Northern Philippines on June 2015 and took Bachelor of Science in Business Administration Major in Human Resource Development Management . I earned my degree and received my diploma on April 2016.
The E-Learn Cabin Crew Diploma course consists of 18 separate modules with a test at the end of each module
Pursuing my dreams after high school, I enrolled at one of the school in the city of Manila, the Far Eastern University. I took Bachelor of Science in Commerce Major in Financial Accounting from June 2000 to 2004. BS Accounting program is a 4 year course and includes extensive exposures to business immersions (an internship where there is a probability that the company will hire/absorb you after graduation) and an on-the-job training that will provide with the understanding of practical accountancy.
