Audrey Sandra D’Souza
P.O. Box. 3228, Dubai, UAE
Mobile No. 050-3660847, Email: [email protected],
Visa Status: Company visa - transferable
Driving License: UAE – Car,
Nationality: Indian, Languages: English/ Hindi/ Konkani
Date of Birth: 3-3-1966
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PROFESSIONAL SYNOPSIS

Highly talented and skilled BASE ADMINISTRATOR/EXECUTIVE ASSISTANT/ GROUP COORDINATOR with over 24 years of high quality experience in planning and directing executive-level administrative affairs and support functions in multi-cultural environment in United Arab Emirates with leading Groups / Companies.

• A proven record of success working for the Senior Management. Possess Bachelors of Arts Degree from Bombay University, India. Excellent knowledge of English / Hindi / Marathi / Konkani
• Background includes planning and coordinating both business and personal travel, meetings, itineraries, and office administration management, serving as a liaison between the executive and his staff; coordination and organizing Board Meetings, Large Scale Events Management, writing and typing correspondence; organizing and processing expense reports; and creating and implementing processes to organize the office, increase efficiency, and save expenses.
• Maintain excellent written and oral communication skills, problem resolution abilities, and a high level of confidentiality. Ability to develop an effective working relationship with colleagues and affiliates at various levels and willingness to continuously acquire new competencies and accept new challenges.
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ACADEMIC & PROFESSIONAL QUALIFICATIONS

Bachelor of Arts (BA) – 1986
Bombay University, India

Human Resources & Administration Skills-2006,
Nadia Training Institute, Sharjah
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CORE COMPETENCIES

- Client focus – Responds to client request courteously and in a timely manner
- Communication – Organizes and expresses information clearly
- Interpersonal skills –Approaches others in a pleasant manner and treats them with respect.
- Time management – Manages time and prioritizes task to ensure that deadlines are met.
- Executive Office Management - Organization Needs Assessment
- People & Performance Management - Recruitment / Staff Training
- Administration Operations Management - Hotel / Travel Managements
- Operational Analysis & Reporting - Office Procedures & Practice
PROFESSIONAL EXPERIENCE & ACCOMPLISHMENTS

FMC TECHNOLOGIES GMBH (TechnipFMC) OCT-2009 TO MAY 2019

BASE ADMINISTRATOR/EXECUTIVE ASSISTANT TO REGION BUSINESS & SALES MANAGER MIDDLE EAST.DUBAI, UAE
Provide direct executive office support to the Regional Business Manager in performing advanced, diversified and confidential secretarial and administrative operations duties of this leading company engaged in the business of Oil & Gas Services Management.

• Manage the complete general office administration function of the company having staff strength of 30 employees to bring about organization effectiveness and efficiency.
• Assisting in managing all aspect of human resource management of the Branch.
• Discuss personnel needs with department supervisors to prepare and implement recruitment program. Contact recruitment companies for recruitment of required personnel.
• Responsible for managing the trade license renewals, lease agreement process and renewals, telecommunication, security systems, visa, travel and hotel arrangements for Senior Management team.
• Personnel Files Management, Performance Appraisals, Staff Uniforms.
• Facilities Management -Liaise with Authorities and facilities management companies for office maintenance and repairs.
• Provide assistance in building and strengthening cross-functional relationships between departments to ensure the smooth running of operations, clarify issues and bring in win-win solutions.
• Prepare and submit various reports (Bids / Proposal) on different operations to the Reg. Business Manager / Reg. Sales Manager as per his request from time to time.
• Manager plus negotiation of corporate rates with Hotels / Travel Agents/ Car Rental companies.
• Conducted research, compiled data, and prepared papers for consideration and presentation by executives, committees and boards of directors.
• Meeting with individuals, special interest groups and others on behalf of Regional Business Manager

• Was responsible for accounts payables duties included: -
• Process all vendor invoices by getting the relevant approval and code them accordingly and submit to accounts payable team.
• Update and maintain accounts payables files for every vendor.
• Reconcile vendor statements and process follow-up on urgent and immediate payments.
• Assist in special projects as assigned related to vendor payment queries.

• Was responsible for accounts receivable duties included: -

• Maintain up-to-date billing system,
• Generating and sending out invoices
• Carry out billing, collection and reporting activities according to specific deadlines.
• Perform account reconciliations.
• Monitor customer account details for non-payments, delayed payments and other irregularities research and resolve payment discrepancies.
• Review AR aging to ensure compliance.
• Maintain accounts receivable customer’s files and records on the system.
• Communicate with customers via phone, email to investigate and resolve queries due to delayed payment of invoices on a regular basis.
• Assist with month-end closing with team in Abu Dhabi and Houston.
• Resolves account discrepancies by investigating documentation; issuing stop payments, payments, or adjustments.
• Maintain financial historical records by filing accounting documents.
• Contributes to team effort by accomplishing related results as needed.
• Knowledge of SAP

BURO HAPPOLD CONSULTING ENGINEERS APR-2007 – NOV-2008
GROUP COORDINATOR – MIDDLE EAST (OFFICE MANAGEMENT) DUBAI, UAE

Responsible for providing executive level support to the Regional Manager/ CEO in administering, coordinating and managing the Regional Manager / CEO which include receipt, distribution and safekeeping of various Highly Sensitive / Highly Confidential Information and related incoming and outgoing documents received from internal and external sources by the office of the Regional Manager / CEO.

• Managed all the incoming outgoing written communications to smooth functioning of the operations of the Regional Manager /CEO’s Office. Provided assistance to Regional Manager / CEO in the entire task at the corporate level.
• Provided assistance to in planning, organizing and facilitating the Directors Meetings.
• Organizing, preparing agendas for, and taking minutes of meetings.
• Establishing and maintaining appropriate systems relating to management of CEO’s Office,
• Initiate / build contacts with all Government Departments and follow-up.
• Prepared reports including conclusions and recommendations for solution of administrative problems and conducting research to implement Best Practices in the administrative operations management.
• Maintained accurate, up-to-date comprehensive and confidential files and records.
• Managed all general office maintenance of |CEO’s Office / Conference Room, repair work, refurbishment, and upkeep, motivating, and evaluating personnel.
• Responsible for predictive and preventative maintenance management of all CEO’s Office assets and properties and administering of annual maintenance contracts for office equipment’s.

 
MISYS INTERNATIONAL BANKING SYSTEM SOLUTIONS FEB-2005 – DEC-2006
PERSONAL ASSITANT TO REG. SALES MANAGER- MIDDLE EAST DUBAI, UAE

Manage the overall secretarial and administrative operation management functions in the office of the Regional Sales Manager of this leading company engaged in the business of providing Banking System Solutions.

• Managed correspondence on behalf of the Regional Sales Manager, interpreting and explaining the established policy and procedures in response to queries from different resources.
• Undertook special assignments of various natures and gathered information on sensitive or confidential aspects by researching, summarizing and analysing as per the direction of the Regional Sales Manager from time to time.
• Managed the schedule of the Regional Sales Manager and made appointments on his behalf.
• Made timely and advance travel arrangements/ Hotel arrangements for the Regional Sales Manager according to his travel plan.
• Prepared Minutes of the Meetings, reports, presentations, memos, proposals and other documents.
• Participated and rendered assistance in the implementation off various directives of the Regional Sales Manager.
• Maintained professional relationship with personnel (maintaining boundaries, maintaining confidentiality and mutual respect and positive mood).
• Developed high level of competency in operation analysis including cost reduction and performance improvements.
• Exercised initiative and independent judgment to resolve problems. Coordinated with various business Associates, VIP’s, and Department Heads for meetings with the Sales Manager
• Ensured that appropriate levels of stationary and hospitality supplies are available at all times, ordering new supplies as required.
• Notified the Sales Manager of any complaints/ dissatisfaction of the company’s clients, suppliers and or other associates, if and when it came to the attention.
• Being alert and vigilant always to gather various required information or data for the Sales Manager.
• Ensured inter-company/ inter-departmental /inter-branch/ inter-office coordination smooth communication process with all employees on various directives.

LAMPRELL ENERGY LTD. JUL-1995 – JAN-2005
EXECUTIVE SECRETARY to Project Manager SHARJAH, UAE

• Provided direct executive level support to the Project Manager of the company.
• Reading and analysing incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Filing and retrieving corporate documents, records, and reports.
• Interpreting administrative and operating policies and procedures for employees.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Set up and oversaw administrative policies and procedures for offices and/or organizations.
• Attended meetings in order to record minutes. Compiled, transcribed, and distributed minutes of meetings.
• Greeting visitors and determine whether they should be given access to specific individuals.
• Make travel arrangements for executives. Managing and maintaining executives' schedules.
• Preparing agendas and make arrangements for meetings.
• Preparing responses to correspondence containing routine inquiries.

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TECHNICAL SKILLS

Proficient in the use of: MS-Office -2000 (Word/Excel/Access/PowerPoint) / Emailing & Internet /Outlook/ Lotus Application, Lotus Approach 7, Lotus Notes / Q-Pulse4 Record / Management System.

Knowledge of Web Designing, Flash Giff Animator, Photoshop.
Other Skills – Typing 40-50 p.m Audio Typing, Telefax, Switchboard operations,

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AWARDS / RECOGNITION
Awarded Employee of the Month-Jan-1991 and the prestigious award of the year-1991 – Muscat Holiday Inn, Hotel
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REFERENCES: Available upon request