Naty Ruby Newman Email & Phone Number

Dubai

1. Manage vendor relationships with automobile spare parts vendors.2. Obtain competitive quotes when a requisition is received. 3. Process orders from client ensuring that the correct procedures was communicated to vendor, expediting critical path requisitions.4. Communicate status of order from approval through delivery.5. Process smooth delivery of items ordered. 6. Interface with all clients to facilitate effective communication.7. Manage invoice reconciliation; interact with accounts payable. 8. Update files for various projects and requisitions.9. Maintained soft and hard copy documentation for senior management providing ease of access, confidentiality and regular updates.10. Attended meetings to support or represent senior management, taking minutes and presenting updates and records.

Responsibilities :• Provide executive support to the Vice President and Contract Manager handling of all incoming and outgoing mails diarizing meetings (approx 30 meetings per week.) • Type, draft and finalize correspondence, reports and ensuring that key reports are bounded and distributed in the presentable and timely manner as directed.• Maintain log of incoming and outgoing post.• Upkeep of sensitive materials in confidence such as salary details and staff movement when requested.• Observes and implement established policies and procedures.• Assist Contracts Manager in coordination works pertaining to Cleaning Maintenance, Security , Pantry suppliers i.e. Water, Toiletries etc.)• Liaise with the senior executives throughout the company to follow up on actions agreed with the VP to ensure agreed timescales are met.• Order of stationeries for the group, keep records, manages stocks manages distribution to all departments, management distribution of cost per department. (shared with Helpdesk )• File and maintain Office Infrastructure (OI) & Facilities Management (FM) documents i.e. contracts, internal notes, project approvals, announcements etc.• Update budgets for OI & FM department• Register of all requests & complaints from our internal clients related to OI & FM, forward to concerned department for follow up (shared with Facilities helpdesk)• Attendance and documentation of all OI & FM bi weekly meetings and other special project meetings, collation and distribution• Organized Building evacuation drill and Fire Marshall Training for staff of the MAF Tower in liaison with tenants

Moved to mall operations, and assisted the VP – Deira City Centre who also eventually handled and managed the redevelopment of Deira City Centre and the new office building. Provision of administrative support to the VP Development, Project Development Manager and Retail Delivery Manager.Responsibilities :• Provide all administrative support for VP, Deira City Centre, Project Development Manager and Retail Delivery Manager.• Assist Operations team in mall retail fit out inspections and coordinate various mall procedures and guidelines.• Attendance and documentation of all related meetings i.e. operations meeting, project progress meetings, workshops, and project audit, collation and distribution of Project Committee Group papers.• Manage and produce reports as when required.• Write, edit, issue and follow up reports, minutes and occasional correspondences produced by the team.• Arrange and plan visit schedules, mall tours, site inspections and coordination with relevant authorities.• Make effective system of tracking of important documents.• Develop and maintain an appropriate administrative system for all project teams.• Monitor and maintain record of staff leave and duty managers schedule• Plan and organize milestone event celebrations, gathering and team building activities for the whole department.• Liaise with various suppliers and agencies ensuring the company receives a competitive rate on purchases pertaining to stationeries, office supplies, etc.• Undertake typing works and communications.• Liaise with Recruitment Agencies regarding vacancies.• Provide cover and support to the Executive Assistant to the CEO while on leave.• Prepares presentation materials when needed

Handled coordination for pre and post selection and recruitment process Pre – Recruitment • Source Job Description and prepare appropriate job profiles required to coordinate with recruitment agencies/ consultants and advertising agencies.• Liaison with various recruitment agencies on the interview schedules Post Recruitment• Prepare visa applications and required checklists of recruited candidates and liaising with government relations department for visa and labour documentation.• Arrange travel formalities for the employee (and family) as required.• Arrange temporary accommodation, hotel bookings and boarding arrangements• Arrange and process salary advances, House Rent and Furniture allowances for new joiners (shared task)• Preparation and provision of Welcome Packs• Schedule and organise employee induction meetings• Forward relevant documents such as visa finalisation and payroll entry for salary processing to relevant unit• Provision of bank letters as required. Other Related Responsibilities• Assisted in formulating the company's administrative policies and procedure.• Processing transfers and resignation, ensuring relevant documents are prepared.• Collation of job applications, screen them and make available for review.• Acquisition and control of all office supplies and stationery.• Travel and accommodation for staff and visitors (business, joining, exit, confirmation and repatriation)• Update all recruitment related reports such as New Joiner, Leavers and Transfers.• Update and maintain employee files.Administrative• Provide support to the General Manager – HR providing full clerical and administrative functions • Diary management - meetings / appointments with internal / external clients. • Provide cover and support to the Executive Assistant to the CEO while on leave.• Prepares presentation materials when needed

Responsibilities :• Receiving of various meeting requests and arranges schedule of various appointments of immediate superior.• Preparation of investor related materials for distribution to local international clients during out-of the country conferences, road shows.• Assists in planning, organizing and preparation of presentation materials for annual stockholders meetings, local and international road shows.• Coordination with Project Site Managers during ocular inspections and project site tripping.• Maintenance of local and international mailing lists for mailing of annual reports, quarterly results and various communications and information for distribution.• Make hotel reservations and travel arrangements• Assists in preparation of materials and other logistics needed during conferences• Typing of various correspondences.• Keep and maintain records of transactions done by and within the operating group being services by the position.• Handling and sorting of various communications.• Receiving telephone calls, dealing with property analysts/meeting requests.• Preparation for office supplies requests.• Other duties assigned from time to time.