Ruby Dupré Email & Phone Number

United Kingdom

United Arab Emirates

Carries out initial screening/assessment of vendor registration/prequalificationapplications.Verification of commercial questionnaire and coordinating site/auditvisits between the audit team and vendors. Provides vital information on commercial division,contracts/purchasing personnel. Performs a variety of administrative and clerical duties related toregistration and pre - qualification formalities of contractors/suppliersand consultants including maintaining and updating computerizedcommercial directory records in different portal systems and prequalificationtrackingsystem. Checks/verifies registration application information against thesupporting registration documents including municipality trade licensedetails ,chamber of commerce and industry membership, agencycertificates/ agreements, etc. allocates commercial registration codenumbers, enter vendor data in both Oracle, Ariba system and othersportal system.  Performs initial screening/ evaluation of the submitted documentsagainst both the general assessment summary (check list) and thespecific relevant list.  Coordination back to back and preparing instruction with the partnerscompanies in providing relevant documents required for PreQualificationandansweringthePQQuestionnaire. Attending Seminar or meeting with the Oil & Gas companies we used toregister relevant to registration and prequalification.  Involved in Tender documents submission if require.

United Arab Emirates

 Screening telephone calls, enquiries and requests and handling them when appropriate. Attend to all telephone calls render superb customer service orientation and pleasant responses. Meeting and greeting visitors at all levels of seniority. Organizing and maintaining dairies and making appointments. Preparing weekly/monthly presentation (Management Review Meeting /Business Plan/Project Introduction) Assisting Operations Director and other Managers if required. Dealing with incoming email, faxes and post. Prepare, collect data and arrange the documentation for the company submission document on various projects. Producing documents, briefing papers, reports and presentations with graphs. Organizing and attending meetings and ensuring reporting manager is well-prepared for meetings. Maintain a comprehensive filing system. Maintaining and controlling adequate office stationary. Facilitate the office meeting and conferences room reservations/scheduling.Liaising with clients, suppliers and other staff.Devising and maintaining office systems, including data management, filing etc.Arranging travel/ticket booking and accommodation.With direct / indirect reportees of President & Executive Chairman.Assist in the planning and preparation of meetings, conferences and conference telephone calls.Partially responsible for preparation/compilation of all the weekly & monthly reports from Operations Department going to the P & EC office.Composed / type correspondence, memos, meeting minutes, correspondences and other necessary documents; arrange format and content for effective presentation of information; revise and draft forms as needed. Maintain and always update the computer files, register book (incoming and outgoing) for future reference.Assisting Operations Department for secretarial works as and when needed. Preparing PQP Tender Documents as assigned by QA/QC Manager.Handling newly awarded projects until site mobilizat

Diary Management for all internal and external meetings - establish and maintain calendar, arrange appointments to maximize superior’s time efficiency;​Screening telephone calls, enquiries and requests and handling them when appropriate.​Attend to all telephone calls render superb customer service orientation and pleasant responses. Meeting and greeting visitors at all levels of seniority. Organizing and maintaining dairies and making appointments. Dealing with incoming email, faxes and post.​Prepare, collect data and arrange the documentation for the company submission document on various projects. Producing documents, briefing papers, reports and presentations withgraphs.​Organizing and attending meetings and ensuring reporting manager is well- prepared for meetings. Maintain a comprehensive filing system. Maintaining and controlling adequate office stationary. Facilitate the office meeting and conferences room reservations/scheduling. Liaising with clients, suppliers and other staff. Deputizing for VP in making decisions and delegating work to others in themanager’s absence.​Partially responsible for preparation/compilation of all the weekly & monthly reports from Operations Department going to the P & EC office. Responsible for updating UAE, KSA & Qatar project files-project wise, datewise accordingly.

Greeting and receiving guests/clients in a professional yet in a friendly manner. Maintaining polite and open high-quality etiquette at all times in communicating with all clients, suppliers, guests and staff. ​Receives and screens visitors and telephone calls, providing information which requires the use of judgment and interpretation of company profile, policies and procedures. Researches, complies and summarizes a variety of informational materials. Opens mail and either personally handles or routes to appropriate personnel. Types drafts and a wide variety of finished documents from notes or brief instructions. Preparing daily attendance report using ERP system in daily basis and secure to meets the deadlines. Organizes meetings/interviews by notifying participants. Preparing time sheet of all the employees on the exact date of submission. Set interview/meeting schedules to the HR & Finance Manager. Organizes own work, set priorities, meets critical deadlines. Conference room booking. Arranging courier, receiving invoices, preparing MR and expense report. Received, record, sort-out and file, distribute all incoming and outgoing papers. Performs administrative duties at the reception area such as typing, filing, encoding and maintaining of important files and log books. Assisting the recruitment team on their various needs such as; screening of applicants for minimum qualifications based on applications, supplemental questionnaires and other required documentations. Organizes recruitment efforts, including resume searches and application materials. Assist the recruitment manager in setting and scheduling interviews. Setting and Scheduling of Panel Interviews. Assist HR to the candidate for Personal Interviews from other countries.

Working as a Document Controller and Executive Secretary for the ProjectManager.Responsible in keeping and maintaining all incoming and outgoing correspondence records. Drafts letters and prepares meeting agendas and minutes of meeting as needed. Prepares/ undergoes final compilation of submittals/ tender documents for submission to the client. Processes, distributes, sets-up, and maintains the filing system for the Water Division and keeps the safe custody of the documents. Maintain and updates the office registers & records. Provides information and coordinates amongst the various departments for the smooth functioning of the Division; liaises with company staff and management as needed. Partially responsible for preparation of all Subcontractors and Suppliers invoice related to the project. Handling and preparing petty cash expense report. Coordination with site office, main office and all departments. Coordination with all Subcontractors and Suppliers.

Receives and screens visitors and telephone calls, providing information which requires the use of judgment and interpretation of policies and procedures.​Working in document management administrative system for registration of incoming/outgoing files, generation of different communications and tracking and retrieval of all project communications for the project wide.​Controls the flow of all incoming and outgoing correspondences systematically as per the QA/QC standard and procedure.​Responsible in preparing administrative records and files (Timesheet, Vouchers, LPO, Reimbursement, etc.). In-charge in requisition, distribution and monitoring of office supplies. Registering all incoming project documents. Create document control and correspondence folders for individual projects​Ensure proper document control support is given to each project delegated by document control supervisor.

Receives and screens visitors and telephone calls, providing information which requires the use of judgment and interpretation of policies and procedures.​Performs administrative duties at the reception area such as typing, filing, encoding and maintaining of important files and log books. Document classification, sorting, filing, archiving and retrieval of document inaccordance to scheme document indexing and filing system.​In-charge in office equipment operations, requisition of office supplies and distribution.​In-charge in monitoring staffs’ attendance, visitors’ registration log and other related documents. Performs the functions as may be assigned from time to time.

Responsible for the petty cash disbursement and preparation petty cash vouchers. Should see to it that the counter cashier should not run out of coins and smallbill.​Handles telephone calls efficiently (incoming and outgoing) and relay messages promptly. Receiving invoices and delivery notes. Maintain petty cash/expense sheets. Prepare monthly office supplies/stationery orders. Received, record, sort-out and file, distribute all incoming and outgoing papers. Handling customer complaints and effectively resolving issues. Greeting customers with a great smile.

Data input to database related to document receiving & tracking, document transmittals, document imaging and project document archive, document reproduction & distribution. Handling incoming and outgoing phone calls. Perform clerical functions such as filing, sorting and encoding of documents​Creates and maintains filing systems, records and indexes, including confidential matters. Assisting the computer operators for their clerical needs.​Document classification, sorting, filing, archiving and retrieval of document in accordance to scheme document indexing and filing system. Handles photocopying, editing and searching of documents.​Check and control number of document and transmitting of data at the transmittal area.