Personal Summary
With 15years+ working experience in variety of roles, I have gained high level experience in multitasking, organisational skills and the ability to work under pressure. I have the flexibility and ability to perform a number of different roles to suit any company requirement. I am a reliable, articulate, hard-working and have good communication and interpersonal skills with the ability to work unsupervised. I am capable of prioritising work; good computer abilities and adept at learning new packages quickly. I enjoy working in a varied and challenging atmosphere, while maintaining a good sense of humour!
Technical Competencies
• Excellent communication skills in written and spoken English
• Excellent knowledge in Microsoft office suite including Word, Excel and PowerPoint.
• Proven filing and document control capability
• Knowledge of project processes
• Experience in dealing with high profile clients in the Middle East Region
• Experience in managing a senior executive’s schedule, travel arrangements and handling his emails.
• Experience in managing administration teams
Employment History
June 2012 – present:
WS Atkins and Partners Overseas (UAE – United Arab Emirates)
Administration Support Manager (Full-time)
To provide proactive day to day administrative assistance to the Director of Planning and Infrastructure and to efficiently manage the Admin Staff / Document Controllers team to ensure smooth operations delivery.
• Meet with all Infrastructure Admin Staff (7staff) on a regular basis to ensure smooth delivery of assignments
• Line Management – Infrastructure Admin (7)
• Admin Staff Leadership and Management – New Staff Recruitment
• Regular Monthly Meeting – Organising Staff Social and Sports Events.
• Involved in Marketing
• Overseeing the Monitoring of attendance and annual leave for the Infrastructure team and raise concerns to HR when necessary
• Assisting Infrastructure management in ensuring that staff complete their time sheets, PDR’s , My Site and CV’s in a timely manner
• Preparing agendas and taking meetings minutes
• Arrange for site visits and prepare inspections reports
• Obtain the required subscriptions and registrations for conferences and exhibitions and make the necessary logistics arrangements accordingly [ hotel, flight…etc]
• Keep records of personal and professional documents
• Responsible for new joiners’ arrangements ( access cards, computers and desk allocation)
• Prepare invoices for site staff as well as design and supervision projects
• Assist staff in obtaining visa for Business travel
• Maintain records of expense claims, leave forms, training forms and PDRs
• Assist in preparing proposals and bids
• Train and orient administrative staff and on having a process of knowledge Transfer between document controllers.
• Preparing reports on quarterly and monthly basis to be submitted to Abu Dhabi Municipality for the purpose of auditing,
• Direct/ handle queries/ communication in the absence of team members
• Make travel and accommodations arrangements when necessary.
• Encode all business cards on the system and filing them
• Managing the Director’s emails an daily schedules
November 2010 – 2012:
WS Atkins and Partners Overseas (UAE – United Arab Emirates)
Senior Administrator Etihad Rail Project Stage 1 and 2 (Full-time)
• Manage all administrative duties
• Plan and co-ordinate local and overseas travel arrangements and accommodation
• Holiday & Sickness Monitoring; Expenses Sheets; Travel Forms
• Ensured invoices were paid
• Management of 5 drivers
• Office Management
• Manage submissions which entailed formatting of documents preparation
• Submitting final report to the client
• Liaison on a daily basis with my compatriots of Etihad Rail to ensure the best solution of timely submissions
• Team leader responsibility
• Line Management – part of Document Control Team (2)
• Liaison with and assistance to Facilities on desk space, office moves and general facilities issues
June 2010 – November 2010
WS Atkins and Partners Overseas (UAE – United Arab Emirates)
Personal Assistant to the Head of Architecture (Full-time)
• Manage all administrative duties
• Plan and co-ordinate local and overseas travel arrangements and accommodation
• Attendance register, Holiday & Sickness Monitoring; Expenses Sheets; Travel Forms
• Ensured invoices were paid
• Ad hoc duties as required
August 2009 – June 2010:
Xeroid Services cc (Cape Town – South Africa)
Office Administrator (Full-time) This role
• Manage all administration duties
• Assisted in marketing and sales
• Record all log book entries of technicians reconciling invoices based on data
• Managing invoices, accounts and order of supplies
• Daily communication with suppliers
• PA support as required
March 2005 – August 2009:
Capespan Exports Pty (Ltd) (Cape Town – South Africa)
Executive Secretary (Full-time)
• Managed Office administration
• Maintained an appropriate and effective filing system
• Co-ordinate arrangements for meetings and visits
• Plan and co-ordinate local and overseas travel arrangements
• Compiling of reports and presenting it to the line manager for final approval to the finance department
• Reconcile accounts, invoices and claims
• Manage special programmes and fixed deals
• Assisting the Product Managers of the Grape Department in capturing data for the new season
• Event management, arranging conferences and workshops
• High levels of confidentiality
• Ability to multitask and respond to tight deadlines
• Communication skills on high level
• Maintenance of good relationships between different departments
1998 – 2004:
Various Roles
I started my working career directly after obtaining my High School Diploma at the age of 17 years old. I worked as a Work Controller, dispatching technicians to calls, general administration and assisted for a short time within the company as a Receptionist. There after I moved on and worked for CCS Software Computing where I gained experienced in front desk reception, booking exam times for students obtaining their AA+ certificate, daily communication to clients, managing orders of supplies and increased my knowledge of administration.
By the age of 20 years old I started my University studies at the Cape Peninsula University of Technology institution where I obtained my BTECH Degree in Office Management and Technology. In my third year of studies and part of my curriculum I did my co-operative training at the Cape Metropolitan Council where I gained further experience in dealing with contracts, managing confidential documentation and general administration.
Education and Training
Cape Peninsula University of Technology (Cape Town – South Africa)
Subjects Passed:
• Information Administration1, 2, 3, 4 (Major)
• Business Administration 1,2,3,4 (Major)
• Research Methodology
• Behavioural Aspects
• Communication 1, 2
• South African Business Law 1
• Personnel Management 1
• South African Legal Practice 1, 2
• South African Labour and Immaterial Law
• Experiential Learning
South African Matriculation Exemption (equivalent to English ‘A’ levels)
National Diploma and BTECH Degree: Office Management and Technology
Computing
Advanced: Microsoft Outlook, Word, Excel, PowerPoint, Corel, Microsoft Access, Desktop Publishing, Windows
Use of: Adobe pdf Writer, Lotus Notes and Aconex
Memberships
Middle East Women Business Network
