Judy Yanez

Manage front office operations, screen reception calls, and ensure a safe and efficient working environment for all team members. Coordinate client visits, meetings, and product demonstrations in collaboration with local technical teams. Facilitate internal and external information flow, working closely with the General Manager to support operational improvements. Monitor and manage service providers including telecom (mobile and fixed lines), facilities management, general maintenance, and group medical insurance. Lead annual renewal of tenancy contracts and commercial licenses, ensuring full compliance and continuous coordination with the landlord and relevant Dubai authorities. Oversee finance-related administration including petty cash management, expense reports, and monthly payable tracking. Provide executive and administrative support to the Regional General Manager during annual budgeting and forecasting processes. Manage senior management calendars, ensuring effective scheduling of meetings and appointments. Maintain and update supplier database, including qualifications, delivery timelines, and potential development opportunities. Compile and consolidate Daily, Weekly, and Monthly reports from the team for submission to the Project Manager and clients. Prepare and deliver presentations to diverse audiences and record accurate meeting minutes, capturing key decisions and action items. Draft professional reports and business presentations for networking, marketing, and competitive comparison purposes.

Provide high-level administrative and executive support to the Executive Director and senior leadership team. Record, prepare, and distribute minutes of meetings, ensuring accurate documentation and follow-up on action points. Perform full Personal Assistant duties, including diary management, scheduling appointments, organizing business travel, itineraries, and accommodation arrangements. Liaise with government departments such as Labour, Immigration, and other statutory authorities to ensure regulatory compliance. Track and process client and employee visa and passport documentation, ensuring timely renewals and submissions. Maintain confidential records, correspondence, and executive documentation with a high level of discretion. Arrange and book visa appointments for business travel, including Schengen and China visa applications. Coordinate required documentation, application forms, and supporting documents to ensure timely visa processing. Liaise with embassies, visa centers, and travel agencies to facilitate smooth business travel arrangements.

Prepare comprehensive technical and financial proposals using Microsoft Office and PDF platforms, ensuring accuracy and professional presentation. Review and analyze tender documents and client requirements to develop structured technical and financial submission indexes. Manage the full bid lifecycle, including research, content development, writing, editing, and coordination of EOIs, tenders, project documents, and briefing notes to support successful submissions. Gather and evaluate supplier quotations to ensure accurate and competitive project pricing. Monitor tender announcements through online procurement portals such as Tejari, SAP Ariba, eSupply, and other platforms. Coordinate, prepare, review, and submit compliant RFPs and tender documents within defined deadlines, tailored to each client’s requirements. Draft business proposals and commercial quotations aligned with company objectives and project scope.

Follow up on outstanding payments from clients and ensure timely collections. Manage and process payroll for employees, including preparation of cheques as required. Handle supplier payments and maintain accurate payment records. Coordinate with clients and suppliers to ensure efficient workflow and timely financial transactions. Assist in maintaining proper documentation of invoices, receipts, and payment vouchers.

• Maintain a clean and well-organized office, ensuring pantry and supplies are always stocked.

Provided administrative and HR support, including employee record management, recruitment assistance, and onboarding processes. Managed front desk operations, including screening calls, greeting clients, and coordinating visitor appointments. Assisted in payroll processing, leave management, and employee documentation. Organized meetings, business travel arrangements, and coordinated internal communications. Supported HR initiatives and ensured smooth day-to-day office operations.

Managed front desk operations, including answering calls, greeting visitors, and coordinating appointments. Assisted with administrative tasks, including documentation, internal communications, and scheduling. Supported HR and office functions such as employee record maintenance, reporting, and correspondence. Ensured smooth office operations while maintaining a professional and welcoming environment.

Processed customer transactions efficiently and accurately, handling cash, card payments, and refunds. Maintained cash drawer, prepared daily cash reports, and ensured compliance with company procedures. Assisted customers with inquiries and provided excellent customer service. Supported inventory management by coordinating with floor staff on stock levels and product availability.