Arlene Louie Braza
Cost Controller
Abu Dhabi
Summary
Dynamic and results-driven MBA professional with over 11 years of experience in overseeing stakeholder-centric office operations. Proficient in seamlessly facilitating both internal and external communications, adept at collaborating with diverse individuals across all organizational levels. Demonstrates an unparalleled skill set in supporting professional needs in rapidly changing environments with well-organized precision and efficiency, yielding substantial operational enhancements and time savings.
Overview
16
16
years of professional experience
1
1
year of post-secondary education
4
4
Certifications
Work History
Cost Controller
TotalEnergies EP United Arab Emirates
1 2024 - Current
- Analyzed cost trends, leading to timely identification of potential issues and proactive solutions.
- Prepared monthly financial reports, highlighting key variances between actuals versus budgets or forecasts to assist in corrective actions where necessary.
- Provided expert assistance during internal/external audits related to project costing matters.
- Improved cash flow management by closely tracking accounts payable/receivable activities and facilitating timely paymentscollections.
- Optimized budget allocation for increased efficiency and reduced waste in multiple projects.
- Evaluated vendor contracts, identifying areas for negotiation or alternative procurement methods to reduce expenses.
- Supported project teams by providing valuable financial insights and recommendations for improved performance.
- Reduced project costs by streamlining processes and implementing cost-saving measures.
- Ensured compliance with company policies and regulatory requirements through diligent monitoring of expenses and budgets.
- Collaborated with various departments to identify opportunities for cost reduction and process improvement.
- Developed comprehensive financial models for accurate forecasting and effective cost management strategies.
- Liaised with suppliers/vendors to resolve any invoicing disputes or discrepancies promptly.
- Managed financial data with precision to ensure accurate reporting and informed decision-making.
- Monitored inventory levels, implementing controls to minimize stock discrepancies while maintaining adequate supplies for business operations.
- Worked with 6 executives to create annual budget and track actual expenses against projected expenses.
- Oversaw accounts payable and receivable operations for [Type] business with $[Amount] in monthly expenses.
- Conducted regular budget reviews, ensuring optimal allocation of resources throughout project lifecycle.
- Managed financial data with precision to ensure accurate reporting and informed decision-making.
- Assisted in the development of annual budgets based on historical spend analysis, projected needs, and strategic goals.
- Reviewed contracts financially impacting company and counseled executive leaders on impact contracts would have on company operations.
Executive Assistant to VP Finance
TotalEnergies EP United Arab Emirates
3 2021 - Current
- To ensure effective, efficient and accurate financial & administrative operations, secure and coordinate the Finance management calendar, planning, appointments, meetings, and workshops, including all necessary arrangements with stakeholders and all documentation & administration activities of the department
- Improved invoice reception and scanning for process efficiency through digitalization and automation
- Interface with Financial Analysts to ensure that SOX section objectives, deliverables and timelines are met in monthly and quarterly basis
- Work with process owners to maintain and review SOX section documentation and compile affiliate-level SOX controls information to prepare entries for validation and submission before deadline
- Bring up to date monthly tax payment planning and ensure prompt dispatch
- Checks and scrutinizes invoices for accounts payable section
- Observed strict confidentiality regulations to maintain data security.
- Coordinated accounts payable functions and improved workflow for 6 staff members.
- Supported management by processing 200 invoices monthly and documents with consistent on-time delivery.
- Managed office inventory and ordered new supplies when items were running low.
- Entered invoices requiring payment and disbursed amounts through check, electronic transfer or bank draft.
- Kept vendor files accurate and up-to-date to expedite payment processing.
- Applied proper codes to invoices, files, and receipts to keep records organized and easily searchable.
- Verified vendor accounts by reconciling monthly statements and related transactions.
- Maintained complete documentation and records of all purchasing activities.
- Designed and implemented process improvements to streamline purchasing process.
- Built long-term supplier relationships with vendors to establish quality and competitive pricing.
- Oversaw purchasing process from initiating requests to finalizing contracts to deliver smooth transaction.
- Placed orders for merchandise consistent with quality, quantity and other specification requirements.
- Interacted with vendors, store managers and other stakeholders to maintain on-time deliveries.
- Maintained consistent email communication with stores and suppliers to confirm and track orders and verify price revisions on purchase orders.
- Computed and created purchase orders in SAP UNISOL to monitor stock levels, verify purchase requisitions, and expedite customer orders.
- Processed purchase orders and invoices in accordance with company procedures.
- Evaluated procurement activities and recommended needed improvements.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
Compliance Correspondent to the Compliance Officer
Total ABK
2019.09 - 2021.06
- Implemented compliance 5 programs proper to entity in accordance with company norms
- Presented and promoted these programs and dedicated organization to all operational and functional entities of company
- Circulated various internal rules and regulations adopted (once these have been transcribed into company’s referential) and ensured their application
- Helped with different departments on directive, procedures, and local rules
- In coordination with Compliance Officer, promoted 6 training tools (including e-learning) and awareness-heightening and training actions required by compliance program, and monitored performance indicators giving participation levels within company
- Ensured follow-up and monitors of company’s actions to determine whether local compliance programs, directive and norms are being followed properly
- Established and maintained secure and detailed archiving / document conservation system, of due diligence documentation, according to company rules
- Reported periodically on his/her activities to Compliance Officer; maintained necessary statistical data (in required format) to accomplish reporting requirements, Streamline reception and processing of invoice through digitalization and automation to cut cost, save time and boost efficiency
- Met deadlines to provide relevant information quickly to staff and general public.
- Delivered content to broad audience by simplifying complex information.
Document Controller & Technical Coordinator
Total Abu Al Bukhoosh
2015.02 - 2021.03
- Developed, planned and implemented legally adherent & cost-effective procedures for document & data control
- Ascertained and preserved the confidentiality of the company's communication and documentation
- Maintained and conducted proper filing system for all incoming & outgoing correspondence including keeping registers up to date, meetings & minutes, correspondences, & document transmittals, carried out and ensured on-time dispatch of all necessary outgoing document & data transfer to intended offices
- Administered data & information through various tools like Microsoft Teams, SharePoint &Yammer Group page and maximizes the use of platforms like iObeya room for visual management
- Equipped with Lean-Agile mindset
- Monitored attainable paper archive project timeline and keep teams on task to complete milestones according to schedule
- Attended LEAN Yellow Belt training
- Coordinated efficiently various activities like organizing meetings, events and disseminating information necessary for the smooth running of the Transition Team, office of the CEO and Geoscience department including management of calendars
- Executed various administrative tasks including submissions of leave applications, expense claims and other correspondence
- Screened visitors, phone calls, inquiries, and requests, and handling them when appropriate
- Contact : Magalie Lemaire – Senior Vice President, Business, Gas & Planning
- SAP&Cloud-BasedTechnology Lean-Agile Mindset File Management Office Management Organizational Skills
- Schedule Management Team player Stakeholder & Employee Relations Document Control Data Management
- Microsoft Office 365 Certified Professional Coder Process Improvement
- Managed office operations while scheduling appointments for department managers.
- Coordinated special projects and managed schedules.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Organized and coordinated conferences and monthly meetings.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Handled confidential and sensitive information with discretion and tact.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Coordinated events and worked on ad hoc projects.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Facilitated training and onboarding for incoming office staff.
- Created, maintained and updated filing systems for paper and electronic documents.
- Managed compliance to keep organization operating within legal and regulatory guidelines.
Project Administrator
James L Williams Middle East
2010.05 - 2015.01
- Acted as point of contact / interface for various entities and departments, workers, Consultant, Main Contractor, subcontractors and/or between project sites, transmitting directives, information, and documents, and follow up on the status of the assignments
- Coordinated all activities related to the Document Control procedure and creating project sections / filing index in EDMS (VBC) or VDMS
- Collaborated with management and fellow supervisors to organize operations and achieve demanding schedule targets.
- Delegated assignments based on plans, project needs, and knowledge of individual team members.
- Optimized productivity by managing employee schedules, payroll operations and inventory transactions.
- Handled scheduling of subcontractors and staff to complete projects within required timeframes.
- Developed and maintained relationships with contractors, sub-contractors and stakeholders to support successful project completion.
Project Secretary
SPEAKTRA JEOTEK GEOTECHNICAL ENGINEERING SERVICES
2009.01 - 2010.05
- Distributed matrix & approval pattern creation in EDMS/VDMS for all types of documents (Projects, Vendors, Engineering, S/C, technical, contractual, commercial, etc)
- Ensured proper document classification, sorting, filing, proper archiving and hand over dossier compilation
- PROJECTS
- Digitalization of Invoice Reception and Scanning
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Managed filing system, entered data and completed other clerical tasks.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Liaised between clients and vendors and maintained effective lines of communication.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping and data entry for increased efficiency.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Volunteered to help with special projects of varying degrees of complexity.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
Education
Masters of Business Administration - Management
Guglielmo Marconi University
Italy 2017.05 - 2018.05
Skills
Cost & Variance Analysis
Cost Reconciliation
Budget Compliance
SAP ERP experience
Documentation and control
Project Management
Business administration
Office management
Advanced MS Office Suite
Filing and data archiving
AR/AP
Technical Support
P2P Purchases
Travel Coordination
Schedule Management
Invoice processing
Procurement and Vendor relations
Documentation skills
Supervision and Leadership
Accomplishments
- Collaborated with team of 20 in the migration and implementation of SAP UNISOL.
- Supervised team of 10 staff members to transfer paper archives during the transition project.
- Achieved [Result] by completing [Task] with accuracy and efficiency.
- Achieved [Result] by introducing [Software] for [Type] tasks.
Certification
Certified Human Resources Manager
Timeline
Compliance Correspondent to the Compliance Officer
Total ABK
2019.09 - 2021.06
Masters of Business Administration - Management
Guglielmo Marconi University
2017.05 - 2018.05
Certified Human Resources Manager
2016-10
Basic Accounting
2016-07
Office Management
2015-05
Document Controller & Technical Coordinator
Total Abu Al Bukhoosh
2015.02 - 2021.03
Establishing Documents & Records Control
2012-10
Project Administrator
James L Williams Middle East
2010.05 - 2015.01
Project Secretary
SPEAKTRA JEOTEK GEOTECHNICAL ENGINEERING SERVICES
2009.01 - 2010.05
Cost Controller
TotalEnergies EP United Arab Emirates
1 2024 - Current
Executive Assistant to VP Finance
TotalEnergies EP United Arab Emirates
3 2021 - Current
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