J. Susan Leaben

• Office Operation and Document Control Manager
  Diar Consult, Dubai
  Office Operations Management:
  • Oversee and manage day-to-day office operations, ensuring all tasks and activities are executed efficiently.
  • Organize office systems, workflows, and procedures to maximize productivity and effectiveness.
  • Supervise and coordinate office staff activities, ensuring deadlines and objectives are met.
  • Ensure the office environment is clean, organized, and well-maintained, facilitating a professional work setting.
  
  Supplier & Vendor Management:
  • Review and approve supplier and requisition orders to maintain operational efficiency.
  • Negotiate contracts with suppliers and ensure timely delivery and quality of goods and services.
  • Track office inventory levels for supplies and equipment, ensuring constant availability without overstocking.
  HR and Staff Management:
  • Manage the recruitment, onboarding, and training of new staff, as well as staff appraisals and performance evaluations.
  • Handle the day-to-day HR functions, such as coordinating employee leave, managing attendance, and organizing team-building activities.
  • Provide support in maintaining employee records and ensuring HR compliance.
  Administrative & Executive Support:
  • Serve as an Executive Assistant to the Chairman and CEO with the utmost confidentiality, handling high-level administrative duties.
  • Arrange Visa applications and renewals, air tickets, and travel logistics for all staff members.
  • Organize and prepare reports, presentations, and correspondence for executives.
  • Manage and coordinate schedules, meetings, and office events for executives.
  Document Control and Compliance:
  • Lead the creation and management of newly awarded projects on the EDMS (Electronic Document Management System), ensuring accurate and updated records.
  • Prepare Master and Engineering Deliverable Registers (MDR/EDR), Document Distribution Matrices, and manage project deliverables.
  • Establish a procedural framework for collecting, distributing, and filing controlled documents in compliance with company standards and client requirements.
  • Manage the preparation of Final / As-Built Dossiers, including the tagging of deliverables, compiling QA/QC documents, and vendor pre-qualification records.
  • Supervise the Document Control team, ensuring all staff are properly trained on EDMS systems and procedures.
  Audit & Quality Control:
  • Assigned as the ISO Management Representative for external audits and certifications, ensuring compliance by updating ISO procedures and forms to align with industry standards.
  • Proactively conduct spot audits and “over-the-shoulder-reviews” of project teams to enhance compliance with document controls, quality assurance, and project timelines.
  Customer Liaison & Communication:
  • Serve as the primary point of contact for clients, ensuring a customer-focused approach and maintaining confidentiality in communication.
  • Facilitate communication between internal teams and clients, ensuring project updates and changes are clearly communicated.
  Team Management and Development:
  • Lead weekly project team meetings to monitor document schedules.
  • Optimize team resources and activities to align with business objectives.
  • Oversee performance appraisals and guide team members’ professional development.
  
  Financial and Administrative Management:
  • Oversee renewal of company trade licenses, tenancy contracts, and manage office-related budgets.
  • Track and reconcile financial transactions for office supplies, utilities, and operational expenses.
  • Handle cheque preparation, invoicing and manage petty cash during the accountant's leave.
  Logistics Coordination:
  • Manage travel arrangements for staff, clients, and visitors, including booking flights, accommodations and ground transportation.
  • Coordinate logistics for office meetings, conferences, and company events, ensuring smooth execution of all activities.
  Owner's House Management:
  • Manage the personal property of the Chairman, including tenant relations, property maintenance, and ensuring that the property is maintained to high standards.
  • Handle issues such as leasing, contract renewals, utility management, and overall property upkeep.
  • Liaise with contractors, vendors, and service providers to manage any required repairs or improvements.
  • Ensure that the property is in top condition, with all necessary maintenance and services provided in a timely manner.
  Coordination with PRO Services:
  • Coordinate with PRO services for processing company establishment card, PRO card renewal, quota applications, labour contracts, medical tests and arranging employee visa applications, renewals and cancellations.
  • Ensure that all necessary documentation and processes are completed in a timely and efficient manner, complying with UAE labour laws and regulations.
  • Track and ensure timely renewals of work visas, labour cards, medical insurance, and other employee-related legal documentation.
• Key Achievements:
  
  - Successfully streamlined office operations, improving efficiency and productivity across all departments.
  - Managed the seamless implementation of an EDMS system, ensuring accurate record-keeping and compliance with company and client standards.
  - Led the preparation of comprehensive Final/As-Built Dossiers, enhancing the quality and completeness of project deliverables.
  - Acted as the ISO Management Representative, driving successful external audits and maintaining ISO compliance.
  - Spearheaded recruitment, onboarding, and training for new staff, fostering a positive and productive work environment.
  - Optimized resource allocation and team performance, aligning with business objectives and improving project timelines.
  - Handled high-level administrative support for the Chairman and CEO with confidentiality, managing complex travel arrangements, meetings, and executive correspondence.
  - Managed company trade license renewals, tenancy contracts, and office budgets, ensuring smooth financial operations.
  - Coordinated the preparation of invoices, cheque handling, and managed petty cash in the absence of the accountant.
  - Successfully oversaw property management for the Chairman’s residence, ensuring high standards of maintenance and tenant relations.
• Additional Responsibilities:
  
  - Supervised and trained a document control team, ensuring compliance with internal and client standards.
  - Coordinated with PRO services to ensure timely and accurate processing of employee-related legal documentation (visas, medical, labour contracts).
  - Ensured the smooth execution of logistics for staff, clients, and office events, contributing to seamless office operations.

(Seconded to China Petroleum Engineering (CPE), Beaver Gulf and OiLSERV)
• Managed office operations, documentation control, and staff coordination for multiple clients, ensuring seamless project execution across different industries.
• Led the implementation of document control systems and EDMS, aligning project deliverables with client-specific requirements.
• Coordinated HR functions including employee onboarding, visa processes, and training initiatives across the organizations.
• Oversaw client relationships and communication, ensuring customer satisfaction and project updates.
• Delivered high-level executive assistance, handled sensitive information, and arranged international travel and logistics for senior executives.
• Assisted in compliance management by supporting external audits, quality control processes, and managing client documentation requirements.
• Provided logistical support and managed business operations, including vendor relationships, contract renewals, and the overall flow of office activities.

•Lead document control activities and manage the Document Control team.
• Oversee EDMS (Wrench) implementation and setup.
• Act as QA/QC Management Representative for ISO certification acquisition.
• Ensure proper control of project management, engineering, procurement, and construction documents.
• Implement and enforce project handover procedures.
• Liaise with project teams to ensure document compliance and status reporting.
• Evaluate team performance and recommend improvements.