Hi, I’m
PUTERI ZULAIKHA SHAMSUDIN
Office Manager Cum HR Assistant
Summary
Award-winning Office Manager with 9 years of experience in office administration and management, human resources, and financial planning, including budget development and forecasts and providing decision support to C-Level leadership. Demonstrated ability to lead, multi-tasking, attention to detail, problem-solving abilities, and efficient-strategic communication skills, with a proven track record of making sound decisions and collaborating effectively in diverse and cross-cultural environments.
Overview
10
years of professional experience
3
Languages
Work History
Excelerate EnergyDubai
Office Manager Cum Human Resources Assistant
01.2019 - Current
Job overview
- Managed office administration team of 3 members in day-to-day office operations, including organizing correspondence, developing business records, ensuring adequate office supplies, promoting a recycling culture, and IT equipment
- Supported and managed the setting up of 6 company incorporation and managed annual corporate governance filings, resulting in a 60% reduction in third-party utilization
- Managed security passes for 25 employees, vendors, suppliers entering the highly confidential and secure area
- Managed quarterly office budget forecasting and annual budget reporting for 5 companies in the Middle East
- Managed and reported the operation and maintenance terminal project's annual budget and monthly rebillable expenses
- Successfully support the development of new HR policies and procedures for regional offices per the region's HR best practices and employment law
- Managed employment contracts, visas, security passes, and work permits for 13 office-based and 12 terminal employees, resulting in 45% cost savings
- Successfully coordinated employees onboarding duties such as work permits, work and residence visas, family relocation, and insurance applications for employees and dependents
- Project coordinator for Commercial Department in preparing and proofreading project materials and PowerPoint presentations for project developments, budget requests, and 8 proposal submissions for local and international projects
- Coordinated with multi-departments and external counterparties in preparing due diligence documents, Supplier & Customer Onboarding Agreements, Non-Disclosure Agreements, Contract Reviews, and Third-Party Due Diligence Forms for new and existing clients and suppliers
- Organized and coordinated the company's participation in 6 annual global events, such as Al Attiyah Foundation, ADIPEC, GASTECH, U.S
- Commercial Service Discover America, CERAWeek, Atlantic Council, as well as FIFA World Cup 2022 & COP28 2023
- Organized and coordinated the company's CSR proposal to participate with external counterparty CSR requirements, including private and US Embassies sponsorships in Asia and the Middle East
- Possesses extensive expertise in organizing global business travel arrangements across multiple regions, including Asia, the Middle East, Europe, North America, and Latin America
- Managed the office administration team of one front office administrator and one public relation officer, achieving a 50% increase in company administration efficacy through streamlining processes and implementing best practices
- Administered physical and digital filing systems, keeping records well-organized and easily retrievable for team members
- Raised purchase requisitions and purchase orders, liaising with suppliers to ensure all orders were delivered on time and in full.
Excelerate EnergyDubai
Administrative Assistant
05.2016 - 12.2018
Job overview
- Greeted and assisted internal and external visitors and stakeholders, answered phone calls, and directed inquiries to the appropriate staff members
- Maintained a clean and organized office environment, including managing office supplies, equipment, and inventory
- Handled incoming and outgoing mail, packages, and deliveries
- Prepared, proofread, and distributed internal communications, meeting minutes, memos, documents, Excel data sheets, PowerPoint presentations, and project proposals
- Assisted with scheduling and coordinating meetings, appointments, and travel arrangements for General Manager and staff members
- Maintained and updated contact lists, databases, and filing systems
- Managed and tracked documents, contracts, and agreements
- Served as a liaison between departments, staff, and external parties
- Coordinated with vendors, suppliers, and service providers for office needs
- Assisted in coordinating office events, meetings, and conferences, including logistics and scheduling
- Assisted with basic IT troubleshooting and liaised with IT support when necessary
- Assisted HR with employee visas, building access, work permit, and security pass applications for employees and vendors
- Supported Finance & Accounting department in preparing budget and expenses to re-bill to existing customers for project requirements.
Petronas CarigaliDubai
Administrative Assistant
04.2014 - 05.2016
Job overview
- Conducted comprehensive weekly safety briefings for over 50 travelers departing for Iraq, ensuring their preparedness and adherence to safety protocols
- Provided dedicated support to 10 HSE staff, overseeing daily administrative tasks, including internal and external communications, reporting, financial audit preparations, and evaluating HSE findings reports in Iraq
- Efficiently coordinated all logistical arrangements, including flights, ground transportation, accommodations, visa applications, meetings, seminars, and training, for 3 departments and a team of over 20 staff members, ranging from Middle to Senior Managers and Heads of Departments, for travel to and from Iraq
- Prepared Purchase Requisition (PR), Release Order (RO), Purchase Order (PO), and Service Entry Sheet (SES) through SAP
- Managed information on company databases for different organizational activities to track history and safeguard accurate information
- Performed administrative tasks, document management, and report development for inter-departmental use
- Organized and stored hardcopy and confidential digital files for internal use in compliance with the company's security policy and best practices
- Coordinated communications between various departments to schedule meetings and keep the company informed on critical matters.
Mongoose PublishingKuala Lumpur
Advertising Sales Account Executive
02.2013 - 11.2013
Job overview
- Delivered results by generating advertising sales of over RM 10,000 within a 5-month period for Time Out Magazine Malaysia for Visitors
- Established and maintained robust communication channels and nurtured positive relationships with existing and prospective clients for Time Out Malaysia for Visitors and Time Out Malaysia for Kids magazines
- Presented innovative advertisement ideas and comprehensive media planning proposals to new and existing clients, driving successful outcomes
- Monitored sales performance and analyzed trends, reporting to senior management regularly
- Recorded sales calls and managed client's requirements through the GoldMine CRM System.
Education
Chartered Institute of Personnel Development, ICS LearnLondon, United Kingdom
Chartered Certification from CIPD Level 5
05.2023 - Current
KDU University CollegePetaling Jaya, Selangor Malaysia
University College Diploma from Business Administration
05.2009 - 05.2012
SMA Labschool RawamangunJakarta, Indonesia
High School Diploma
06.2002 - 05.2003
Skills
Office administration and management
Policy and procedure modification
Documentation management
Budgeting and expense reporting
Contract negotiations
Excellent multi-tasking ability
Travel management and coordination
Organizational and time management
Employee relationship management
Employee benefits administration
Human resources records
New employee onboarding
Proficient HRIS database support
HR policies
Maintaining confidential record
Office IT troubleshooting
Events, meeting management and schedule management
Inter-department collaboration
Customer Relations
SAP proficiency
First Aid/CPR
Interpersonal Communication
Problem-Solving
Decision-Making
Multitasking Abilities
Affiliations
Member of the company's DEI Council Member of the HR Task Force at the American Chambers of Dubai
Additional Information
- Accomplishments Successfully reduced the annual fee of local service agent and third-party service providers by 40% per year since 2018 by liaising directly with the government and other local authorities for 2 offices, 13 office-based employees, and their dependents' requirements. Successfully supported recruiting, screening, and interviewing 10 employees and increased office employment by 20% in the last 2 years. Successfully managed, oversaw 2 offices build-up and relocation project in 2019 & 2023 while maintaining expenses within the approved budget. Represented the company as one of the Future Energy Leaders' participants at CERAWeek, Houston, in March 2023 Successfully managed the travel, lodging, and other logistic requirements for over 200 VIP clients and guests attending the company's gathering at Qatar's FIFA World Cup 2022.
Accomplishments
- Successfully reduced the annual fee of local service agent and third-party service providers by 40% per year since 2018 by liaising directly with the government and other local authorities for 2 offices, 13 office-based employees, and their dependents' requirements.
- Successfully supported recruiting, screening, and interviewing 10 employees and increased office employment by 20% in the last 2 years.
- Successfully managed, oversaw 2 offices build-up and relocation project in 2019 & 2023 while maintaining expenses within the approved budget.
- Represented the company as one of the Future Energy Leaders' participants at CERAWeek, Houston, in March 2023
- Successfully managed the travel, lodging, and other logistic requirements for over 200 VIP clients and guests attending the company's gathering at Qatar's FIFA World Cup 2022.
Timeline
Chartered Institute of Personnel Development, ICS Learn
Chartered Certification from CIPD Level 5
05.2023 - Current
Office Manager Cum Human Resources Assistant
Excelerate Energy
01.2019 - Current
Administrative Assistant
Excelerate Energy
05.2016 - 12.2018
Administrative Assistant
Petronas Carigali
04.2014 - 05.2016
Advertising Sales Account Executive
Mongoose Publishing
02.2013 - 11.2013
KDU University College
University College Diploma from Business Administration
05.2009 - 05.2012
SMA Labschool Rawamangun
High School Diploma
06.2002 - 05.2003