Rebecca Francisco Torralba

• Point of contact between the Chair and among executives, employees, clients, external partners and manage information flow.
• Managing diaries and arrange daily schedule (set-up meetings, travel, and speaking engagements if required).
• Oversee the performance of other clerical and administrative staff.
• Represents the Chair by attending meetings in her absence and other important engagements if needed.
• Welcoming & managing VIP guests and visitors by greeting them, in person or over the phone.
• Complete projects by assigning work to clerical staff and following up on result.
• Prepares reports by collecting and analyzing information and uphold a strict level of confidentiality.
• Taking dictation and minutes and writing them up subsequently.
• Develop and sustain a level of professionalism among staff.
• Travelling with the Chair when assistance is required.
• Handles all preparation for company events locally and abroad.

Real Estate Division; acting as the “Sales Facilitator” (Reports Directly to Founder & CEO)

• Handles and designate roles and responsibilities within admin staff and make sure everything is met on time and properly managed.
• Responsible for managing Agency Agreements and developer tie-ups Direct point of contact between Nine Realty Agent, Brokerage agencies, and Developers.
• Preparing invoices and managing collection of commissions.
• Managing agents/employees onboarding process such as, contract signing, inductions and visa processing.
• “GO-TO / GATEWAY” - coordination for all Departments between MARA GROUP and NINE REALTY
• Assisting CEO in all his personal transactions/deals (property viewing, drafting contracts/MOU, and document collection.

Sales Division; acting as the “Sales Facilitator” (Reports Directly to Head of Global Sales)

• Managing client contracts and agreements.
• Arrange for creation and distribution of presentation and supporting documents to help Dubai Sales Team to Generate leads.
• In-charge of leads distribution to Global Sales.
• Support Senior Management by completing orders and tracking delays and making sure delivery dates are met.
• Attend essential local & International sales training, meetings and workshops and develop an understanding of all the company's products and services.
• Establish active communication and engagement with Dubai Sales Team to ensure orders are processed promptly.
• Collaborating with other departments to ensure sales, marketing queries, and deliveries are handled efficiently.
• Managing Commission request, and approvals.

• Responsible in completing a broad variety of administrative tasks for the CEO including; managing an extremely active calendar of appointments, writing minutes of meeting, composing & preparing correspondence that are mostly confidential, arranging complex & detailed travel plans along with his day-to-day agenda's, assisting in preparing reports and presentations and plans & coordinates to ensure the CEO's scheduled is followed and respected.
• Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO's time & office.
• Attending & screening all telephone calls in CEO's private office line.
• Researches, prioritize and follow-up on incoming issues and concerns addressed to the CEO, including those of a sensitive or in confidential nature.
• Providing a bridge for smooth communication between the CEO's office & internal departments; demonstrating leadership to maintain credibility, trust & support with the Senior Management department.
• Working closely and effectively with the CEO to keep him well informed of upcoming commitments & responsibilities and following up appropriately.
• Managing the CEO's personal banking transactions such as; personal bank transfer, and consolidating and arranging his credit card payments and personal bills.
• Responsible in arranging and coordination medical appointments, spa treatments and other necessary therapies if required.
• Manage CEO's household payroll, and expenses.
• Manage CEO's children's school payments and requirements.
• Manage CEO's wife travel arrangements, coordination in itineraries and arranging personal appointments and business meetings as requested from time-to-time.
• Prepared meeting rooms and event spaces to achieve successful client engagements.

• Established and maintained relationships with individual and business customers and provide assistance with problems if encountered.
• Liaise with other departments in ensuring services are rendered satisfactorily and on time, to meet customer's demands and expectations.
• Ensuring all customer's needs and enquiries are attended and properly monitored.
• Receiving and processing of all in-coming and out-going mails.
• Assist Sales and Marketing executives to prepare quotations for customers if necessary.
• Handle travel arrangements and hotel accommodation for Instructor and trainees.
• Applying travel visa for company's Instructors and customers if required.
• Manage order of training materials for weekly courses.
• Manage shipments of marketing tools and training materials for on-site trainings.
• Assisting Managers in day-to-day coordination and management of business operational activities.
• Ensuring that all elements of local and international training process are coordinated to meet customer's requirements with proper compliance and adherence to Export / Import Administration and Regulations.
• Building and maintaining strong customer relationship through regular communications.
• Responded to telephone and in-person requests for information.
• Assisting HR to update & maintain office policies as necessary with office operation & procedure.
• Built lasting relationships with clients through customer service interactions.
• Helped resolve client problems quickly with superior customer service.
• Maintained routine communication with clients to assess overall satisfaction, resolve complaints and promote new offerings.

• Coordinated flight, accommodation and travel arrangements, maintaining strict compliance with budgets and schedules.
• Collaborated with admin teams, human resources and finance department on special projects.
• Created engaging presentations, spreadsheets and reports.
• Drafted correspondence, compiled reports and prepared presentations with keen attention to detail.
• Professionally greeted clients and delivered friendly, knowledgeable assistance.
• Checked and opened mail, enabling prompt response to correspondence, bills and invoices.
• Organised personal and professional calendars, supplying timely reminders of upcoming meetings and events.
• Took detailed, accurate meeting minutes, collating and promptly distributing to relevant staff for swift action.
• Processed mail, email and phone enquiries, minimising correspondence backlogs.
• Prepared meeting rooms and event spaces to achieve successful client engagements.
• Documented data and stored important records on database.
• Copied, scanned and faxed documents to assigned recipients.
• Purchased office supplies to maintain consistent inventory.
• Applied best business practices and etiquette to comply with guidelines and procedures.
• Managed events, booked venue and sent invitations to guests.
• Operated multi-line phone systems, handling high volume of calls daily.

• Analysed event needs to outline and define scope of services and project requirements.
• Leveraged industry knowledge and vendor relationships to source high-quality event supplies and services.
• Led vendor negotiations to obtain cost-effective services and products.
• Managed support staff and vendor coordination to facilitate logistics during event.
• Coordinated event workflow and managed subcontractors to deliver top-quality preparations and day-of support.
• Solicited client feedback to assess event success and uncover opportunities for improvement.
• Negotiated prices with vendors and subcontractors to maintain adherence to event budget.
• Evaluated existing plans, processes and event planning services to identify opportunities for improvement.
• Liaised with marketing and PR colleagues to promote special events in social calendars.
• Handled client correspondence and relationship management with timely responses and acknowledgement.
• Accurately calculated and processed expenses during and after events.