Thabasum Sulthana Asadullah
Dubai,UAE
Summary
Qualified and experienced Facilities Management professional, with 10 years of experience in UAE
Organised Administrative Officer with strong business and financial acumen. Leverages Excel mastery to develop and maintain spreadsheets and tracking systems. Excellent file management and document control skills.
Overview
14
14
years of professional experience
2009
2009
years of post-secondary education
Work history
Administrative officer
Sheikh Ahmed Dalmook Al Maktoum Private Office
Dubai
07.2024 - 01.2026
- Managing daily office operations and workflow
- Drafting, reviewing, and filing official correspondence, memos, and reports
- Maintaining confidential records and official documents
- Ensuring compliance with government policies and procedures
- Coordinating internal departments for smooth administration
- Managing the Ruler’s or senior officials’ schedules and appointments
- Coordinating meetings, councils (majlis), and official events
- Preparing agendas, briefing notes, and follow-up action points
- Providing administrative support during emergencies or special directives
- Assisting advisors and senior administrators in policy implementation
- Supporting strategic initiatives and special projects
- Handling sensitive information with strict confidentiality
- Following security procedures related to documents and meetings
- Ensuring restricted access to classified information
- Preparing summaries, reports, and briefing documents for senior leadership
- Monitoring progress on directives issued by the Ruler’s Office
- Maintaining accurate records of decisions and instructions
FM Specialist
FARNEK SERVICES LLC
Dubai, UAE
01.2022 - 03.2024
- Reporting directly to the Senior Director – TFM.
- Approaching existing clients to renew the contracts - MEP, General Cleaning & Special Cleaning.
- Payment uploads for the renewed client through online portal.
- Contract Activation for renewals and New client through CAFM.
- Training for new joiners in my department for the company software and arranging them to get the access.
- Arranging interviews, business cards and online portal registration for the sales team.
- Conducting interviews for admin through face-to-face or telephone.
- Assisting to Manager in monitoring, coordinating and managing the Team Leaders, Technicians, Storekeeper, Drivers, in day-to-day business operational activities to meet customer expectations and divisional goals.
- Responding to all the emails, calls and enquires, complaints of clients/customers.
- Handling and recording all the project activities (general Inquiries, PPM, Reactive requests, and Corrective request) in FSI-CAFM to generate the task ID for each of them for reference.
- Planning and scheduling several projects in a proactive manner by coordinating with managers, clients/customers, sales & marketing team, technical team and various division and departments.
- Preparing daily work schedule, allocating operational staff on each projects, based upon their competency and ensuring that all directives are being followed and met constantly.
- Producing, Preparing and distributing relevant project material and resources required for the projects, including gate passes.
- Coordinating the project tasks to ensure project delivery within the allotted budget, manpower, man-hours and timelines.
- Preparing monthly report on operational metrics.
- Discussing discrepancies and provide strategic plan for improvements.
- Forecasting monthly revenue, reconcile monthly revenue, cost and share updated financial reports with the management.
- In-charge of receipt voucher, ensuring the receipt along with invoice is sent out to ensure that payment is received by end of the day, for works carried out, wherever applied.
- Scheduling meetings for management, operational team and vendors as and when required.
- Booking meeting and conference rooms.
- Undertaking minutes of meeting, circulating among the participant members and follow up for the execution if required.
- Managing all the administrative task of the division, which includes but not limited to Human Resource, Finance, Procurement and Supply chain, Transport, Welfare Team, and Accommodation.
- Maintaining hard and soft copies of all the documents.
- Monitoring the statutory requirements of the projects, client prescribed standard to ensure the fullest compliance.
- Ensuring compliance with company standards and procedures for efficient business operations.
- Identifying problems in the operations process and troubleshooting the mina quick and timely manner.
- Applying police permits/clearance whenever required.
- Additional jobs such as handling petty cash, HR documents in the absence of the concern person.
- Preparing reports and any other duties as and when required by senior company managers that are aimed at achieving the company’s objectives and goals.
Operations Coordinator
FARNEK SERVICES LLC
Dubai
12.2018 - 12.2021
- Reporting directly to the Senior Director – TFM.
- Approaching existing clients to renew the contracts - MEP, General Cleaning & Special Cleaning.
- Payment uploads for the renewed client through online portal.
- Contract Activation for renewals and New client through CAFM.
- Training for new joiners in my department for the company software and arranging them to get the access.
- Arranging interviews, business cards and online portal registration for the sales team.
- Conducting interviews for admin through face-to-face or telephone.
- Assisting to Manager in monitoring, coordinating and managing the Team Leaders, Technicians, Storekeeper, Drivers, in day-to-day business operational activities to meet customer expectations and divisional goals.
- Responding to all the emails, calls and enquires, complaints of clients/customers.
- Handling and recording all the project activities (general Inquiries, PPM, Reactive requests, and Corrective request) in FSI-CAFM to generate the task ID for each of them for reference.
- Planning and scheduling several projects in a proactive manner by coordinating with managers, clients/customers, sales & marketing team, technical team and various division and departments.
- Preparing daily work schedule, allocating operational staff on each projects, based upon their competency and ensuring that all directives are being followed and met constantly.
- Producing, Preparing and distributing relevant project material and resources required for the projects, including gate passes.
- Coordinating the project tasks to ensure project delivery within the allotted budget, manpower, man-hours and timelines.
- Preparing monthly report on operational metrics.
- Discussing discrepancies and provide strategic plan for improvements.
- Forecasting monthly revenue, reconcile monthly revenue, cost and share updated financial reports with the management.
- In-charge of receipt voucher, ensuring the receipt along with invoice is sent out to ensure that payment is received by end of the day, for works carried out, wherever applied.
- Scheduling meetings for management, operational team and vendors as and when required.
- Booking meeting and conference rooms.
- Undertaking minutes of meeting, circulating among the participant members and follow up for the execution if required.
- Managing all the administrative task of the division, which includes but not limited to Human Resource, Finance, Procurement and Supply chain, Transport, Welfare Team, and Accommodation.
- Maintaining hard and soft copies of all the documents.
- Monitoring the statutory requirements of the projects, client prescribed standard to ensure the fullest compliance.
- Ensuring compliance with company standards and procedures for efficient business operations.
- Identifying problems in the operations process and troubleshooting the mina quick and timely manner.
- Applying police permits/clearance whenever required.
- Additional jobs such as handling petty cash, HR documents in the absence of the concern person.
- Preparing reports and any other duties as and when required by senior company managers that are aimed at achieving the company’s objectives and goals.
Head of Client Service
TYLOZ BUILDING CLEANING SERVICES LLC
Dubai
10.2015 - 11.2018
- Attending customer calls for the service & queries.
- Fixing an appointment for staff etc.
- Making the Monthly Schedule & Annual Schedule (Manually – Excel Sheet).
- Preparing new Quotation based on client’s enquiry.
- Follow up sending quotations and receiving the client’s feedback.
- Reply to general information requests with the accurate information.
- Attend the Customer’s Complaints.
- Resolving issues from Customers & Staffs.
- Supporting the Customer Agent’s Team to fulfill their requirements.
- Arranging meetings with Compliance Manager, Divisions Managers & Supervisors for the new release of schedule for each month.
- Making new formats of the schedule (Excel Sheet) and proposing to MD every 6 months.
- Co-Coordinating with the management team for smoother daily operation needs.
- Scheduling the staff for their medical, EID & to office for their purposes.
- Workers’ schedule preparing (250 persons) (24/7) (Monthly & Annually).
- Assisting Accountant to follow up for payments.
- Able to learn new skills and apply quickly and efficiency.
Customer Service cum Admin
FOCUS GROUP OF COMPANIES LLC
Dubai
09.2013 - 08.2015
- Attending customer call for the service/queries, schedule appointment for staffs.
- Attend the Customer’s Complaints.
- Resolving issues from Customers & Staffs.
- Preparing new Quotation & Agreement.
- Workers’ schedule preparing (175 persons).
- Raising invoice and cash collection against invoice.
- Reply to general information requests with the accurate information.
- Payroll, Salary & OT calculation, Disbursement of salaries.
- Purchase and store the office stationary and ensure that always available.
- Marketing co-ordination like printing flyers, leaflets.
- Issued receipts to cash and cheque payments received.
- Safekeeping of legal documents.
- Assisting Accountant to follow up for payments.
- Provide secretarial and administrative support to management and staff, meeting and other arrangements for staff.
- All other administration activities such as Visa process, Cancellation, Passport release.
Customer Contact Representative
ABSOLUTE BPO
06.2012 - 07.2013
Education
HSE BOARD -
NKT National Girls Higher Secondary School
Chennai, IndiaBachelor of Arts - History
JBAS College for Women, Autonomous
Chennai, IndiaLanguages
English
Tamil
Hindi
Urdu
Personal Information
- Passport Number: 7678045
- Title: FM Specialist
- Date of birth: 1992-07-09
- Gender: Female
- Nationality: Indian
- Marital status: Single
- Work Permit: Employment
- Visa status: Employment
- ID Type: Passport
- ID Number: 7678045
Custom Section
Required 1 Month
References
References available upon request.
Timeline
Administrative officer
Sheikh Ahmed Dalmook Al Maktoum Private Office
07.2024 - 01.2026
FM Specialist
FARNEK SERVICES LLC
01.2022 - 03.2024
Operations Coordinator
FARNEK SERVICES LLC
12.2018 - 12.2021
Head of Client Service
TYLOZ BUILDING CLEANING SERVICES LLC
10.2015 - 11.2018
Customer Service cum Admin
FOCUS GROUP OF COMPANIES LLC
09.2013 - 08.2015
Customer Contact Representative
ABSOLUTE BPO
06.2012 - 07.2013
Bachelor of Arts - History
JBAS College for Women, Autonomous
HSE BOARD -
NKT National Girls Higher Secondary School