Mai Ahmed

Vendor & Commercial Operations: Manage end-to-end vendor listing and registration across portals, ensure compliance, and collaborate with technical teams to draft and finalize commercial proposals. Managed tender submission process to secure new contracts.

HR & Employee Relations: Administer UAE visa processes (new, renewals, cancellations), track document expiries (Passports, EIDs), manage daily attendance/leave records, and coordinate public holiday announcements.

Payroll & WPS Management: Prepare and process monthly payroll via Al Ansari WPS portal, including factory workers' overtime (OT) calculations, ensuring timely approvals before deadlines.

Financial & Expense Administration: Manage petty cash cycles, track employee reimbursements, process utility payments, handle POs/invoicing, and record financial data accurately in Zoho Books.

Logistics & Customs Coordination: Prepare customs documentation (Commercial Invoices, Packing Lists, Delivery Advice), coordinate DHL shipments, and manage JAFZA portal activities including Gate Passes.

Corporate & Document Control: Oversee the renewal of critical company documents (Trade Licenses, Establishment Cards, ISO/Audit certificates), and maintain organized physical and digital filing systems (Google Drive).

Operational Support: Streamline internal workflows by translating business content (Arabic/English), updating CRM/tracking databases, and handling general administrative requests.

• Executed comprehensive administrative tasks, including filing and meeting coordination.
• Managed documentation and office expenses alongside facilities administration.
• Facilitated onboarding processes, covering social security and visa applications for new employees.
• Administered health insurance arrangements for staff members.
• Arranged travel logistics by efficiently booking flights and hotels.
• Reviewed and translated tenders to ensure compliance with regulations.
• Organised collaborative events with customers and SAP.
• Recruited skilled SAP associates to strengthen team capabilities.
• Used Microsoft Word and other software tools to create documents and clear communications.

• Designed and evaluated human resource policies and procedures for organisational effectiveness.
• Registered company file and employee information with Social Insurance (GOV) for compliance.
• Conducted quarterly and annual performance reviews to assess employee development.
• Maintained and updated employee records, including new hire details and employment changes.
• Managed recruitment process by identifying hiring needs to optimise efficiency.
• Tracked department budgets to ensure financial oversight and accountability.
• Facilitated HR workshops to increase staff awareness of best practices.
• Coordinated internal training events for skill development.
• Advised management on talent acquisition strategies, enhancing workforce quality.
• Assisted employees with benefit queries, improving job satisfaction.

• Managed health and life insurance programmes to ensure compliance and operational efficiency.
• Designed and implemented training and development plans for staff enhancement.
• Registered company’s file and employees with Social Insurance using HR AuduCloud software.
• Implemented new onboarding process for improved employee experience.
• Facilitated HR workshops to increase staff awareness of best practices.
• Streamlined recruitment process, resulting in increased efficiency.
• Coordinated internal training events for skill development.
• Led disciplinary procedures to uphold workplace standards.
• Assisted employees with benefit queries, improving job satisfaction.
• Conducted performance evaluation sessions with employees for career growth.
• Negotiated favourable terms during collective bargaining discussions.

• Developed and implemented business strategies to maximise profitability and growth.
• Set short- and long-term objectives to guide organisational direction.
• Monitored industry trends and analysed data to pinpoint growth opportunities.
• Managed budget and financial performance to ensure sustainability.
• Negotiated contracts with suppliers, securing favourable terms.
• Facilitated staff training sessions to boost performance levels.
• Implemented cost reduction strategies, ensuring financial sustainability.
• Fostered a collaborative work environment, promoting teamwork and innovation.

• Managed personnel tasks including filling, attendance policy, transactions, and compensation and benefits.
• Administered payroll operations to ensure accuracy and timeliness.
• Oversaw internal recruitment through job evaluation, posting, and candidate screening.
• Facilitated first interviews to identify top candidates for technical assessments.
• Assisted employees with benefit queries, improving job satisfaction.
• Rolled out HR policies, ensuring legal compliance.
• Implemented new onboarding process for improved employee experience.
• Streamlined recruitment process, resulting in increased efficiency.

• Coordinated activities of trainers to ensure effective delivery.
• Managed event presentations and trained team members to achieve successful outcomes.
• Oversaw administration for course operations to maintain efficiency.
• Contributed to social media development, resulting in nearly double sales from online advertisements.
• Coordinated with different departments to streamline workflow.
• Updated company database regularly, ensuring accessibility of accurate information.
• Prepared presentations for business development purposes.
• Managed business correspondence for improved communication.