Alena S.A

• Manage 3 executive leader calendars (including General Manager) with diplomacy and discretion with high attention to detail for accuracy, timeliness aligned to the leader’s priorities and commitments.
• Planning detailed agenda, logistics for GM overview during overseas meetings in collaboration with regional team and partners. Coordination with local team, scheduling prep meeting prior to customer and partner meetings and managing briefing decks.
• Logistics coordination, visas and flights arrangements, accommodation and agenda.
• Organization and execution of events from vendor sourcing, budgetary analysis, to procurement and cost negotiation; agenda and logistics.
• Planning of workshops, monthly and quarterly team communal meetings, local community festivities.
• Preparing and distribution of corporate gifts for internal and external stakeholders including partners in olfactory workshops and events. Sourcing and collaborating with relevant teams for sponsorship for events.
• Overseeing facilities management to ensure a smooth operational day to day running of the organization.
• Submission of T & E, flexible benefits, etc. ensuring expenses are aligned with corporate policies.

Executive Support

• Manage complex, executive-level calendars with diplomacy and discretion with high attention to detail for accuracy, timeliness aligned to the leader’s priorities and commitments.
• Planning detailed agenda, logistics and manage customer and partner briefings for GM overview during overseas meetings in collaboration with regional team.
• Supporting visiting VP and management team from US planning agenda, visas and logistics.
• Coordination with local team, scheduling prep meeting prior to customer and partner meetings and managing briefing decks.
• Organization and execution of events from vendor sourcing, budgetary analysis, to procurement and cost negotiation; agenda and logistics. Plan team building and social activities.
• Documenting key actions from weekly leadership meetings to cascade and follow up ensuring objectives are met.
• Manage rhythm of business (ROB), reviews, weekly leadership meetings, partners and client executive meetings. Plan and prep decks with agenda and content consolidation for meetings (LT weekly meetings, All Hands, QBR, business reviews and events).
• Timely submission of T & E ensuring expenses are compliant.
• Prepare draft communications from organization announcements to cultural celebrations announcements for management review and final approval.

Financial Operations

• Generate reports for business reviews utilizing Power BI and MSX Insights for pipeline review including movements, WoW progress for different infra workloads.
• Management of funding and allocated financial year budget from analysis, tracking and overseeing expenditure and tracking T&E, vendor budget for a team of 30-60 headcount, accounting training/morale, events, requisitions, hiring, projects and initiatives.
• Partnering with finance on high level on all aspects of budgets, headcount and policies consolidating team requests and prioritizing funding.
• Functions as interim and first level approver for headcount of 30 people and leadership team.
• Review and ensure all expenses are compliant with regional Microsoft policies.
• Vendor and supplier management, including ensuring set up for financial processing.
• Owns expense management workflow processes including purchase orders [POs], Internal orders [IOs], receipts, statements of work [SOW], reclassifications are aligned policy compliance.
• Maintain and publish organizational charts, contact lists, organizational level aliases and distributions groups.
• Lead point of contact on SOP, workflow and internal processes from resources to compliancy and expenses.
• Lands onboarding of new hires from procurement of new equipment to management of distribution lists, security groups to technical accesses and workflow SOP to ensure seamless onboarding integration and connecting new hires with the right stakeholders.
• Collaboration with travel coordinators and relevant embassies on specific country customs regulations for different nationalities.

Others

• Part of planning committee for ‘Microsoft GBB Asia Women @ Solutions Team a community of sixty women that focuses on a wide range of programs with vision to accelerate cultural journey by increasing inclusion, belonging, equity, and representation of women across racial, ethnic identities, abilities and backgrounds.

Sales Support

• Account management support sales cycle from order booking to quote submissions, service contracts to Statement of Work.
• Consolidation of quarterly market movement report, preparation of Non Disclosure Agreement (NDA) aligned with legal team.
• Drafting announcements, Letter of Intent (LOI), Letter of undertaking, Executive Summary, Introduction and recommendation letter.
• Manage business development initiatives and process improvements by managing deliverables through collaboration with sales team, finance, legal operations and all stakeholders to achieve KPI.
• Organizing customer demo and pilot programmes

Executive Support

• Outlook and calendar management for Vice President (VP), organize internal/external meetings to recurring cadence and business reviews via Webex and across several time zones.
• Logistics coordination (flights, accommodation, transfers, visa requirements).
• Organizing and coordination of meetings, conferences, events and workshops from budget, agenda to all activities including logistics, cost negotiation, technical support and team building activities.
• Reconciliation of AMEX and T & E submissions.
• Marketing and corporate communication activities aligned with corporate communications message and confirmation for events, announcements, features and publications.
• Manage conferences, events and workshops from procurement to logistics, cost negotiation to building agenda, technical setup and PowerPoint decks.

Executive Support

• Calendar management and schedule Chief Executive Officer (CEO) meetings specifically focusing on Indonesia market with high level VIP and government affiliated executives
• Submission of T & E, logistics coordination, flights, hotels and visa arrangements.
• Submission and review of insurance claims for CEO

Human Resources

• Manage offer and hiring process, prepare contracts and job posting through agencies and jobs site portals, planning and scheduling interviews
• Manage employee statutory filings from EP to DP applications and cancellations
• Resolution of immigration issues with MOM
• New hire onboarding, payroll setup, insurance, facilities and technical accesses
• Employee database management; contracts, salaries/bonuses, annual/medical leave, insurance
• Supporting audit processes with required documentation and related queries
• Manage exit clearance process and Non-Disclosure agreement (NDA)
• Management of sensitive and confidential data from employment contracts, salaries/bonuses to annual, medical leave, insurance and personal information
• Employee compensation and benefit management (insurance policies; annual leave, etc.)

Financial Operations

• Prepare salary remittance documents for bank submissions, review of payroll calculations
• Perform finance activities from invoice generation, collections, reconciliation and book-keeping
• Insurance claims submissions, coordination with insurance agencies on policies, coverages, indemnity, and reimbursements
• Review and approval of employee expenses aligned with organization policy and limits
• Management of company petty cash fund and budget
• Procurement - Sourcing, engaging and managing contractors, vendors and service providers for facilities management (eg- maintenance, leases, renovations and office equipment).

• Provide high level administrative and executive support to CEO
• Support sales processes from RFP to RFI, preparation of tenders
• Handle vendor registration and qualification documentation as part of RFP and tender submissions
• Lead generation - Sourcing for leads and prospects via tender websites, government portals, open RFP social media platforms to management
• Report generation on sales cycle performance, tracking account managers commits, upsides, lead generation, pipeline and opportunities
• During weekly sales meeting
• Manage client compliance requirements and KYC processes
• Research analysis from risk assessment to prices, vendor, suppliers, market trends, demands and competition.

Project Management

• SOW includes scoping, costing, procurement, risk and quality assessment, communications and process implementation with defined KPI and project deliverables.
• Alignment of project KPI with program plan, policies and roadmap.

Customer Management

• Manage MENA (Middle East North Africa) and AP (Asia Pacific) Service providers (SP) accounts.
• Handle product related queries (stock availability, pricing, lead time, customer support and back-end issues). Introduction and engagement with partners and customers on new products and solutions.
• Troubleshoot issues ranging from product defects, software issues or logistics, customs clearance issues and pricing.
• Manage Salesforce platform and oversee RFP process.

Order Management

• Ensuring smooth execution of entire end to end distribution process; Quotations, Purchase orders, logistics to invoicing and billing. Manage and update order renewals, amendments and cancellations.
• Develop, maintain, document and improve guidelines, SOP in distribution and sales order processes to ensure consistency across regions.
• Handle exceptional project requirements from test certificates, Certificates of Analysis, Declaration of Conformity, Warranty Certificates, etc. Manage project and product data implementations in system.
• Data validation and ensuring integrity and corporate governance of customer sales orders.
• Analyzing price and policy exceptions requiring finance and commercial team approvals. Collaboration with sales team, product management and technical team to ensure provisioning billing and collections are in place.
• Shipping Documentation - Proforma invoice, quotations, Invoices, Letter of
• Credit requirements, Certificate of Origin, Bureau Veritas legalization.

Distribution Management

• Handle Market and customs regulations as per specific countries requirements.
• Setup, manage and maintain specific maintain specific delivery schedules through vendors, forwarding firms, product engineering team, finance, and operations.
• Monitor and tracking of scheduled shipment to ensure timely delivery as per committed and resolution of issues and any deviations.
• Generating weekly, monthly revenue and stock reports. Manage credit blocks, SOA, payment terms and AR resolution with finance team.

Inventory Management

• Inventory and supplies management to avoid stock-out situation,generating weekly sales and inventory reports for management review.
• Receiving products in system (GRN-Goods Received Note) inputs of releases and returns in system.

• Finance and administration: Financial bookkeeping, invoices, billing, payments, expense claims, petty cash and all corporate banking transactions
• Calendar management, scheduling of regional and local conference and meetings
• Manage flights, hotel and logistics, agenda, itineraries and visa processes
• Preparation of corporate brochures marketing materials
• Procurement, sourcing of vendors, cost optimization and reduction of overheads and OI (operating income) by 30% through negotiation and extended credit terms
• Human resource/talent acquisition: Prepare employment contracts, offer letters, SOW
• Salary administration and report, payroll via an internal customized software system for headcount of approximately 50
• Employee compensation and benefits management, including insurance subscription, employee verification certificates, pay slip information, etc
• Talent acquisition activities; Posting job requirements on online portals and social media websites
• Vetting through CVs, conducting applicants prescreening, eligibility assessment and candidates shortlist for management review
• Conduct relevant pre-employments tests for candidates and preemployment checks
• Manage statutory filings for immigration from EP - employment pass application, DP-dependent pass application, WP- Work Permit, Social Visit Passes, PR -Permanent residency and Long-Term Visit Pass
• Manage employee’s insurance policies and process CPF deductions and taxation matters (IR21, etc.).