Michelle De Scally

Michelle de Scally Office / Operations Manager Address: Dubai, United Arab Emirates / Phone: - E-mail:-/ LinkedIn: www.linkedin.com/in/michelledescally Professional Summary Detail-oriented, driven, results-focused Office / Operations Manager of over 30 years with commensurate experience in Operational, Administration, Human Resources, Finance, and Procurement roles. Offering in-depth knowledge in the administration of vital business projects and processes. Proven reliable, professional, and efficient manager. Excellent communicator and project manager with strengths in daily operations management, workflow improvements, and customer service, who optimizes productivity, efficiency, and service quality across various environments. Highly dependable, ethical, and reliable support specialist and leader that blends advanced organizational, technical, and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence. Work History Skills 2021-01 Freelancer / Virtual Operational Support to date Freelancer (AIO Specialists FZ LLC) Dubai, UAE Office management I work as a Freelancer offering professional, virtual operational business and administrative services, to business owners. Business administration Administrative support Executive Assistance Services Include:          Operational Administrative Support Virtual Executive/Personal Assistant Event Management Inhouse Human Resources Management Bookkeeping Services Project Management Social Media Collateral Design & Management Copy Writing Proofreading Policy and procedure development/implementation Performance appraisals and improvement Documentation management Workflow processes HR Generalist Clients Include: Payroll           The South African Business Council (UAE) – Head of Operations The Platform for Connected Leadership – Head of Operations Plants4Life – Design work SICO Middle East – Operations administration Multichoice-Galelo Africa-C3 SMME Accelerator Week – Programme Management Logistics Hilton Veterinary Clinic – Operations administration Jihreh Hygiene – Design work Beauty Trendz – Design work USB Alumni UAE – Design work for webinar collateral Fellowship Dubai – PA to Senior Pastor Compensation & Benefits Staff management Inhouse recruitment Travel management Budgeting Database administration 2008-10 Office Manager 2020-12 SICO Middle East DMCC (previously Choices General Trading LLC), Dubai, UAE In 2008, I was hired to setup the Middle East Branch as an onshore company, including setting up all policies and procedures. Employee relations Expense reporting Project Management Email Management In 2011 I researched the practicality and cost reduction of moving the company offshore, proposal accepted by the Head Office in the USA, a saving of over AED180K per year. Diary Management Event Management In 2018 I was instrumental in setting up a warehouse in the Middle East for fast-moving items, thereby reducing the lead times down to a few days instead of months. Operations Management Presentation design Responsible for the Operations, Finances, Human Resources, Logistics and Administrative functions of the Middle East Office. I previously looked after the Marketing, and Sales to Procurement Companies.                                   Organized office functions and oversaw daily operations of the office and employees Designed and implemented workflow processes Inhouse recruitment Issued employment letters and contracts Developed and issued role profiles / job descriptions Staff travel management Issued bank and embassy letters for employees Payroll management Sales commission processing and payment Yearly performance appraisals Compensation and benefits review Review and reimbursement of expenses Petty cash management Renewal of visas and employment/labour cards General Human Resources (disciplinary actions and so forth) Renewed trade licenses, insurance policies, establishment cards, and memberships (Chamber of Commerce, Customs) Raised purchase orders on suppliers Ensured shipping deadlines were met Communicated with freight agents on all logistic matters Issued documentation (invoices, PO, delivery notes, certificates of origin, and so forth) for customs clearance, and payment purposes Handled all matters relating to Letters of Credit and Cash Against Documents Inventory movement verification General daily bookkeeping Accounts receivable Accounts payable Credit Control Communicated with banks Reconciled bank accounts Updated and distributed sales reports Month end financial procedures and reporting Finalized and issued Monthly Management Accounts and Reports to Head Office Year end Audit file preparation and submittal to the auditors Issued documentation to and answered any queries received from the auditors Completed audit by signing off the Financial Statements Reporting on and analysis of sales performance and budgets Technical Support Internal logistics administration Bookkeeping Financial & Management Accounting Account Reconciliation Contract negotiations Credit control Inventory Management Organizational skills Friendly nature Excellent multi-tasking ability Excellent oral/written communication Strategic Planning Efficient Problem Solving Critical Thinking Skills Relationship building Highest level of Confidentiality Multi culture working experience    Submitted audit findings to the Free Zone Authority and the USA Head Office Issuance of quotations to Key Accounts and followed up Dealt with Free Zones for company and employee related matters Sales Skills Languages English 2007-10 EA to HR Director and HR Project Coordinator 2008-09 MEYDAN LLC, Dubai Worked as the Executive Assistant to the HR Director and provided administrative support to the HR Team. Afrikaans Software MS Office Suite – Expert          Diary Management Email Management Meeting / Webinar Organization Travel Management Minutes/meeting notes Copy typing from handwritten drafts or dictation Prepared: o Presentations o Agendas o Document Packs o Reports Researched, developed, designed, and implemented HR related projects, including benefits, training, and policies & procedures. Managed the Junior Office Staff (Receptionist, General Administrator, Office Assistants and Drivers) Nitro PDF – Expert GSuite – Intermediate DUBSADO – Intermediate BreatheHR – Expert WINMAN – Intermediate Salesforce – Intermediate One Note – Intermediate MS Access – Intermediate Projects: SAGE 50 – Intermediate  Recruitment – (until January 2008). Managed the entire recruitment process, from screening of CVs to initial interview through to issuance of employment contracts. SAP – Intermediate Sales Logix – Intermediate  Health Insurance benefit for the Group (including dependents 2195 people) – managed project from conception to implementation. Wrote the Health Insurance Policy & Procedure document for the Group.  Learning & Development o English Language Courses – trained by ELS. o MS Office 2003 to 2007 migration – developed training matrix, analyzed training needs, researched training companies, designed the course outline and content.  SAP Prototype (possible ERP package implementation for the business) – selected as one of the Power Users (for the HR Department) of the SAP system during the development stage.  Mercer Benefits & Salary Survey 2008 – compiled data, checked accuracy, and submitted the data to Mercer for use in their 2008 survey.  Life and Medical Insurance for employees and other participants in Professional Sports – conducted research, made initial contact with insurance companies to negotiate Life and Medical Insurance for members of staff and individuals participating in the professional sport of horse racing Maximizer – Intermediate WordPress – Basic Trello - Basic 2005-04 Office Manager and PA to the MD 2007-09 DANWAY LLC, Dubai, UAE I ran the Administration, IT, Facility Management and Quality Departments. I dealt with Corporate Communications, including exhibitions and media relations. I was the PA to the Managing Director and assisted the HR Manager with HR related work for 1200 employees.              Screened incoming calls Maintained a message log Email Management Diary Management Organized meetings Travel Management (flights, hotels, car hire, visas) Minutes/meeting notes Prepared: o Presentations o Agendas o Document Packs o Reports Typed documents (letters, etc.) from handwritten drafts or dictaphone Setup filing systems Maintained databases Basic human resources management for 150 employees Managed the Administration, IT, Facility Management and Quality Department Staff I was the coordination point for the Abu Dhabi Head Office for any works to be completed in Dubai. I was instrumental in the:          Re-design of the company website Introduction of the HR & Company Policies Writing the Employee Handbook Development and introduction of the Induction program for new employees Re-design the Company Brochure Developed a Performance Appraisal System Redesign of the layout of the offices The annual salary & bonus payment review Maintenance of the ISO quality system 2003-09 HR Representative (HRR) | PA to Managing Director 2005-03 CUMMINS MIDDLE EAST, Dubai, UAE I was the PA to the Managing Director and the HRR (Human Resources Representative) for the Middle East office.        Screened incoming calls Maintained a message log Email Management Diary Management Organized meetings Travel Management (flights, hotels, car hire, visas) Minutes/meeting notes       Prepared: o Presentations o Agendas o Document Packs o Reports Typed documents (letters, etc.) from handwritten drafts or dictaphone Setup filing systems Maintained databases Basic human resources management for 70 employees Managed the Administration Staff of both branches 2001-11 PA to Regional Manager | Marketing Coordinator 2003-08 DIAGEO, Dubai, UAE I was the Personal Assistant to the Regional Manager, as well as the Marketing Coordinator and Brand Champion.               Obtained sales data from Distributors Captured sales data on a database Analyzed information to determine consumer performance and trends Prepared presentations Maintained a database of promotional activities Selected, ordered & monitored promotional materials Trained staff on current and upcoming promotions as well as product knowledge on the brands As the Brand Champion for the Guinness and Kilkenny brands, I dealt with all brand related issues Developed and arranged promotions Worked with advertising agencies to develop promotional materials Arranged Trade Tours Monitored sales vs. budget Managed the promotional budget spend Assisted with the development of action plans for problem areas 2001-04 Office / Administration Manager 2001-10 INTERVID FZ LLC, Dubai, UAE I assisted in the establishment and setup of the company in the Dubai Internet City (DIC).             Finalized the Limited Liability documentation for DIC Hired designers for the office design and selected furniture Recruited sales employees Registered the company with Government Departments (e.g.: Chamber of Commerce) Developed and typed Proposals and Tender Documents General Human Resources functions Basic bookkeeping and accounting to trial balance Issued OPO's for equipment required (direct sale or for hire) from other branches Monitored shipments from point of departure to Dubai Prepared documents & letters of exemption for customs Received the equipment into the office Created and maintained a database of all equipment received and movement 1997-03 Sales Coordinator & PA to Sales Managers | Subject Matter 2000-11 Expert SOUTH AFRICAN BREWERIES, Vereeniging, South Africa I was the Sales Coordinator for the Vaal Triangle area and worked as a PA for three (3) Sales Managers and assisted 25 Sales Representatives with administration. Within five months of joining SAB, I was selected to become a Subject Matter Expert (SME) to train other Sales Coordinators on “The Important aspects of being a Sales Coordinator” and the software packages used in SAB. Included in these sessions I trained on the database I designed to track sales in the informal markets in South Africa.              Reported on the performance of the sales representatives for payment of sales incentives Reported on the availability of products by outlet Reported on the promotional activities and progress thereof by outlet Developed and prepared a Quarterly Sales Plan Updated sales graphs in the office Completed market analysis monthly Coordinated customer focus groups, award evenings, mini conferences, quarterly functions, and Brewery tours. Ordered and issued POS material for the merchandize department and in-store promotions. Payment of accounts on SAP Reconciliation of accounts paid As a SME, I assisted with the design of reports for the new sales system Rolled out and installed the new computerized sales system (Sales Logix) Trained staff on all in-house computer packages 1990-04 PA to Regional Manager | Public Relations Officer (PRO) | 1994-10 Internal System Support (ISS) REBEL BOTTLE STORES / GILBEYS, Durban, South Africa I was as the PA to the Regional Manager.         Screened incoming calls Maintained a message log Email management Diary Management Organized meetings Travel management (flights, hotels, car hire, visas) Minutes/meeting notes Prepared: o Presentations o Agendas o Document Packs o Reports In 1990 I was promoted to the Public Relations Officer.   Compiled monthly information for marketing meetings Opened new accounts (cold calling, and word-by-mouth)    Weekly sales calls to existing customers Quoted on and coordinated functions (weddings, product launches, meetings, conferences, office parties, etc.) which included organizing the function from A – Z. Coordinated store openings, in-house functions (Management meetings, wine tastings and new product launches). In 1994 in addition to my PRO duties, I was promoted to ISS for the Kwazulu Natal Province.     Setup the new POS system in the stores Trained staff on the inhouse & bought PC programs Handled all software/hardware problems and implemented upgrades. Conducted in-store audits during stock takes Freelancer / Temp Agent Positions 2000-12 EA/PA/Secretary/Administrator – Temp Agent 2001-03 Various Companies & Industries, South Africa          Answered switchboards Filing Placed orders with suppliers Screened incoming calls for managers Maintained a message log Email management Diary Management Organized meetings Travel management (flights, hotels, car hire, visas) 1996-03 Sales Coordinator & EA/PA to Regional Director - Freelancer 1997-02 Bridgestone / Firestone, South Africa            Email management Diary Management Organized meetings Travel management (flights, hotels, car hire, visas) Minutes/meeting notes Arranged meetings, conferences, and events Assisted with yearly projections and budgets Prepared: o Presentations o Agendas o Document Packs o Reports Organized office functions and oversaw daily operations of the office and employees Designed and implemented workflow processes Reported on the performance of the sales representatives for payment of sales incentives 1995-09 EA to Chief Nursing Manager of the Maddoc’s Group 1996-02 Freelancer Sunward Park Hospital – Maddocs Group, South Africa           Screened incoming calls Email management Diary Management Organized meetings Travel management (flights, hotels, car hire, visas) Minutes/meeting notes Arranged meetings, conferences, and events Assisted with yearly projections and budgets Prepared: o Presentations o Agendas o Document Packs o Reports Assisted with the commissioning of the Pretoria Urology Hospital. 1994-11 EA/PA to Hospital Manager- Freelancer 1995-08 ARWYP Medical Centre, South Africa            Screened incoming calls Email management Diary Management Organized meetings Travel management (flights, hotels, car hire, visas) Minutes/meeting notes Arranged meetings, conferences, and events Assisted with the arrangements for the Hospital Manager’s wedding, designed the invitation and so forth Assisted with yearly projections and budgets Prepared: o Presentations o Agendas o Document Packs o Reports Designed and the company newsletter – issued monthly 1988-12 EA/PA/Secretary/Factory Coster – Temp Agent 1990-03 Various Companies & Industries, South Africa           Answered switchboards Filing Placed orders with suppliers Screened incoming calls for managers Maintained a message log Email management Diary Management Organized meetings Travel management (flights, hotels, car hire, visas) Costing of individual products for manufacturing Education- Fundamental of Payroll - Online MENA Payroll Academy - Project Management Simplified – Online LINKEDIN Learning (Instructor: Chris Croft) - Certificate: NLP Mind Mastery Method Program – Online ULYSSES WANG - Certificate: Management & Financial Accounting – Online ACCA - Certificate: Introduction To & Intermediate Bookkeeping – Online ACCA - Diploma: Business Management and Entrepreneurship – Online Alison.com - Certificate: Certified Finance Professional – Dubai The Institute of Financial Consultants - Certificate: Success Solutions - Getting Your Team Involved – How to conduct an Effective Meeting – Dubai Priority One Training - Certificate: SalesLogix Train the Trainer – Practical Training Techniques – South Africa South African Breweries - Certificate: The Basic Principles of Public Relations – South Africa Hartwell Business Institute - Certificate: Office Administration – South Africa Academy of Learning - Certificate: Train the Trainer – Practical Training Techniques – South Africa FSA Contact - High School Diploma – South Africa Greendale High School Volunteer Experience / Leadership 2015 I volunteer as the Facilities Manager & Welcome Lunch Coordinator To Date for my church, Fellowship of the Emirates (weekly). Fellowship of the Emirates 2017 I had the amazing privilege of being the main coordinator, overseeing the management of volunteers, at the Hillsong United Concert in Dubai that ran for 2 nights and was sold out on both nights. Hillsong United Dubai Concert 2010 Volunteered as a Team Manager for the Dubai Hurricanes Vets team in the Rugby 7's in Dubai. Rugby 7’s (non-IRB) - I managed the Registration Tent of the Dubai Rugby 7's Local Tournament (non-IRB Teams). We registered 164 teams in 2009, 156 teams in 2008 and 138 teams in 2007, an average of 2000 players. Rugby 7’s (non-IRB) 2006 I was the administrator for the Rugby Gulf Medical Tent at the Rugby 7's in Dubai. Rugby 7’s (non-IRB) 2005 I assisted the Dubai Rugby 7's Management Team with the organization of accommodation, transport & entertainment for the teams participating in the Dubai Exiles 7's Local Tournament (nonIRB Teams). Dubai Exiles Rugby 7’s (nonIRB) - I volunteered as a Team Manager for the Dubai Hurricanes Vets team in the Rugby 7's in Dubai. Dubai Exiles Rugby 7’s (nonIRB) Michelle de Scally www.linkedin.com/in/michelledescally LinkedIn Testimonials Michelle is an excellent manager of people, processes, and organisations. Having worked with her during her time with her previous Company, I was impressed at the level of detail yet simplicity with which she could organize documents and data. She was always prompt in following up and closing off open items and I can certainly vouch for her time-keeping skills by the fact that in my 8 plus years of working with her, I don’t remember a time when she missed a promised timeline. Rakesh Pardasani, Partner at RSM Dahman, UAE Michelle worked with me for 10 years, from company inception through to multimillion dollar turnover and was instrumental in the successful journey. Michelle's understanding of company formation requirements and complex legal process, particularly in Middle East markets is unparalleled. Graham Dimond, ex-General Manager SICO Middle East DMCC, UAE Michelle is an excellent administrator and manager of people and systems. She especially pays attention to detail and completes the necessary due diligence before tackling any task. I worked with Michelle for 3 years, and during that time she met given deadlines working with extreme accuracy, and often produced out-of-the box solutions. Michelle is respected by everyone who worked with her and I highly recommend her to any business who is looking for someone to handle the day-to-day tasks of running of a business, implement a project or systems. Sten Andersen, General Manager SICO Middle East DMCC, UAE I have had the privilege of working alongside Michelle on a weekly basis as well as on some big Events. There is nothing that Michelle cannot make happen. Apart from an infectious positive personality, she is able to perform both administratively as well as operationally well. She gets the job done and has exceptional abilities when it comes to organizing people and coordinating between groups. Working with Michelle you will always have peace of mind that whatever she is responsible for is running smoothly and effectively. I cannot stress enough how well she is able to work with people and manage coordination. She is a great asset to any business/organisation. Jaco van Wyk, Director of Operations, Fellowship, UAE Michelle recently assisted me with some time consuming but key items for my business. What would normally have been a tedious task of dealing with graphic design people & having to check and re-check Michelle designed my new gift vouchers and treatment lists beautifully and was so efficient, willing to help and just so capable that I was more than impressed with these parts of my business being taken over while I can concentrate on the important business of making money. I cannot recommend her enough for any office assistance and help in so many avenues of business. Her attention to detail and willingness to do the best for my business was a huge relief and very pleasing. Kathy Godwin, Owner, Beaty Trendz, South Africa