Karine De St Philippe Desplace - Rivière

• Coordinate appointments and meetings with Clients, Visitors and Sub Contractors and pleasantly welcome them.
• Answer phone calls and emails to provide information, resulting in effective business correspondence.
• Answer questions from clients regarding products and services offered by the company.
• Develop administrative processes to achieve organizational objectives and improve office efficiency.
• Create spreadsheets in Microsoft Excel for record-keeping and reporting.
• Provide administrative support to Director and Site Manager. Monitor remaining team such as Driver, Office attendant, Security Guard
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• Maintain office supplies; anticipating needed supplies; placing and expediting orders.
• Ensure efficient operation of office equipment such as printers.
• Ensure that permits requests are sent to Municipality, followup and ensure that permit is approved prior to construction.
• Organise and maintain filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
• Plan for payments to Sub Contractors, Suppliers and monitor payments done by client through out the construction period of the projects.
• Interior Decoration of Houses, Villas and Offices built or renovated :

- Select and propose any items requested by client, to order and purchase as well as followup for collection, delivery and installation of any items related to Interior Decoration such as 'Automated Curtain system or Blinds, normal curtains or blinds, floor Tiles/ Wall tiles for bathrooms/ Mosaic/ Wooden floor, bathroom items such as Wash hand bassins/Bath tubs/ Toilets/ Shower cabins, lightings, plastered ceiling models, paint color indoor/outdoor, Taylor made kitchen models, furniture, mattresses, bed sheets, Paintings and decoration on walls, Water feature, Sauna, Plants, Aquarium ect following Director's and Client's approval.

• Administrative, Maintenance and Operations of 5 floors for 450 staff Part of the leading team for Construction of PwC Headquarters at Moka for more than a year (meetings with team on site, meetings with Management, role as PwC Site Manager) Ending and looking for new contracts for Moka Office Office move - furniture and boxes From Ebene to Moka (Leading Office move committee) General Maintenance and management of 5 floors - new PwC Headquarters Renovation work to be done on previous office at Ebene (Demolition, painting work, sale of assets) All Contracts, Non-Disclosure agreements, Supplier forms ect Manage 2 tea ladies, 2 receptionists and 6 messengers/drivers Any operational issues Office, canteen, parking, alarms, keys, transport vans and taxis ect Any incident, staff fell, lifts issues staff stuck ect Member of the Incident committee Health and Safety Security Office vehicles - insurance, sale of car, transfer of lease ect Syndic Chief Fire warden

• Administrative, Maintenance and Operations of 2 floors for 350 staff Receive all correspondence for internal records regarding despatch in and out and cheques received in our department (now delegated to my assistant) Correspondence - letter, fax, memo, email, minutes - Secretarial duties Bank transfers (now delegated to my assistant) Office cheques and bank guarantees Purchase order requests for the company: Booking for air tickets, hotels and all other orders made… Manage logistics - Maintenance and contracts - NDA (Non Disclosure Agreement), Service Level Agreements with suppliers/Contractors, supervise installations and repairs to aircons, furniture and all electrical machines within the office (Photocopiers, printers, coffee machines, vending machines, water dispensers…) Any new projects/orders ex: New Cafetaria, new desks, additional aircons, new partitions, important repairs and modifications to actual plan
• Insurance requests and follow-up for all Company Motor Vehicle / Non Motor accidents and personal accidents for staff Make necessary arrangements for sale of company cars / transfer of lease, ensure messengers have changed fire extinguishers in vehicles and placed new vignette for vehicles Fleetman card requests, new orders, renewal and amendments, cancellations and refunds
• Follow-up all cash transactions for coffee machines and franking machine Order and distribution of foreign currencies to staff leaving for overseas trips and travel card insurance Organise staff IFS outings/lunch/dinners/ Birthdays Travel Tracker - Tracking system to staff travelling around the world especially in case of riots/Political issues or Natural disasters.

• Correspondence, letters, faxes, memos, invoices, quotations, despatch in and out, sending foreign parcels, filing - Secretarial duties Follow-up of interventions for office machine repairs, printer, fax, photocopier, water dispensers, fingerprint machine repairs… Responsible of 3 office attendants, organise their daily planning, tea, arrangements for meetings, lunch and ensure reception of despatch to clients as rapidly as possible Deal with 'Sicorax' regarding attendance of employees on a day-to-day basis from a finger print machine, absences, lateness, local and sick leaves Receive all incoming and outgoing emails for the employees as well as fax Insurance for employees, changes to be made, superannuation fund, pay slips Organise lunch, dinners, cakes and presents for birthdays or any other celebration Flight bookings and hotel reservations, arrange for press conferences and meetings Make registration for employees to assist courses and follow-up of HRDC documents for refund

• Assist Director and Sales Department Letters, quotations, invoices, order of office stationeries and ensure distribution to department and filing - Secretarial duties Flight bookings and hotel reservations for Director and Staff of the Sales Department Organise daily planning of office attendants and drivers (arrange for despatch, tea breaks, lunch, cleaning of offices, transport) being their daily planning Deal with despatch and reception desk Organise meetings, lunch, parties and outings for staff, welcome clients, decoration of office space; follow up of cheque signatures for the Account Department.