Hi, I’m
Joice Green
Business Operations Specialist
Bracebridge,ON
Summary
An accomplished, highly skilled Business Support and Facilities Management with over 15 years of experience in dealing with national corporations, managing in Oil & Gas, retail and global sourcing, and the conglomerate entertainment industry. All work is approached with initiative, high professionalism, enthusiasm, and the utmost focus and effectiveness.
Overview
16
years of professional experience
1
Certification
2
Languages
Work History
The Walt Disney Company, Indonesia
Executive Assistant to VP – Business Development
01.2020 - 09.2022
Job overview
- Provided complete secretarial, operational, and a broad variety of administrative support in facilitating the VP leading business development and Studio/Theatrical strategic business
- Involved in Studio Marketing operations such as campaign - in liaison with agency, premiere night, premiums order, budget (liaise with regional finance) and administration
- Organizes and coordinates an active calendar of appointments with high-level meetings, VP’s outreach and external relations efforts, especially in developing Disney+ (OTT – Media Streaming) until launched in September 2020 in Indonesia
- Assisting the VP to handle the business, striving to function amid unprecedented disruption and adapting to “work from home,” changing to very planned interactions instead of spontaneous through virtual meetings, text messages, and calls at the same time constituencies on all matters pertaining to the VP
- Bridging communication to the team to stay connected, such as arranging a virtual weekly catch-up for the VP to share organizational approach, challenges, and best practices as the company achieves from DTCI (Direct-to-Consumer & International) strategy to DMED (Disney Media & Entertainment Distribution).
- Drove digital transformation efforts within the organization by implementing advanced technology solutions that streamlined workflows and improved customer experience.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
The Walt Disney Company, Indonesia
Executive Assistant to VP & Country Head
07.2017 - 01.2020
Job overview
- Provided full secretarial, operational, and administrative support to the VP/Country Head
- Responsible for proactive diary management, comprising meeting schedules, preparing travel plans and expenses in the SAP-Concur system, and arranging and coordinating schedules and appointments across time zones
- Liaising with the Country Head’s direct reports and other employees to ensure that deadlines are met and the timely and quality execution of planned, ad-hoc business development, and with the regional IT, HR, FM, Real Estate and Global travel- as well as gatekeeping travel and expense policy guidelines
- Managed day-to-day office operations and supervised the facilities coordinator, receptionist, and outsourcing staff to drive a continuous improvement culture, ensuring the facilities policies were applied
- Accomplished the office expansion project to double size the area with better technology and higher-quality office furniture, equipment, style and design in coordination with PM and 6 subcontractors
- Managing the challenging state of associated structural changes resulting from the acquisition of 21st Century Fox by Disney, a new leadership team, integrating and resetting coordination between our business units, embracing new objectives and directions, and shifting priorities.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
Walmart Global Sourcing, Indonesia
Assistant Specialist Strategy & Operations
03.2016 - 03.2017
Job overview
- Managed global sourcing events, projects, analysis, and sourcing processes for food and other categories for the US, Canada, Latin America, and China markets to enable the growth of sourcing volume
- Maintaining close communication with internal and external stakeholders
- Assisting Hub Lead/Country Director in daily routine operations, enhancing operational efficiency, managing business unit’s administration, and assisting management with yearly budget preparation
- Focal person to regional finance in handling company finance-related matters such as payment for vendors and associates and outsourced staff
- Initiating procurement in the SAP system for Capex, maximizing overhead efficiency, controlling expenses within budget, and identifying cost-saving areas
- Global travel focal point for Indonesia, responsible for escalation and compliance to internal processes and corporate travel agency
- Ensuring office facilities are established and well-functioning by taking full ownership of handling matters related to maintenance, liaising with building management, supporting events, and health and safety standards
- Managing the outsourced staff in providing pantry supplies, cleanliness, and a comfortable office environment.
- Developed strong working relationships with vendors, securing preferred pricing options for company supplies and services.
- Served as a reliable point-of-contact for incoming inquiries from clients, addressing questions or concerns with professionalism.
Qatar EnergyDukhan, Qatar
Business Operations Coordinator
04.2013 - 06.2015
Job overview
- Managing the outsourced staff, the service provided to all departments in Dukhan operations (supervisor 8 staff; office waiters 67 staff; cleaners 373 staff), reviewing and approving the time sheets, creating SAP Release Orders and Service Entry Sheets against outsourced monthly invoice and initiating the workflow for approval of management and keeping the track
- Enter the contract draft in SAP, create a Schedule of Price and contract requirements, and update it once the contract has commenced or contract variations
- Issuing Completion Certificate, Discharge Certificate, Statement of Final Account, and Close-Out Report upon contract completion
- Compiling requests for monthly consumable items, including data entry, consolidation, ordering, and costing/forecasting, raising calls of order to suppliers and ensuring orderly distribution to end users
- Providing furniture to entire offices as per staff entitlement, aligned with the departmental annual budget, coordinating for the timely deliveries and recording for the inventory system
- Assisted with annual departmental budgets and cost estimating/forecasting 5-year look-ahead report
- Preparing weekly and monthly reports and various inter-division letters/memos
- Coordinating/compiling data for departmental Strategic Business Plan
- Maintaining an efficient filing of departmental documents (65 divisional files) and personal files of all employees and updating the record regularly
- Administrative Focal Point for Continuous Improvement Team; slashed administration costs by 25% by initiating E-Commissary System; HR: Immigrations (family visa, visa extension); E-Maintenance; Transport Requisitions, Staff time sheets (including checking overtime, submission to higher authority for processing by Finance Dept.), Training (coordinating with Learning and Development Dept
- And scheduling technical, non-technical and safety training)
- Departmental liaison with the HR Department, such as filtering/sorting the resumes using ATS, arranging interviews, probation and absenteeism reports, promotion and salary adjustments, job description amendment, resignations, dependents education assistance, staff mobile allowance, life insurance, assisting the Supervisor with staff appraisal process and HR deadlines; plan and prepare leave schedules in consultation with Supervisor/employee; updates records and ensure the prompt delivery of services
- Responsible for compiling the divisional monthly reports and the monthly contractor safety statistics for an annual business report
- Arranging meetings, recording and issuing minutes of the meetings, and managing the calendar of the Division Head
- Preparing correspondence reports, forms, purchase requisitions, statistics, maintenance of related records and sectional files; drafting correspondence on initiative or as directed by Div
- Head and check all outgoing correspondence to ensure accuracy and completeness.
- Coordinated cross-functional teams to complete high-priority projects on time and within budget.
- Facilitated process improvements by conducting thorough business audits and recommending actionable solutions.
- Contributed to the development of long-term strategic plans by analyzing market trends and competitive landscapes.
- Served as a liaison between departments to promote collaboration in achieving shared objectives.
Qatar EnergyDukhan, Qatar
Facilities Coordinator
11.2006 - 04.2013
Job overview
- Managing the outsourced staff, the service provided to all departments in Dukhan operations (supervisor 8 staff; office waiters 67 staff; cleaners 373 staff), reviewing and approving the time sheets, creating SAP Release Orders and Service Entry Sheets against outsourced monthly invoice and initiating the workflow for approval of management and keeping the track
- Enter the contract draft in SAP, create a Schedule of Price and contract requirements, and update it once the contract has commenced or contract variations
- Issuing Completion Certificate, Discharge Certificate, Statement of Final Account, and Close-Out Report upon contract completion
- Compiling requests for monthly consumable items, including data entry, consolidation, ordering, and costing/forecasting, raising calls of order to suppliers and ensuring orderly distribution to end users
- Providing furniture to entire offices as per staff entitlement, aligned with the departmental annual budget, coordinating for the timely deliveries and recording for the inventory system
- Assisted with annual departmental budgets and cost estimating/forecasting 5-year look-ahead report
- Preparing weekly and monthly reports and various inter-division letters/memos
- Coordinating/compiling data for departmental Strategic Business Plan
- Maintaining an efficient filing of departmental documents (65 divisional files) and personal files of all employees and updating the record regularly
- Administrative Focal Point for Continuous Improvement Team; slashed administration costs by 25% by initiating E-Commissary System; HR: Immigrations (family visa, visa extension); E-Maintenance; Transport Requisitions, Staff time sheets (including checking overtime, submission to higher authority for processing by Finance Dept.), Training (coordinating with Learning and Development Dept
- And scheduling technical, non-technical and safety training)
- Departmental liaison with the HR Department, such as filtering/sorting the resumes using ATS, arranging interviews, probation and absenteeism reports, promotion and salary adjustments, job description amendment, resignations, dependents education assistance, staff mobile allowance, life insurance, assisting the Supervisor with staff appraisal process and HR deadlines; plan and prepare leave schedules in consultation with Supervisor/employee; updates records and ensure the prompt delivery of services
- Responsible for compiling the divisional monthly reports and the monthly contractor safety statistics for an annual business report
- Arranging meetings, recording and issuing minutes of the meetings, and managing the calendar of the Division Head
- Preparing correspondence reports, forms, purchase requisitions, statistics, maintenance of related records and sectional files; drafting correspondence on initiative or as directed by Div
- Head and check all outgoing correspondence to ensure accuracy and completeness.
- Maintained accurate records of equipment warranties, service agreements, and necessary documentation to ensure prompt resolution of issues when needed.
- Managed subcontractors effectively while following up on their work ensuring successful completion according to project timelines.
- Spearheaded space planning initiatives, optimizing available workspace for maximum employee comfort and productivity.
- Directed vendors, facilities staff, and service providers as required to create efficient and non-disruptive work environment.
- Scheduled, coordinated and supervised all facility-related tasks and activities to monitor performance.
Education
UNIVERSITY OF NORTH SUMATERA
Economics Diploma III – Secretarial Major
Skills
Strategic Planning
Business Administration
Office Management
Expense Reporting
Interpersonal Communication
Human Resources Management (HRM)
Executive Support
Advanced MS Office Suite
Travel Arrangements
Executive Schedule Management
Time Management
Continuous Improvement
Organizational Skills
Adaptability and Flexibility
Honest and Dependable
Budget Preparation
Mail handling
Customer Service-Oriented
Policy Enforcement
Schedule & calendar planning
Filing and data archiving
Communication Skills
Strong communication and negotiation skills and excellent written and oratory skills. High degree of integrity, especially related to issues of confidentiality. Ability to influence and communicate effectively with individuals at all levels, from line managers to top-level executives, to develop a plan with project teams and the consumer. Ability to resolve problems requiring diplomacy while addressing and shaping clients’ evolving needs with utmost confidentiality and professionalism.
Skills Abilities - Management And Leadership
Ability to multitask in a highly dynamic environment with tight deadlines, changing office environments and other daily fluid and swift challenges. Excellent prioritization and self-management skills: time management, organizational skills, ability to troubleshoot and resolve issues quickly, and to approach tasks with initiative. Abilities in business acumen and effective work ethic across the border and internal matrix; building strong work relationships and embracing diversity and new ideas. Impeccable management skills, proven with managing portfolio facilities: entire office services in Dukhan operations – consisting of 1300 office spaces, 18 oil and gas plants, a school, 26 lodges, 5 clubs, 3 restaurants, and a cinema, 11 mosques, 2 medical center buildings, 26 workshops, and warehouses. Lead an outsourcing team in delivering solutions to the site occupants using the appropriate business measurements; apply techniques for planning, tracking, change control, and risk management; focus on individual/team/department/ operational objectives.
Training
- Business Planning Skills – Introduction + Advanced
- SAP – HR Training & Events Management, Xcelcius Business Object.
- SAP – Material Management Module – External Services – Purchase Requisitions and Reservations.
- DFS – Concur for Expense Users
- Finance for Non-Financial Personnel
- Professional Secretarial & Administration Skills
- Executive Secretary
- Communication Skills
- Time Management
- Customer Focus Management
Volunteer Experience
- House of Grace (Volunteer & HR Manager), The Collective
- Habitat for Humanity
- Obor Berkat Indonesia
- Yayasan Kampus Diakonia Modern (KDM)
- DWA Cultural Exhibition in Dukhan, Qatar
- DOHA ASIAN GAMES 2006 & WEST ASIAN GAMES 2005
Certification
Diploma III
Timeline
Executive Assistant to VP – Business Development
The Walt Disney Company
01.2020 - 09.2022
Executive Assistant to VP & Country Head
The Walt Disney Company
07.2017 - 01.2020
Assistant Specialist Strategy & Operations
Walmart Global Sourcing
03.2016 - 03.2017
Business Operations Coordinator
Qatar Energy
04.2013 - 06.2015
Facilities Coordinator
Qatar Energy
11.2006 - 04.2013
UNIVERSITY OF NORTH SUMATERA
Economics Diploma III – Secretarial Major