Aliya Mirza

Executive Assistant and Business Operations Professional with over 15 years of international experience across India, UAE, and Tanzania. Proven expertise in executive support, calendar management, travel coordination, meeting coordination, procurement support, vendor management, and administration. Recognized for strong organizational skills, confidentiality, stakeholder coordination, and the ability to manage multiple priorities in fast-paced business environments.

Operations Coordinator (Contract) - IGGT (Ismail Gheewala General Trading – Dubai) - Remote from Pune

(2025-08 - 2026-07)

• Managed end-to-end procurement coordination for RFQs received through Dubai Government procurement portals, primarily supporting Dubai Petroleum requirements.
• Reviewed and processed 100+ RFQs per month, ensuring timely submission before bid deadlines.
• Coordinated with approximately 100 local and international suppliers across the UAE, UK, and USA to source products as per technical specifications.
• Negotiated pricing with suppliers to obtain competitive commercial quotations while maintaining quality standards.
• Prepared commercial quotations, pricing sheets, and bid documentation for submission through online procurement portals.
• Followed up with suppliers to obtain quotations within tight deadlines and maintained continuous communication throughout the bidding process.
• Coordinated purchase order placement and supplier communication after successful bid awards.
• Worked closely with the Dubai logistics team to ensure smooth order execution and delivery coordination.
• Maintained procurement records, supplier databases, RFQ documentation, and bid status reports.
• Built strong relationships with suppliers to ensure timely responses and improved procurement efficiency.
• Successfully managed 100+ RFQs per month while maintaining strict submission deadlines.
• Coordinated procurement activities with approximately 100 suppliers across multiple international markets.
• Supported successful participation in Dubai Government procurement tenders through accurate documentation and timely bid submissions.
• Streamlined supplier follow-ups and quotation management, improving response times and operational efficiency.

Operations Manager - RSA Africa - Arusha, Tanzania

(2024-07 - 2025-01)

• Managed day-to-day production operations for the customization and assembly of Toyota 4×4 vehicles for the African market.
• Coordinated production schedules to ensure timely completion and delivery of customer orders.
• Planned and monitored the procurement of spare parts, paints, and production materials required for vehicle assembly.
• Worked closely with procurement, warehouse, and production teams to maintain uninterrupted workflow.
• Monitored inventory levels and ensured the availability of critical components to avoid production delays.
• Coordinated with suppliers for timely procurement and delivery of materials.
• Prepared operational reports and tracked production progress for management review.
• Assisted in streamlining production processes to improve efficiency and reduce downtime.
• Ensured adherence to quality standards and operational procedures throughout the production cycle.
• Successfully coordinated production activities for customized Toyota vehicles while maintaining production timelines.
• Improved coordination between procurement and production teams, reducing material shortages and workflow disruptions.
• Managed inventory planning to support continuous manufacturing operations.

Asst. Manager - Durian Industries Ltd. - Mumbai/Pune -India

(2016-04 - 2024-06)

• Responsible for Indoor and outdoor Sales and achieving Sales targets
• Scheduling Customer deliveries.
• Handling sales team and motivating them to achieve their targets on a regular basis.
• Handling Customer complaints and making sure that their complaints are solved with utmost satisfaction.
• Inspection of product before delivering to customer.
• Responsible for Accounting and data entry in Tally or ERP (i.e. Sales Invoice, Petty cash, Purchase, Payments& Receipts)
• Managing the store activity.
• Reporting day to day activity to the seniors.
• Taking care of showroom display.
• Handling Petty Cash.
• Increased annual showroom sales from ₹1 Crore to ₹6 Crore.
• Managed a 10-member sales team.
• Successfully managed a 5,000 sq. ft. showroom.
• Achieved monthly sales of ₹50 Lakhs against a target of ₹40 Lakhs.
• Recipient of the Brightest Star Award (2017).
• Successfully resolved complex customer escalations while maintaining customer satisfaction.

HR Coordinator / Admin Manager - Tanzania Crop Care LTD. - Arusha, Tanzania

(2010-05 - 2015-12)

• Provide high level executive support to the Board of Directors, and Country Manager. Assisting with projects as required.
• Processing communications, correspondence and documentation pertaining to HR and operations, prepared spreadsheets and presentations as and when required.
• Overseen IT administration, in addition to the front office operations
• Liaising and networking with clients, as and when required.
• Management and co-ordination of company vehicles and drivers
• Provide back up support to the Management, when required and other administrative tasks and duties as directed, from time to time.
• In addition to various administrative duties; organized and maintained management diaries.
• Producing documents, briefing papers, reports and presentations.
• Liaising with clients, and other staff.
• Devising and maintaining office systems to deal efficiently with paper flow. Organizing and storing paperwork, documents and computer-based information.
• generating Sales Reconciliation Report and working with the marketing department.
• Handled stores in absence of store Manager. Preparing stock verification report on a monthly basis.

PA to Managing Director - InterHealth Canada - Dubai, U.A.E.

(2008-10 - 2010-02)

• Extensive diary management, scheduling meetings and conference calls,
• Organizing Client/Candidate interviews,
• Responding to a range of correspondence particularly emails, taking the initiative to research information for replies where appropriate both internally and externally.
• Arranging extensive travel and accommodation.
• Responsible for arranging and ordering Marketing collaterals.

Customer Care Rep. and Team Coordinator / PA - ZAGY GROUP LLC - Dubai, U.A.E.

(2007-06 - 2008-09)

• Started out as a receptionist and was then promoted to the position of Personal Assistant to MD, where I have attended customer meetings at ZAGY offices and taken meeting minutes.
• Managed all travel, accommodation for the ZAGY GROUP team, compiled team expense reports and followed-up with accounting on payments, overseen the company credit card processing
• Conducted weekly meetings to coordinate activities, monitor, and update and liaised with ZAGY GROUP Support Team, in addition to being in charge of the various administrative tasks, Assisted in communicating with other ZAGY GROUP LLC offices regarding products and installations.
• Follow-up with Engineers on Support Issues and Resolutions, maintained companywide vendor and supplier database
• Researched the market for discounts and special rates across admin vendors in addition to being in charge of procurement, and have communicated with vendors for pricing, stocks availability and deliveries for ZAGY GROUP LLC products
• Follow-up delivery of stocks from suppliers, arrange for deliveries to ZAGY GROUP LLC clients. Monitored stocks availability, and submitted statistics monthly reporting for ZAGY GROUP LLC products’ support update and updated folders on the file servers for ZAGY GROUP LLC products and admin folders
• Provide weekly summary reporting on activities, Assisted in resolving conflict among resources, participated in company wide initiatives.

Marketing Coordinator - RDEx Advertising Agency - Dubai, U.A.E.

(2005-06 - 2007-05)

• Creating a database for marketing executives and setting up their appointment.
• Drafting letters and Quotationsfor clients.
• Liaising between the art department and the account executive.
• Coordinating between the suppliers and the production department

Team Leader (Call Centre)Collection Dept. - BPL Mobile - Mumbai, India

(2003-05 - 2005-04)

• Solving customers disputes if any and suggesting new mobile plans to customers as per their requirements.
• Coordinated knowledge transfer between technical and non-technical resources and delivered training when required.
• Maintaining team progress report along with customers’ payment records.

Data Entry/Cal Operator. - Zenta Technologies (Call Centre) - Mumbai, India

(2001-01 - 2002-02)

• Making Calls and preparing the call report for the ‘Capital One Bank- USA’ for the credit card payments.

(Promoted)Team Leader - Zenta Technologies(Call Centre) - Mumbai, India

(2002-02 - 2003-04)

• Conducting Weekly Surveys and motivating the team.
• Creating rosters, Monitoring Operators calls and preparing management reports.
• Introduced incentive schemes to motivate the team members.

Secretarial - Eagle Motor Driving School - Mumbai, India

(2000-04 - 2000-09)

• Have handled general administrative duties of the office which included the day to day filing, answering of telephone calls, petty cash and payroll, overseeing the overall administration.
• Scheduling trainers for customers as well as their test dates.

Higher Secondary - Commerce - SNDT College (2000-09)

High school – IGCSE - Arab Unity School (1988 - 1998)