Executive Secretary to VP
shapoorji Pallonji Group
Total years of experience :21 years, 11 Months
I have been working with M/s. Shapoorji Pallonji since the last 8 years as Executive Secretary to the Vice President and HR Administration Office.
I have an overall experience of 16 years in Kuwait. (8 years in Ahmadiah Contracting & Trading Co., Kuwait) as Project Secretary.
The dictated correspondences are formalized and circulated accordingly.
All the project-related appointments are scheduled with the necessary formulated agenda.
The specific correspondences are presented in the required chronology for review and action.
Research and abstracts information and supporting data in preparation for meetings, work projects, and reports.
Correlates and edits material submitted by others for sign-off.
Maintains filings and records management systems and other office flow procedures.
Take action authorized during the executive’s absence.
Makes arrangements for and coordinates conferences and meetings.
May supervise or hire other employees.
Select and/or make recommendations for purchase of supplies and office consumables, maintain budget and expense account records.
Safe-keeping of financial records, and confidential file.
Performs other duties as assigned or as judgment or necessity dictates.
Receives and assists visitors and telephone callers.
ACTC is Kuwait’s leading name in the civil
construction contracting industry since 1957.
Projects Details: NBK New Headquarters Building Project,
Sharq, Kuwait City
Client - National Bank of Kuwait (NBK)
The project comprises a 60-storeyed Tower headquarters, a Bank Branch
and a Museum.
Al- Hamra & Firdous - Mixed Use complex, Sharq, Kuwait City
Client - Ajial Real Estate Co.
The project comprises of the 80-storeyed Al Hamra Tower (the tallest in
Kuwait), Al Hamra Luxury Center mall and an integrated multistoried Car
park.
MAJOR RESPONSIBILITIES
* Preparing Subcontract Agreements
Formalizing the subcontract agreements with inputs and guidance
from the Contracts Administrator
* Preparing Purchase Agreement Request \[PAR\]
PARs are prepared with inputs from the Procurement Team
* Maintaining a record of all Correspondence Logs &
Drawing Logs
All the letters, emails, fax messages and drawings are numbered
with the required formats and logged sequentially, thereby
facilitating easy retrieval and review
* Preparing Minutes of Meetings \[MOM\]
Coordinating and organizing project meetings, formalizing agendas
and preparing and distributing the minutes.
* Preparing letters, emails & internal memos (IM)
Based on the finalization of the matter drafts, formal letters and
emails are prepared and issued, as are internal memos
* Preparing & submitting Daily Construction Reports (DCR)
to the Project Management
DCRs are issued with the data collected from the site staff
* Preparing Submittals, RFI, Transmittal & MIR
Submittals of shop drawings and materials, procedure, data etc.. as
well as transmittals are neatly compiled using the inputs from the
technical staff. MIRs are prepared for submission compiling the
respective approvals and other documents. Technical queries
are formalized with the required back-up, and issued to the
4
Engineer.
* Receiving of bids and queries
Request for Quotations (RFQs) are issued to various vendors in-line
with the specific requirements, and the subsequent bids are
followed-up till reception. Vendor queries are promptly processed
and responded within minimum time-frame.
Superhouse Leathers Ltd., is a $ 50 million leather processing
company with manufacturing facilities in Agra, Kanpur, Unnao and Noida in India.
Superhouse has overseas offices
The dictated correspondences are formalized and circulated
accordingly.
All the project-related appointments are scheduled with the
necessary formulated agenda.
The specific correspondences are presented in the required
chronology for review and action.
Bid Coordinator - new projects (assisting the Planning Department)
Sole point of contact for bidders
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Submission for prequalification
Arrangement for Bid Bond, if required
Following up the Addendums/ Queries
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