Secretary cum Office Administrator
Al Darwish Engineering W.L.L., Qatar
Total years of experience :28 years, 9 Months
Essayed a stellar role in managing the entire administration of all incoming information to the department and provide it to the appropriate people in time.
Involved in supporting staff and ensured all office policies and procedures were implemented.
Ensured support to new joiners along with allocation of workstations, provided extension numbers, computer and other requirements to them so that they become familiar to the company.
Honed expertise in assisting QA/QC Manager, which helped in obtaining the prestigious certifications for OHSAS 18001:2007, Occupational Health and Safety Assessment Series and ISO 14001:2004, Environmental Management System, etc.
Adroitly supported HR Department for the recruitment, process and renewal of visas / residence permits / work permits and monitor the appointments, confirmations, promotions and resignations, etc.
Conducted the General office administration which included maintenance, stationery, supervised staff accommodation & labour camps, etc.
Bank letters prepared and issued to local banks per request of the employee for the purpose of account opening, personal loan, credit card etc. in line with the legal terms benefitting both the employer and employee.
Amended various types of forms viz. Staff Leave, Staff Resignation, Request for company letter from the employees etc. duly covering all the particulars of the employee for management overview.
Organized monthly meeting with all divisions / department heads to identify their problems in clearing their papers from the top management desk.
Designed unique format of CVs pertaining to site staff (project) i.e. Project Manager, Construction Manager, Planning Manager, Technical Manager, Project Engineer, Site Engineer, Land Surveyor etc. based on the inputs given by the individual employees.
Skilled in taking dictation and all kinds of correspondence, internal memos, circulars, etc.
Successfully attended meetings and prepared minutes of the meetings for management approval.
Proactively took part in preparation of queries, proposals and quotations related to Fire & General Accident policies.
Significantly issued various insurance policy documents like Contractor’s All Risks (CAR), Erection All Risks (EAR), Third Party - Contractor’s Liability and Employer’s Liability (TP).
Played a key role in sending letters to Reinsurance Companies for receiving RI support in line within Treaty Limit.
Carried out regular follow-up with clients and collected the premium outstanding.
Prepared Monthly and Quarterly Premium Reports, Client Statistics and Analysis Reports.
Accomplished close interaction with HR in the implementation of company policies and procedures.
Identified the policy renewal dates of our prestigious clients, conducted
the meeting with IT Manager and requested them to flash the renewal dates in the program (computer) prior to one week of renewal due dates for further action. This was implemented successfully and followed by the company.
Weekly conducted the meeting with department staff and discuss about the pending / ongoing matters to be attended in the following week. Prepared notes and submitted to AGM - F&GA for review and further assistance. This was appreciated by the company and the management instructed to follow this at all departments.
Exclusively carried out the successful follow-ups and collected various reports from Port Captain and Masters, Chief Mates and Chief Engineers of the respective ships for ISM Audit as per IMO Regulations.
Holds the credit of executing Charter Party (C/P) Agreements for hiring ships to outside parties.
Conducted the shipping commercial operations, chartering, port formalities and class statutory survey requirements.
With Director’s approval, I had formed a separate office named as ‘Executive Office’ to have a control of the documents for Directors office received from the various departments. This procedure was well appreciated by the Director and the same being maintained during the tenure of services with UCO.
Rendered support to the Internal Auditors and provided all necessary documents required from time to time.
Conducted meetings with Insurance Officer for collecting various data from the branches, factories, etc., and secured the insurance cover effectively within time.
In addition to routine secretarial assistance to the VP - Finance, I had assigned with additional responsibility in handling the cheque payment vouchers.
Reconciled the Bank Statements on a daily basis - BRS (Bank Reconciliation Statement) for all major banks
Attending queries of auditors (external auditors) in providing the required accounting information / documents on time
Assisted the Insurance Manager in the preparation of Premium Schedule for Plants / Factories.
When the accountants were on vacation / leave, handled their jobs as and when required by the department head.
Played a pivotal role in managing HR administrative functions in the areas of recruitment, training & development, people and performance management, benefits and welfare; updated and maintained HR records, leave record management as well as new staff orientation, etc.
Handled the screening of applications and compiled all the required information about the candidates for short listing.
Successfully looked after the Interview Scheduling, Joining Formalities / Probation Report / Employees Record, Planning, Recruitment and other related procedures.
Carried out Appraisal Services for staff confirmation, increment and promotion.
Assisted AGM - HRD in the preparation of company’s Monthly Newsletter.
Coordinated with all branch offices to get the output regarding their remarkable achievements by the employee as well as the branch offices and summarized it for insertion in the Monthly Newsletter.
Prepared various types of forms for the Dealers to fill and submit it to the company in order to identify the present market trend and know the skills of competitors. This was done with the coordination of the Marketing Manager.
Rendered support to Marketing Manager, for taking dictation and types all kinds of correspondence, internal memos, circulars across India, etc.