Sr.SECERATARY CUM DOCUMENT CONTROLLER
SHAPOORJI PALLONJI MIDEAST LLC
Total des années d'expérience :5 years, 6 Mois
Project Secretary Cum Document Controller. I am the responsible for all documentation control (receiving, filing, retrieving, submission) and correspondence related to the project including various reports. Additionally, I am working as an admin resource at the site.
• Provide full secretarial support to Project Manager & AGM
project.
• Examine correspondence and reply as instructed
• Arrange conferences and meetings along with Consultant &
Clients
• Coordinating meeting with Sub-Contractors & Maintain
schedules and follow ups
• Organize events both internally and externally
• Receive telephone calls and direct as and where necessary
• Direct visitors to the office to appropriate staff members
• Reproduced and distributed documentation to users and
ensured that all users possessed the current revision of
documents by maintaining distribution lists which involved
over 8000 documents, prints, and drawings.
• Organized and maintained the company reference library and
archive areas.
• Established procedures for and implemented the introduction
of changes to engineering documents for assigned projects.
• Being the Document Controller responsibilities include
Preparation, Submission and follow-up of Documents,
Samples related to project to Main Contractor/Consultants for
their approval. Routing/distributing of documents as per
company procedure & requirement in Expedition.
• Maintained piece part, material safety data sheets, new
equipment, non-conformance, Transmittal Submittal sheet,
corrective action.
• Responsible for receiving, circulating and recording all
incoming and outgoing faxes, emails and hand deliveries.
• Ensuring sequential numbering system in each and every
outgoing correspondence.
• Ensuring quality formats being used adequately for
correspondences, submittals, transmittals to clients,
consultants, subcontractors and within divisions and
departments.
• Ensuring all correspondences regarding financial matters is
forwarded to the PM & contractual matters is forwarded to the
CM.
• Ensure all correspondences reach proper department.
• Bring up quality forms, checklists as and when needed in
coordination with QA/QC Engineer for technical aspects.
• Maintain documentation for projects under taken by
Contracting Division making in use the project numbering
system for easy traceability and proper filing (soft and hard
copy).
• Coordinate with QA/QC Engineer for maintaining quality
documentation so called, Document Register, Material
Register & Drawing Register.
• Answer the telephone, take messages, transfer calls to suitable staff
• Offer visitors, clients, partners pertinent information about the company and its activity
• Receive and send e-mails, memos, etc.
• Handle correspondence, documents and reports
• Type, print and make copies of important documents
• Make travel arrangements and hotel reservations for the customers
• Book conference rooms, organize conference, meetings and other events
• Participate at meetings and handle the agenda
• Type, copy and distribute meeting minutes
• Maintain office supplies
• Maintain schedules and calendars
• Organize and maintain file records and databases
• Operate office equipment such as fax, copiers, printer and phone system
• Provide services for customers
• Collect and organize client information and make reports
• Assist the management in all business related activities
• Ensure maintenance at working place.
Home Art Furniture and Accessories
Sales & Marketing Officer
Bangalore, India
November 2011- July 2012
•• Planning & implementing marketing activities across all online & offline channels.
• Setting up new marking strategies.
• Generating sales leads.
• Managing customer relationships
• Logging and progressing all new leads / potential sales enquiries.
• Writing new marketing material & website content.
• Assisting with campaign building, press releasing & promotional copy production.
• Making sales calls and handling enquiries from potential customers.
• Involved in the online, web and email marketing campaigns.
• Analyze and produce reports on data provided by customers.
• Co-coordinating company representation at relevant conferences and exhibitions.
• Monitoring and optimizing key internet search engine campaigns.
• Developed documents for a variety of internal and external
Corporate Communications
• Coordinate office management activities to aid executives.
• Research and compile confidential documents
• Take and record minutes of the meeting
• Screen incoming correspondence and ensure delivery to
intended recipient
• Compose letters and other correspondence.
• Produce reports and charts
• Prepare meeting agendas and collect related material
• Review and proofread documents for executives’ signatures
• Maintain MD’s and GM’s calendar -- plan and schedule
meetings, Teleconferences and travel.
• Communicating important telephone and fax messages
• Maintaining a general filing system and documenting all the
correspondence
• Planning and preparing meetings and organizing overseas
conference calls
• Providing word processing and secretarial support to the
Corporate Communication Department.
• Responding on a timely basis to public inquiries
• Scheduling appointments, meetings and conferences for
business procurement or for presentation to
be delivered.
• Maintaining the data shared between the departments, by
filing and recording the information Maintaining the data
shared between the departments, by filing and recording the
information accordingly (as hard copies and electronic filing
system)
• Greeting clients and visitors and giving them an outline of the
nature of business of the
organization.
• Ensuring the authenticity of office policies and procedures and
supervising support staff coordinating all group travel to
ensure appropriate resources such as transportation; hotel,
etc. were in place to provide the best service to the customer
and to also take advantage of group reservation discounts
where applicable.
• Maintains, updates and archives master and supporting
documents and files.
M.D.I.D (Master Diploma In Interior Designing) 2007-2009 CADD Centre, India
H.S.C (Higher Secondary) 2005-2007 Board of Higher Secondary Examinations Kerala, India
S.S.L.C (Secondary School Living Certificate) 2004-2005 Kerala, India.