Jincy Philip

•Performs all administrative functions like arranging meetings, diary management, etc., co-ordinate with all departments of Group of companies.
•Ensure proper communication via phone, email & fax reaches to the concerned person of the company.
•In-charge of Store & stationery.
•Ticket & Hotel booking, preparing Visa application and submitting them at their Visa Application Centers.
•Maintain important documents as soft and hard copy as instructions.
•Prepares Letters, memo for the company upon instruction.
•Prepared Documents for Tender collection, online submission of RFI, RFQ as per information provided.
•Solely responsible for sister concern processing’s like visa, labour card, CNIA etc follow up, filling documents as per relevant person file number.
•Submitting advertisements with right specifics online.
•Submitting shortlisted CV’s to higher official for scheduling Interview.
•Contacting applicant’s for interview and submitting the candidate’s details on Table form along with their CV.
•Upon right candidate selected, their paper’s like offer letter, documents required for Visa, labor card, etc. are been acquired and processed with the department.
•Provided induction training for new employees like policies and procedure of office, introduction to other office members, etc.
•Works closely with team in submitting the required documents before its deadlines.
•Maintaining diary for higher official, emails, reports, files etc.
•Coordinating with other companies for their Ministry processing activities.
•Co-ordinate in registering the Group of companies with relevant documents for Oil & Gas and all major government companies (in person as well) like ADNOC, Gasco. Adco, Takreer, NDC, ADMA OPCO, Ministry of Interior, GHQ, CNIA, etc.
•Received tenders from portal and submitting to concerned person for quote/ information preparation and submitted them before their deadline.
•Assisted in Tender submission’s final touch like making the appropriate file, CD, Label of Envelope etc. are been conducted and a reminder to given for last date of submission previously.
•Update of Prequalified registrations both in English and Arabic (Arabic with assistance)
•Prepared documents for new trade licenses and their renewals.
•Prepared documents for classification of Company to Special, First, Second or the Sixth Category, according to the company requirement.

• Negotiated and clears customers with their queries.
• Checked through applications & documents of customer and directed them forward to counters or informs them about documents required.
• Deals with customer queries, complains, suggestions, etc.
• Handles Call center, recording data entry through embassy site.
• Handles filling systems, passport collection and application submission through authorized system.
• Received training from Embassy with regards to their processes

• Acts as a middle man b/w the office and the w/shop.
• Taking care of administration works like shipping of orders placed from manufacturer, follow up with orders to the supplier & the client, prepares necessary documents for clearance purposes, etc.
• Prepares necessary documents such as security passes as per CNIA requirement.
• Meeting & discussing various issues with higher officials and taking decision required.
• Arranges tender’s according to the requirement of the customer before closing date and arrange for delivery.
• Communicating to customer’s regarding their follow up’s of Purchase orders and other queries like enquiries, quotation queries, etc either through phone, mails or even directly.
• Does all the needful documentation like warranty, service reports, quotation, etc. for the repair products.
• Co-ordinates with the drivers for delivery of repair or new products, collection of product for repair as per customer’s requirement.
• Prepares Invoices according to the product sold from our company.
• Creates LPO’s & FPO’s as per senior officials and collogues as per requirement.
• Arrange meetings, appointments, tickets, visa requirement, hotel reservations etc.
• Handling stationery and ordering them according to the need.
• Handling files and filling papers as per file index.
• Send & receives faxes and gives it to the concerned matter as per the customer’s requirement.
• Attending to the guests and receiving with a warm welcome and attending to their requirements.
• Created new systems for the company such as New Employment filling system, updating both soft and hard copy which includes their Cv, Passport with visa copy as well as keeping their original, Daman, Labor Papers & Card etc., Employment details Excel Sheet, Security pass Excel Sheet.
• Providing Employment Contract to new employees.

• Checking mails & responding accordingly, this includes the managers mails.
• Co-ordinate with Purchaser, Accountant, Supervisors, Suppliers & clients ensuring that work gets done.
• Reports of Staff at site, equipments, work progress was provided to the manager.
• As being the end of the year, the Company was provided with diaries and brochures through the contact I had from different printing stations.