Executive Secretary to MD w. Admin Co ordinator
Armetal Metal Industries
Total years of experience :17 years, 11 Months
Provide administrative support to staff members and departments in performing several routine and general functions including company pre-qualification submittal for vendor registration Prepare / Issue Purchase Order to suppliers and Sub contractors in the absence of procurement coordinator Establish communication between the management and staff members and ensure accurate and effective transmission of information between both parties Support higher management in drafting disciplinary laws and regulations and helping them implement the same effectively Support human resource department in performing employee performance evaluation and calculation of incentives and appraisals Issue appointment or increment letters, employment certificate, salary slips and accept leave applications, resignation letters at discretion of the management Respond to complaints, grievances, demands, inquiries and suggestions of employees and provide them with suitable solutions Oversee expenditures and work with the accounting department to manage the company’s budget Coordinate with outside vendors and contractors
Preparing and managing correspondence, reports and important documents, organize and coordinates weekly management meetings and travel arrangements. To arrange for hotel reservations, air ticket bookings, car rents and airport pickup for company executives, guests and employees on business travel Operate office machinery such as computers, photocopiers, and printers; perform light maintenance and troubleshooting.
Answers and Screens the phone calls and visitors to the General Manager
Rendering Executive-level administrative support to the General Manager and Project Managers with demonstrated ability to improvise, improve procedure, and meeting demanding deadlines.
Forwarding the mailbox in a proper systematic manner to the General Manager for Routing, and processing the documents to the concerned department as advised.
Preparing and managing correspondence, reports and important documents, organize and coordinates weekly management meetings and travel arrangements.
To arrange for hotel reservations, air ticket bookings, car rents and airport pickup for company executives, guests and employees on business travel in the guidance of Admin. Co-coordinator
Maintaining weekly attendance and annual vacation records of all department and all project employees.
To follow up with any complaints regarding Photo copiers, fax machines and air conditions and forward the case to Admin. Co-coordinator.
Drafting and preparing memos.
Rendering Executive-level administrative support to the Sr. Project Manager and Dept. Managers with demonstrated ability to improvise, improve procedure, and meeting demanding deadlines.
Preparing and manage correspondence, reports and important document, organize and coordinates meetings and travel arrangement.
Maintaining weekly attendance and annual vacation records of all department and all project employees.
Monitoring and ordering office supplies, drafting and preparing memos.
Handling document such as (passport, exit re-entry visa and airplane ticket for employees who will leave for vacation and employees coming from vacation.
Data Input of all Department Employees Manpower, Vacation, Transfer into computer system, File documents according to the company’s specific filing system
Looking after leave request, approval, salaries, and personnel requests of all site employees.
Project invoice monitoring.
”Technical Clerk II / Head Timekeeper” with Metal Services Company, Riyadh - KSA . (March 2010 - April 2012) - King Saud University Project
Role:
Looked after assigned administrative duties and cemented rapport with people of all ages, cultures, and beliefs
Created project status reports for Management and addressed calls and accurately relayed messages to staff, made public relation calls to numerous businesses, handled rental contractors, etc.
Developed and distributed memos to the staffs, timekeepers
Conduct meetings with timekeepers for new implementation related to time management.
Prepared monthly timesheets for approximately 750 employees in TMS, acquired signature from the Project Manager prior to submittal in Head office
Maintained and recorded corporate documentation, electronic files, inventory and reports .
Supervising the Timekeeping of company and rental employees
Data input of all Dept Employees Manpower, vacation, transfer into computer system, File documents according to the company’s specific filing system
Filed and recorded corporate documentation, electronic files, inventory and reports
Follow through on timely and accurate month-end closing and financial reporting activities.
Highlights:
Imparted training and orientation to new employees
Promoted to interact with the Sr Project Managers to attend, record/compile a distribute Managers minute of meetings
Promoted to Technical Clerk II / Head Timekeeper
Project: KHDP Project (SAUDI ARAMCO) - KHURAIS
Period: Sep '07 - Feb '10
Designation: Department Secretary (Electrical, Communication & Instrumentation)
Role: • Carried out technical and office activities and interfaced with Aramco Staff, etc.
• Designed documents of employees for ARAMCO I.D. and applied for temporary access, work permit from other contractors for the work completion
• Developed packages (Loop Package, Tie-in Package) for Saudi Aramco Prior to Finish of Project
• Organised internal meetings and internal auditing in site office
• Interfaced with quality control, safety departments for sorting various issues
• Liaising with the suppliers for proper availability of material
• Designed timesheet for various employees, prepared submittal papers and files for Saudi Aramco
• Communicated with organization's Board of Directors to attend, record and compile a distributed Board's Minute of Meetings
• Promoted to Department Secretary
PREVIOUS EXPERIENCE
Apr '06 - Jun '07 with Brilliant Computers, Kerala as Instructor - Software Lab
2007 Bachelor of Arts in Sociology from Aristo College, Kerala University
2002 Higher Secondary from RCM Hr. Sec School, Board of Public Examination, Chennai, Tamil Nadu
2000 SSC from RCM Matriculation School, Board of Public Examination, Chennai, Tamil Nadu