Office Administrator & P.A. for Technical Services Manager
ADNOC Gas Processing
Total years of experience :9 years, 5 Months
Working in ADNOC Gas Processing Bu Hasa Onshore Oilfield, Technical Services Depatment as an Office Administrator and P.A. for T.S. Manager. (Visa sponsored by M/s Spark Maintenance & Oil-Field Services Est. Abu Dhabi, UAE)
•Managing clerical, document control & administrative tasks of Bu Hasa Technical Services Department & its sections’, including process engineering & lab, reliability, inspection, asset integrity & plant projects and secretarial support to Technical Services Manager;
•Handling overall administrative and secretarial tasks, including scheduling meetings, conference calls and preparing agendas, engaging in drafting and editing correspondence, including letters, memos and emails;
•Making presentations executing all the administrative work, documentation and appropriate filing the confidential documents, facilitating paper flow support and tracing the execution of discipline;
•Preparing agenda for the management review meetings, drawing minutes of meeting, taking dictations and generating error free letters, fixing & scheduling appointments and preparing PowerPoint presentations;
•Responsible for taking minutes of the meeting, making presentations executing all the administrative work, documentation and appropriately filing the confidential documents;
•Managing overall relationship management and liaised with various authorities and departments for smooth commercial operations while planned and implemented preventive measures to ensure smooth functioning;
•Maintaining systematic records and managing the correspondence with other departments while working in synchronization with cross functional departments and handling fax, scan and copy documents;
•Handling communication, maintenance of reports, documentation, email, phone calls, identifying scope for process enhancements for improved services and oversaw & managed the correspondence with other external agencies;
•Planning and organizing meetings and interviews while ensuring effective rendering of services to enable a smooth flow of day to day operations and updating and maintaining databases, including mailing lists, contact lists and client information;
KEY CONTRIBUTIONS
• Instrumentally accomplished the REM (Review of Existing Maintenance) Assignment before the Target Date. (17, 940 Man-hours and US$ 0.47MM Cost Saving Project);
• Identified discrepancy of US$ 27, 692 in overall expenditure of Technical Services Dept. Aug-2017 OPEX Budget and these discrepancies were highlighted to finance division; as a result US$ 22, 267 was reimbursed by finance division in Sep-2017;
• Worked as Scribe for 2016 Revenue Generation and Cost Optimization (US$ 15.22 MM) Initiatives;
• Successfully prepared PowerPoint presentations for Technical Services Manager (4th Layer in Organization Hierarchy) for his all International Conferences (representing ADNOC Gas Processing) such as:
o Maintenance Kuwait Summit in Kuwait (12-13 Feb 2018);
o ADIPEC Conference in Abu Dhabi (13-16 Nov 2017);
o 9th Annual Process Safety Management Summit in Abu Dhabi (26-28 Sep 2017);
o 25th GPA-GCC Conference in Abu Dhabi (10-11 May 2017);
o Asset Integrity & Reliability Conference in Doha, Qatar (16-17 May 2016);
o 37th GCC Oil Companies production & Maintenance Work team meeting at Dhahran, KSA (23-25 Nov 2015);
• Initiated & submitted ‘Innovative Lab’ idea in “ADNOC Gas Processing Idea Oasis” system which was successfully implemented in ADNOC Gas Processing HQ (floor # 32);
• Prepared Buhasa NGL Extraction Plant Schematics and Graphs for Process and Process Control Engineers for their reports by making an efficient use of MS Visio, PowerPoint and Excel;
Worked in ADNOC Gas Processing Bu Hasa Onshore Oilfield under M/s. National Corporation for Touirsm and Hotels (NCTH)
• Receiving guests, coordinating schedules, organizing travel in an automated system, tracking documents, and preparing documents for meetings and conferences;
• Managing the entire spectrum of activities across providing facilities support to all the office staff and efficiently handled vendors, housekeeping/ pantry services, security supervision, mail room operations & record management;
• Improving the operational systems, processes and policies in support of the organization’s mission, supporting better management reporting, information flow and management, business process and organizational planning;
• Conducting research, developing, motivating and educating the staff members on various operational matters and guiding them towards successful outcomes and attainment of business objectives;
• Creating and maintaining a good environment and team spirit within the business by effective communication, motivation, mentoring and delegation skills.
• Clerical Tasks: Efficiently managed Accounting / Business Tasks & Contributed to Cost Saving.
o Calculating Camp Man-Days
o Updating Visitor’s Meal Claims
o Preparing Camp Shop Inventory
o Handling Vehicles & Analyze Fuel Consumption
o Making Safety Posters & Presentations
• Secretarial Assistant: Provided P.A. Service to Site Manager for his all routine dealings.
o Drafting Emails
o Handling Mails
o Travel Bookings
o Screening Phone Calls
o Managing Operational Meetings,
o Preparing Expense Claims
o Typing Business Letters
o Managing Events
o Book-Keeping
KEY CONTRIBUTIONS
• Deftly introduced effective Room Reservation, Check-in / Check-out and paperless Man-days System, which saved ~27K papers per month;
• Effectively managed camp mini shop Purchase & Sales Inventory and earned small-margin profit of ~4K AED per year.
Worked in ADNOC Gas Processing Bu Hasa Onshore Oilfield under M/s. National Catering Company (NCC)
Effectively managed clerical and administrative tasks of Bu Hasa Administration Department & Front Office operation of Senior Reception as well as secretarial support provided to Site Manager in all his routince correspondences with enthusiasm and alanytical approach.
- Assigns jobs & duties to office staff as needed & Monitors office operations
- Creating Excel Spreadsheet for Updating Daily “Camp Occupancy Report”, “Arrival & Departure
Report” or “Daily Movements”, “Accommodation Report”, “Staff Attendance Sheet”, “Staff Payroll Sheet” and “Camp Rooms Status”. etc
- Creating Excel Spreadsheet for Updating Monthly “Camp Man Days”, “Staff Time Sheet”, “Staff Duty Roster”, “Staff Security Pass List”, “Visitors Casual Meal Record”, and “Menu for Senior & Junior mess hall”. etc
- Responsible for HSE support works such as creating ‘HSE PowerPoint Presentations’ ‘Memorandums’, ‘Vehicles Reading Reports’, ‘Food Handlers Medical Report’, ‘Safety Poster’ and ‘Remedial Action Plan for TUV & ADNOC Audit/Inspection Report’, etc
- Managing Camp Mini Shop (includes Daily sales & Purchase) and reporting daily & monthly transactions of camp shop and submitting it to the manager with “Monthly Camp Shop Sales Inventory.”
- Responsible for Admin support works such as Typing official & staff requesting letters, Operating Photocopy Machine, Printer, Fax, Scanner & Laminating Machine. Managing incoming & outgoing Emails and maintaining official files & book keeping of clerical records up to date. And Responsible for all other office administrator related tasks.
- Writing customer orders and Reporting Manager about the details of finished goods which get ready for sale, it includes various sizes of Block Boards, Plywood’s, Face veneer, & Core Veneer etc
- Receiving the Invoice of Purchases, Sorting the invoices by company and date wise, and forward it to the supervisor for the entry purpose & Responsible for File Keeping.
- Writing in the Raw materials book, which includes opening stock & Closing Stock, Purchases and Sales of Resin gum, Block Boards, Plywood’s, Core Veneers, and Face Veneers. etc
- Making Xerox, Scan, & sending or receiving Fax and keeping up-to-date of Accounts Book.
- Tally Operating, Entering Purchases & Sales, and Payments & Receipts, Creating ledger & journal accounts, Correcting & Processing to the final billing.
- Editing and maintenance of Accounts Book, supplying the finished goods as per customers order, Data entry, sale billing and lead distribute billing requisitions to associates on daily basis.
- Doing “Monthly Tax Returns” and assisting to the clerk to write, managing and processing the monthly transactions reports to send it to the C.E Department as per the rule of Consumer and Labor law department of Karnataka Government.
Computer Software Programming Languages: o Introduction to Programming language using C and C++ o Introduction to Computers & IT o Visual Basic-7, Java Programming, Microprocessor & Operating System o Object Oriented Programming using C++ o Data Structures using C o Database Management Systems o Computer Graphics, Artificial Intelligence, Network Programming & Linux
• Accountancy • Business Studies • Economics
