EXECUTIVE SECRETARY TO OPERATION MANAGER / DOCUMENT CONTROL SUPERVISOR
Trojan Holding
Total years of experience :16 years, 1 Months
As Executive Secretaries my responsibilities include to assist Operation Manager as well as to maintain Document Management System:
• Coordinate office management activities to aid Operation Manager
• Research and compile confidential documents
• Take and record minutes of the meeting
• Screen incoming correspondence and ensure delivery to intended recipient
• Create and maintain a liaison between executives
• Compose letters and other correspondence
• Produce reports and charts
• Prepare meeting agendas and collect related material
• Review and proofread documents for executives’ signatures
• Oversee Projects Petty Cash and recommendations on Project expenditure
• Responsible in setting-up the document control department and establishing specific procedures through coordination with the project control department and different engineering disciplines;
• Supervise the checking and processing of all incoming documents (drawings, material/product submittals, method statements, specifications, RFIs, FCRs, NCRs, sketches, calculation reports, test reports and other technical documents) and correspondences before making distribution to addressee/recipient;
• In-charge of the company’s implementation of EDMS for all submitted and processed drawings and documents with the use of Primavera Contract Manager (EXPEDITION) or ACONEX or other web based document control programs;
• Coordinate with concerned parties i.e. contractors, consultants, project managers, client, etc. on matters concerning problems in documents submittal i.e. Document Number, Revision, Document Status, etc. and make action on the direction of the Project Director;
• Maintain and update different logs i.e. Drawings Log (design, construction and as-built drawings), Material Submittals Log, NCRs logs, RFIs Log and other required logs by the Project Director;
• Prepare and submit regular DCC Reports to the Project Director, Design Manager, Project Control Manager and Site Supervision Manager;
As Executive Secretaries my responsibilities include to assist Operation Manager as well as to maintain Document Management System:
• Coordinate office management activities to aid Operation Manager
• Research and compile confidential documents
• Take and record minutes of the meeting
• Screen incoming correspondence and ensure delivery to intended recipient
• Create and maintain a liaison between executives
• Compose letters and other correspondence
• Produce reports and charts
• Prepare meeting agendas and collect related material
• Review and proofread documents for executives’ signatures
• Oversee Projects Petty Cash and recommendations on Project expenditure
• Responsible in setting-up the document control department and establishing specific procedures through coordination with the project control department and different engineering disciplines;
• Supervise the checking and processing of all incoming documents (drawings, material/product submittals, method statements, specifications, RFIs, FCRs, NCRs, sketches, calculation reports, test reports and other technical documents) and correspondences before making distribution to addressee/recipient;
• In-charge of the company’s implementation of EDMS for all submitted and processed drawings and documents with the use of Primavera Contract Manager (EXPEDITION) or ACONEX or other web based document control programs;
• Coordinate with concerned parties i.e. contractors, consultants, project managers, client, etc. on matters concerning problems in documents submittal i.e. Document Number, Revision, Document Status, etc. and make action on the direction of the Project Director;
• Maintain and update different logs i.e. Drawings Log (design, construction and as-built drawings), Material Submittals Log, NCRs logs, RFIs Log and other required logs by the Project Director;
• Prepare and submit regular DCC Reports to the Project Director, Design Manager, Project Control Manager and Site Supervision Manager;
As and Executive Secretary to IMS & Strategic Planning Manager I was responsible for the following activates:
o Primary Responsibilities:
• Provide Secretarial Support to IMS & Strategic Planning Manager
• Provide support to IMS & Strategic Planning Manager in developing strategic plan of Trojan Holding for organizational growth
• Develop Formats and strategy for departmental growth under the supervision of IMS & Strategic Planning Manager.
• Carry out all administrative duties such as filling, copying, faxing and emails.
• Short list candidates CV’s and arrange interview with IMS & Strategic Planning Manager
• Answer calls and handle in appropriate manner on behalf of Manager
• Schedule & maintain Manager’s Calendar
• Setup and coordinate meetings and workshops
• Meet and greet clients and visitors
• Prepare memo’s and other inner correspondence and distribute to appropriate personnel
• Promote positive professional relationships with colleagues and visitors
• Respond to issues involving staff
• Liaison with all departments on behalf of IMS & Strategic Planning Manager to streamline and expedite the relevant processes and queries
• Deputizing for the manager, making decisions and delegate work to others in the manager's absence;
o Research & Development
• Perform Research under the direction and supervision of IMS & Strategic Planning Manager for the internal development of Organization
• Perform research on competitors and new opportunities for the overall development of the Organization
• Collect, compile and analyzes data under the supervision of IMS & Strategic Planning Manager
o Maintaining Effective records and administration:
• Keeping up-to-date contact details of the management and all the other staff members of the Organization.
• Filing minutes and Reports
• Compiling lists of names and addresses that are useful to the Department/ Organization.
• Keeping record of the Departmental activities.
Design Newsletter and weekly Email Campaign
To make sure online existence of transport department though ad posting, news and articles. Acquire new accounts through email marketing, ad posting, social networking and telemarketing.
Sending quotations to new and existing clients
To prepare database of new clients
To resolve complaints from existing clients as well as from site offices.
To prepare Tender Documents.
To handle all the complaints relevant to the invoices.
Provide Secretarial support to Managing Director and Transport Support Manager such as, Memorandum, Weekly Reports, Market Research and analysis.
August 2010 TILL May 2012
FEDERAL EXPRESS
CUSTOM CLEARING AGENT
* Coordinate with Customer regarding shipment clearance.
* Prepare Custom clearance documents.
* Coordinate with Dubai customs relevant the cargo clearance
* Handle Freezone shipments.
* Prepare documents for Import for Re-export.
* Have good knowledge of Mirsal 2
* Assistant Manager Customs Department provide him all secretarial support
* To generate banquet sales through communication, coordination and solicitation of group business.
* Coordinate with the customers regarding banquet related queries and assuring them 100 % execution as per their requirements.
* Visit corporate clientele for hotel’s business promotion
* Maintain monthly lost business report of banquet functions.
* Negotiate prices with clients, drawing up contracts and securing payments and final event tracking.
* Maintain accurate records and files for all events.
* Active involvement in appropriate organization / association.
* Any other task assign by Banquet Manager / Director Foods and Beverages
JUNE 2006 TO DEC 2006
ARY Group of Companies, Karachi, Pakistan
P.S to Vice President Sahulat & Head of Customer Services Department
• To assist Vice President Card and directly reporting to him.
• To schedule appointments and manage all the travel arrangements.
• Develops and maintains team policies and procedures.
• To participate and take notes at internal and external meetings.
• To prepare minutes from same.
• To follow up on activities on behalf of VP.
• To manage the corporate agreements with service providers.
• Organising staffing, including shift patterns and the number of staff required to meet demand
• To lead the customer services team to implement the monthly marketing plan. Major functions include:
• Help the customer service team to be prepared to deal with sudden peak demands.
• Communicates with other staff in the marketing and other departments as required.
• Assures proper communication exists between the customer services team and other personnel in ARY Cash n Carry, Marketing Department and IT Department.
• Investigates customer complaints as part of the overall process of the customer complaint system.
• Handling the most complex customer complaints or enquiries.
• Implement promotional campaigns regarding Sahulat Card & ARY Cash n Carry Store.
• To Coordinate with IT department in updating website with new packages and product.
• Forecasting and analysing data against budget figures on a weekly basis.
• Prepare daily revenue report.
• Performs other duties in addition to regular duties as required.
ACHIEVEMENTS
• Promoted as Head of Customer after one month of Joining ARY
Sahulat.
NOV 2003 TO MAY 2006
Millennium Power Tools (Private) Limited (AKD Group of Companies), Karachi, Pakistan
Branch Coordinator & PS to Chief Executive Officer
• Assist C.E.O by keeping update with all his schedules and report all the matters directly to C.E.O.
• To manage the Chief Executive diary. Control appointments, arrange meetings.
• Coordinate with Islamabad & Lahore branch offices.
• Look after Human Resource and Administrative Matters.
• To coordinate large tenders, bids and pre-qualifications. To finalize and edit relevant information.
• To monitor progress on various projects on behalf of the CEO
• To produce, edit and update the Policies’ and Procedures Manual.
• To coordinate and design presentations
• To arrange social events.
• To arrange CEO’s outside meeting and travel as required.
• Coordinate with IT department in updating website with new packages and product.
• Design and coordinate with vendors for the production of brochures; solicits bids from vendors.
I have done MBA in Marketing from Institute of Business Management.
