Ranjith Kandoth Chalil

Responsible for the smooth day to day operation of Managing Director’s office.
Business Correspondence, emails, letter drafting.
Responsible for MD& family’s credit card transactions, statements, bill payments.
Responsible for MD& family’s mobile, landline bill payments, EWA payments.
Coordinating with Embassies as and when required.
Calendar& Diary management of MD.
Arranging meetings, preparation of MoM and follow up of the tasks.
Petty cash handling.
Responsible for MD house staff’s passports& personal files.
Coordinating MD house staff’s leave management, visa issuance& renewal, settlements, , CPR issuance& renewal, resignation, termination processes.
Preparation of salary for MD house staffs (30 Nos.) and coordinate with bank for the necessary fund transfer.
Asset &Property Management of Managing Director’s including (but not limited to) payments, renewals, cancellation of rented/ owned flats, villas, commercial buildings.
Coordination of facility management activities.
Actively involved in Recruitment/Hiring process of company and MD’s house staffs.
Sourcing CVs, preparation of candidate details and obtain management approval for suitable candidature based on the provided MPR (Manpower Requirement).
Maintain recruitment file (hard and soft copies) and updating the same time to time.
Responsible to carry out/conduct telephonic interview with candidates/recruitment agencies.
Salary negotiation, issuing offer letter, arranging GAMCA Medical for selected candidates, collection and verification of candidate’s documents.
Coordinating with PRO for issuing employment entry visa.
All onboarding offboarding activities.
Preparation of joining reports, employment contracts, salary advance and configuring biometric attendance in coordination with IT Dept. for newly joined employees.
Employee induction process.
Arranging pre-employment (residence visa) medical examination, coordinating with PRO for residence visa stamping, issuing CPR (Central Population Register), renewals and cancellations.
Responsible for passports (800+) and personal files.
Coordinating with camp boss/accommodation supervisors to arrange accommodation and necessary materials for employees
Camp inspections, employee welfare activities, reporting issues and ensure necessary corrective actions.
Coordinating with PRO for reporting absconding/runaway cases to concerned authorities.
Responsible for company assets management in coordination with IT & Logistics Dept including(but not limited to) company provided Mobiles, sim card, Laptop, vehicle etc,
Employees Leave management, resignation, termination, End of service benefits as per Labour law& company policies

Coordinating office activities and operations to secure efficiency and compliance to company policies.
Internal and external transport coordination,
All secretarial duties including emails, business correspondence, letter drafting etc.
Petty cash management.
Processing of supplier invoices for payments.
Responsible for employee attendance and timesheets.
Coordinating with travel agencies for travel arrangements/ air ticket booking of all employees,
All documentation works.
Schedule calendars, appointments, agenda/meetings, and prepare minutes of meeting
Responsible for passports, personal files.
Coordinating with PRO for Medical, EID process, visa stamping, visa renewal, cancellation.
Control inventory and order office supplies.
Negotiated with suppliers and service providers to minimize cost/expenditure.

Reporting to: Deputy General Manager

Role:
Engaged in managing Correspondence, E-Mails and preparing letters & MoM
Collaborating with Admin Dept. (PRO) & group HO/HR for issuing employees entry visa, arranging medical examination, EID process, residence visa stamping, passport & visa renewals, on time approval of employee leave applications, resignation, release of settlement money, passports as per the company policies and procedures
Contributing in:
o Updating employee personal records
o Staff attendance, issue warning letters, memos as per the policies/procedures and as instructed by management
o Air ticket booking
Liaising with HR, Project Team, Camp Officials for employee internal transfer & arrangement of accommodation
Coordinating client delegation inspection for upcoming projects
Processing various kinds of JAFZA authorized online entry gate passes (Dubai Trade & PCFC portals), renewals and complete documentation for the same

Reporting to: Division Manager (General Management)

Role:
Documented incoming, outgoing correspondences, E-Mails as well as prepared memos and letters
Scheduled appointments, organized meetings, conferences, preparing the agenda, MOM and follow-up of the tasks
Followed up with all departments, clients, main, subcontractors, suppliers for the smooth, effective functioning of projects and division
Developed relationship between Project Managers, Supporting Depts. and Team Members
Reviewed / proposed amendments for Letter of Intent (LOI)/Letter of Acceptance (LOA), Subcontract Agreement of projects in coordination with Design, Engineering, Estimation & Commercial Depts. as per respective HOD advice & company policies
Steered in managing domestic/international travel arrangement and diary management of Division Manager
Coordinated client delegate inspection for upcoming and running projects
Analysed and proofread documents for executive’s signature
Updated executives on the status of important corporate clients
Performed activities such as screening visitors, guests, clients, customers on behalf of Division Manager and provided information on company’s services

Administrative Assistant 28/05/2010- 25/05/2012.
M/s. Emirates Petroleum Products Company Dubai.

 Assist in facilitating administrative aspects of multiple branch operation that includes customer complaint management, preparation of day store operation including Sales Registration and inventory.
 Responsible for incoming and outgoing communication, draft letters, manage couriers and email.
 To prepare monthly reports of admin activities and to submit admin manager.
 Coordinate with workforce on daily attendance, OT and other employee transactions.
 Assist the manager for other documentation and communication to HO.
 Custodian of all company assets.

Administrative Assistant 13/01/2008 to 12/01/2010

Reporting to: Manager (Admin)
M/s. Bin Arbaid Trading& Contracting Co. Al Khor, Qatar



 Responsible for all incoming and outgoing correspondences, passports & personal files.
 Assisting the PRO for Preparation of visa documents, Labour Contract, arrangement of Medical, Finger Print, Resident Permit stamping and renewal.
 Responsible for employee joining formalities, induction programs, welfare activities.
 Assisting the Admin. Manager for establishing and oversee/review Administrative policies for the company.
 Responsible for International/Domestic travel arrangements, Hotel reservations.
 Manage front office operations. Handle all media& public related enquiries.

 Responsible for employee attendance& time sheets, staff movements Customer relations, customer complaints management,
 Assisting the superiors for inventory control/ monitoring, filing of important documents.