Office Admin – I & Technical Assistant & / Document Controller
ADMA OPCO - Technical Standards Compliance Assurance Division
Total years of experience :22 years, 0 Months
Worked on the ERP/EAM software MAXIMO7.5, Oracle HRMS system and the ADMA eQform system.
Dairy Management for Vice President. Managing the VP’s correspondence, including align SVP and VP assistants. Managed the incoming and outgoing document for the division . Logged and distributed to the concerned person.
Compiling Monthly Reports and Weekly Reports, including Minutes of Meeting as and when required by the Vice President TSCAD.
Preparation of Senior Management presentations.
Managing the Divisional Time keeping in OHRMS system. Act as a focal point in tracking of time keeping issues and Liaises with HR in trouble-shoots personnel problems.
Training the CAMS Juniors (5nos ) in our division on real time work.
Document management lead for Marine Standards. Documenting, Issuing & Updating more than 50 Appendices for OPCO- ASMV & JUIMS
Maintaining the Marine Compliance Assurance database in support of Logistics and other end users, with respect to various Marine Compliance Assurance functions.
Documenting, Formatting & issuing all Marine Standards, Audit report, Appendices for marine standards, for the Marine Compliance Expert.
Coordinating the Marine Compliance Audit program, preparing check lists, Agenda, Joint Circulars, and intra-company correspondences.
Designed and developed the Marine Compliance Folder, Technical Standards Folder & VP folder in the server which has helped the team to maintain a user friendly, systematic and structured file system.
Document controlling of Marine compliances Assurance folder & VP folder.
Dairy Management for Marine Compliance Expert.
Booking and making arrangement for Conference Room for conducting Meetings
Applying for Security Pass, Security Clearance on the ADMA eQforms System for team members.
Arranging transportation, whenever required.
Creating Labels for all files and maintaining proper filing system.
Coordinated and tracked all the vessel inspection conducted by the team. Complied the Inspection report for the Technical Team Leader signature and distributed to Job officer for action and close out.
Archiving of electronic and hard copy for the Vessel inspection Report, OPCO Acceptance Standards and procedure in the system.
Document controlling of marine document folder.
Prepared and recorded all Senior Sea Staff Approval conducted by the team and Distributed the approved forms to the concerned Job officer/Contractor.
Managed the incoming and outgoing document. Logged and distributed to the concerned person.
Distributing the Weather Forecast received from NCMS to all different division in ADMA.
Distributing the Shipping notice for the Marine team to all the concerned Job officer/ Contractor
Marine Template updated weekly against all the ADMA Charted/ Project Vessel inspected / Closed out during the week and circulating the same to all ADMA group and Site.
Distributing the Duty Rota (ERC) for the Marine team to the concerned divisions.
Distribution of Charts, Marine standards docs, CD and related thing to ADMA & all marine contractors. Maintaining the Acknowledgement file for the same.
Catering to any challenging duty required by the Team leader.
Preparing presentation for the Team Leader as and when required.
Handled the Marine Correspondences - Memo, Faxes & Letter.
Diary Management Maintaining the Team Leader & Marine Technical Teams Calendar and
Coordinated and Arranged - Meetings for the Marine Technical Team & Marine Operation Team.
Keep Performance Indicator (KPI ) Presentation - Complied Monthly.
Quarterly report for the Marine Operation - Tabulation of Reallocation of LD Support Cost - Actuals in Coordination with the vessels Data received from all the Chartered / Project vessels.
LD Action Tracker updation and Compiling the Weekly Report
Arrange Chopper Booking for offshore visit, Hotel booking, and transportation for team members.
Focal Point for Issuance of Security Pass, Port Pass, Optima Card for team members.
Creating Labels for all files and maintaining proper filing system.
Responsibilities include: (Document Controller)
Administered the WEB Transmittal Tool of KBR for Pearl GTL Shell Project
Successfully complied and prepared the Project Dossier/ Construction Tender Package for five of the above mentioned project.
Organizing and managing files in electronic format for the Project assigned.
Circulating DDR for IDC Check and for identifying Deliverables for IDC Matrix.
Preparing and issuing of IDC Matrix for IDC check & Distributing Deliverables for IDC check as per IDC matrix or as advised by the Project Manager.
Issuing Deliverables (with Transmittal) to Client.
Recording of Comment received from clients and updating the Document tracker and distributing these documents to the respective disciplines.
Uploading and Downloading of Project Document/ Vendor Document using web tool form the KBR sites.
Issuing and receiving Vendor Documents.
Preparing hard copy and soft copy for the Final Dossier as per contractual requirement.
Responsibilities include: (Project Secretary)
Documenting Monthly Reports and Weekly Reports, including Minutes of Meeting as and when required by the Project Manager.
Documentation of all project related documents including Vendor documents.
Formatting of documents, saving files, maintain consistency in hard & soft copies of files.
Booking and making arrangement for Conference Room for conducting Meetings for the Project team.
Arranging local transportation, whenever required.
Creating Labels for all files and maintaining proper filing system.
Maintaining the Project Manager’s correspondence folder.
Archiving of electronic and hard copy for the project in the project folder.
Shouldering all the responsibilities of school outlook package. Electronic management of filing and preparing document required for Admission, Annual result & Promotion, Blue Register, Preparing T.C. and all ministry related document.
Handling office matters regarding promotion and ministry affairs (Blue Register, Annual Exam Results)
Handling admission formalities (distribution of forms, checking the forms after filling, verifying the document submitted with the originals like, passport copy, transfer certificate, Birth certificate, Visa status etc. Collection of photographs, Filling the medical forms, Collecting the admission fee & Book fees etc.)
Handling fee transaction, handling cash, tallying and settling of fee accounts.
Handling all incoming calls, Public relation, follow up emails and Systematic filing
Typing of all letters for students, school and other dignitaries send form school.
Monitoring and maintain the Credit Control over Debtors Collection & Credit Payables.
Attending Telephone Calls and coordinating with Sales & Service Department ensuring
Preparation of enquiry document, quotations of the company for various tenders.
Preparing database for the top notch clients and good customer relations with them for future business.
Web Mastering - BS Institute of Computers – Sharjah – 2001
Diploma in Office Automation - Information Technology Centre – 1997.
Diploma in Secretarial Practices –Vimalalayam - Registered with Pitman Examination Institute, London – (1996-1997)
Diploma in Computerized Financial Accounting – Information Technology Centre – 1997.
Honors Diploma in System Management - NIIT (National Institute of Information Technology)(1991-1993)
Graduation in B.Sc. Mathematics from St.Teresa’s College- Ernakulam under Mahatma Gandhi University in India.(1987-1990)