Project Secretary and Document Controller
Projacs International, Kuwait
Total years of experience :14 years, 0 Months
Responsible for receiving, circulating and recording all incoming and outgoing documents.
Ensuring sequential numbering system in each and every outgoing correspondence.
Perform data-entry, recording, printing and filing duties
Ensure all correspondences reach proper department.
Keeping the log of all the submittals received from the contractor.(Hard and Soft Copy).
Follow up with the consultant for the pending action documents.(transmittals).
Maintain documentation for projects under taken by Contracting Division making in use the project numbering system for easy traceability and proper filing (soft and hard copy).
Organizing and keeping well-organized files and ensure confidential information and documents are handled with complete discretion.
Photocopying and Scanning.
Responsible for site office stationary stocks.
Performs other related duties as required and assigned.
As Technical Assistant :
Assisting the daily operations inside the office.
Filing documents, knowledge in setting up a filing system.
Typing interoffice memo.
Assisting the payroll department in keeping the track of attendance of the staffs and their leave details.
Assisting the manager in meeting set up with clients and other duties as assigned.
Preparing weekly report and updating of job done.
Maintaining database and undertaking any other in administrative duties.
Assisting the daily operations inside the office, such as work order generation, vehicle scheduling, receiving the products and items.
Assisting the sales team like providing support for Marketing/ Communications,
maintain mailing list, assist with mailing.
Taking care of highly confidential correspondence.
Typing interoffice memo and handling the calendar for all Manager’s appointment.
Attend to customers, log their purpose of visit and coordinate meeting with concerned management as scheduled on request.
Monitor actual material and labor spending against project authorizations.
Doing a number of clerical tasks too such as billing, handling petty cash, providing
customer services.
Assisting the payroll department in keeping the track of attendance of the staffs and factory labor.
Assisting the manager in meeting set up with clients and other duties as assigned.
Maintaining continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
Maintaining database and undertaking any other in administrative duties.
M/S. Maxell Industries LLC (Dubai) Mar 2010- Dec 2011
( 2 years experience in Multi task)
Manufacturer of Fire Hose Cabinets, Cable Trays & Trucking, VAV, Duct Heater, Enclosures & Other sheet Metal Products.
Started as Administration Assistant:
* Greet, welcome and communicate with guests and members and provide customer service in a professional, friendly and courteous manner;
* Procuring, issuing and maintaining an accurate record of access control and ID cards to staff and visitors to the department;
* Taking care of all incoming and out going correspondence, faxes and customer emails for the all projects;
* Resolves customer questions and concerns and coordinates meetings;
* Perform other duties assigned by managers;
As Sales Coordinator:
* Coordinated and managed multiple projects and priorities;
* Actioned all enquires and maintained detailed records of all the enquires, managed accurate and up-to-date client files;
* Keeping proper follow up of appointments;
* Generating leads for investment options;
* Preparation of quotations according to the sales team requirement;
* Maintaining Customer Purchase Order and executing on time;
* Responsible for the preparation and process Sales Orders, Delivery Notes, Invoice, receipts;
* Processed incoming orders, coordinated shipments, and handled customer-related issues;
* Arranged and Co-ordinate the Deliveries of goods to the customers on time;
* Preparing weekly and monthly sales report and maintain database;
* Co-ordinate with other department for the effective and smooth functioning;
* Was thoroughly involved in CRM.
As Account Assistant:
* Handled Petty cash
* Generated accounting entries as and when required;
* Responsible for sending the statements of account for receivable and follow-up with the payment;
* Preparation of payroll and other allowances summary;
Shri Vinayaka Agencies, Mangalore (temp position 2009)
Designation - Secretary cum Account Assistant
* Fully acquainted with the activities of the organization in order to liaise / interact efficiently & effectively.
* Providing secretarial assistance like independent correspondence both written & verbal, attending to routine paper work, filing, scanning, updating contact database.
* Segregating all external and internal documents and maintaining log.
* Raising quotations, Purchase Requisitions and invoices and follow ups.
* Preparation of all the data for the delivery order and report.
* Handling telephone calls with courteous competence.
* Liaising with courier companies.
* Handling Petty Cash, Filing, Keeping Personal records.
* Maintain all personal records for individual employees as per the company procedure.
* Liaising with all Customers and assist in solving all customer complaints.
Academic Brief ➢ Graduated in Bachelor of Commerce from Sacred Heart College (Mangalore University) in May 2009
