Resume - 14 years of experience working as an Executive Secretary/Assistant. For the past...

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Resume #5474

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Position: Executive Secretary, Office Manager, Document Controller
Nationality: Indian
Date of Birth: October 24, 1971
Education &
Academic Award: Bachelor of Commerce (B. Com.) 1992
University of Bombay - India
Diploma in Computer Management, 1993
Mars Institute of Computer Research, Bombay – India

Expertise Skills: Skills includes sound planning strategies for expeditious completion of task, work under pressure for long hours with continuous responsibilities by offering strong productivity outcome. Well balanced and mannered to accomplish the routine official transactions with colleagues as well as senior executives of company. Harmonious with office staff at all employment levels. Well versed in Documentation Control (Oil & Gas Field) and office administrative tasks. Having good command on communication skill, quick reference answer, independent correspondence, record keeping, filing, logging, tracking, typing and Internet surfing.

Work Experience: 14 years of experience working as an Executive Secretary/Assistant. For the past 11 years I have been working in Saudi Arabia with Senior Executives of Companies. This 11 years tenure honored me to improvise my position, grade and skills by working closely with top management team of organizations.

2001 – At Present: ARASCO
Post Box No. 53845,
Riyadh – 11593, Saudi Arabia

Company Profile: ARASCO is an ISO 9002 certified integrated industrial complex having production facilities of vitamin and mineral premix, Di-Calcium Phosphate & food grade Phosphoric Acid, Starch, Glucose and animal feed. ARASCO has also set up a central chemical and pathology laboratory, the only facility of its kind in the Kingdom of Saudi Arabia.

Position: Office Manger

Responsibilities: I am assigned as Office Manager to Vice President in Planning & Development department in Head Office. Mainly my responsibilities revolve around the progress of all ongoing projects and its financial plan. I am responsible to prepare the project progress reports by various aspects with coordination of project management team and put forward these reports to higher management after VP's review. I am also responsible to process the monthly progress payment of all contractors and prepare the monthly budget sheet for each project to indicate the current project expenditure within the allocated budget. I expertise in processing loan application to Saudi Industrial Development Fund for new projects, which requires complete familiarity with norms and standards of Saudi Industrial Development Fund. These loan applications mainly premised on preparation and submission of loan application form along with legal documents, feasibility study and quotations for every purchase. I also work as project coordinate between projects and head office to comply the outstanding issues with Finance, Admin and Purchasing department. Attending the project progress meetings on behalf of VP and taking minutes of meeting for VP's appraisal and feedback. Beside these key responsibilities and other secretarial duties, my routine responsibilities belong to preparation of training course database for all training events arise in Middle East. This training database is prepared for VP review to decide who should attend what training course. Established an excellent library system for catalog, brochure and instruction manuals for their quick retrieval and reference. Exploring internet to assist VP in searching certain sort of companies and their products which is mainly necessitated for new ongoing projects.

1997 – 2000: GÖTZ Middle East
Post Box No. 9175
Riyadh – 11413, Saudi Arabia
Tel. No. 00966-1-2652030, Fax No. 00966-1-2652143

Company Profile: Götz Middle East has been established in 1997 under the sponsorship of Armetal Metal Industries, as an extension to Götz GmbH of Germany. Götz Middle East specializes in design engineering, fabrication and installation of high quality customized high-rise aluminum and glass facades.

Responsibilities: I was assigned to General Manager of the Company. Responsibilities include to coordinate and follow-up with all related subject where GM is involved and keep GM well informed about its progress. I had to have the thorough knowledge to all concerned matters to assist GM in related queries. Preparation of meetings agenda and forward to all members and invitees within prescribed time frame and making all the necessary arrangement for the meetings. Preparation to minutes of meetings and getting minutes approved by GM for distribution to concerned members to comply the measures. Overall follow-up of ongoing and pending issues and preparation of weekly status reports of its. Distribution of all in-coming faxes, mails and correspondence after GM's review and comments. Retain one copy of all incoming and outgoing correspondences in the chronological order for further reference. Independent correspondence on instruction and or behalf of GM to clients and contractors. Maintaining data of shop drawings submittals sent to clients for approval and tracking drawing revision numbers after receiving from client. Correspondence with banks regarding Letter of Credit, Overdraft facility and other banking transactions and instruments. Preparation and segregation of statement of account of expenses made by credit card and cash during business trip for internal reimbursement. Flight Hotel and car reservation for company's executives upon business trips. Arrangement of Visit visa, PTA, Hotel and car for foreign business delegation.

1993 – 1997: Al-Hejailan Consultants
Post Box No. 3863
Al-Khobar 11593, Saudi Arabia
Tel. 00966-3-8826100 Fax No. 00966-3-8591800

Company Profile: Al-Hejailan Consultants is well-recognized name in Architecture / Engineering filed and as a pre-qualified contractor for SAUDI ARAMCO in Eastern Province of Saudi Arabia.

Position: Documentation Controller

Responsibilities: I was assigned as Document Controller. My overall responsibilities include to monitor and evaluate the exact functioning of Documentation Control Department through the precise norms and set procedures. These norms and procedure are measured mainly in Oil & Gas industries as slight difference can cause significant junk. Authentication of documentation control routine system to ensure that logging, routing, distribution and filing of incoming and outgoing correspondences are properly organized and systematically filed. Responsible to draft the format for engineering query on deferent technical issues and its sorting, logging and filing accordingly. Preparation of technical query submittals and related drawings submittals for different projects. Maintaining drawings database and manipulating data in respective project order with drawing revision number and date. Preparation of minutes of meetings and distribution after approval for all ongoing projects. I was also responsible in preparation of project specification, technical specification and contracts updates as per SAUDI ARAMCO Standards. Assist in consolidation of proposal and BOQ documents. Preparation all forms and formats required for internal use and its modification if required. Preparation of inquiry, quotation and purchase order form for office stationary and supply.

1990 – 1993: Pankaj Builders, Government Contractors
1/44 New Anand Nagar Vakola,
Santacruz (East) Bombay – 400055
Tel.: 0091-22-26132237

Position: Secretary

Responsibilities: I was assigned as a secretary in head office. My responsibilities include distribution of all incoming faxes and mails as well as sending all outgoing faxes and mails dispatch. Telephone answering and taking messages. Keeping information of all office staff about the whereabouts. Correspondence with client and subcontractor mainly on technical issues. Maintaining daily attendance sheet and overtime sheet respectively of all site staff and forwarding it to personnel department for payroll.

Computer Literacy: Excellent
Software: MS Office 2002, Internet Explorer,
Operating System: Window 2000, NT, XP

Languages Known: English, Arabic and Urdu

Driving License: Valid Saudi Driving License

References will be provided on request.

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