Executive Secretary Cum Document Controller
Executive Secretary cum Document Controller looking for employment in London
Objectives:
To seek a challenging opportunity to prove and enrich my professional skill through hard work, sincerity and result oriented performance and to prove to be a valuable asset to the organization.
Skills:
Proficient in use of computers with modern application software including Microsoft Office, Outlook Express, Lotus Notes, Acrobat Reader , AutoCAD. 12 & ERP system –Microsoft Business solution – Axapta Version 3 and Aconex(online information management solution).
Work Experience:
June 2009 to till date
TPL Plastech Limited.
Position held : Executive Secretary ( Reporting to Director – Mr. Kamlesh Joisher)
June 2005 to April 2009
Leighton International Limited.
Position held : Executive Secretary Cum Document Controller ( Reporting to Director and Country Head (Expats- Mr. Russell Waugh))
June 2001 to May 2005
BASF India Ltd
Position held : Secretary cum Front Office Executive (Reporting to Operation Manager/ Production Manager – Mr. Boniface Mathias & Technical Manager – Satish Govarnkar)
May 2000 to May 2001
BSEL Information System Ltd
Position held: Executive Secretary (Reporting to Managing Director- Mr. Kirit Kanakia)
Nov 1998 to Mar 2000
Wockhardt Ltd.
Position held: Secretary (Reporting to Project Managers – Mr. Lalit Verma & Sandeep Patil)
Aug 1997 to Oct 1998
Kaindee Rail Nirman Engineers Ltd
Position held: Executive Secretary (Reporting to Directors – Mr. S.D. Verma & R. D. Verma)
Oct 1992 to Sept 1996
Sairaj Developers Pvt. Ltd
Position held: Executive Secretary (Reporting to Directors)
JOB PROFILE AND RESPONSIBILITIES.
Managing dairy/Calendar (Outlook )activity, including coordination of appointments for Project
Managers and executives as well as extensive rescheduling. Keep Director informed as needed.
Type correspondence, reports, Group Project data sheet and presentations (ensuring the work is
accurate. Photocopying and faxing as required.
Arrange Board of Directors meeting and management meetings as well staff meeting as well as
conference calls and video conferences.
Handling Administration activities like Travel, flower arrangement and stationery arrangement,
Event Management in India and abroad (Like Roadshow, New Year party, New Hire party etc) and
coordinating with Divisional and project office in India as well Overseas.
Maintain confidentiality Responsible of all information of the company and keep a track of all the
important files of Director’s office.
All Documentation work and controlling with “DCC” ( Documentation Control Center) in
hard copy and electronic copy.
Invite the employees in Aconex and Intranet as per their projects and send the invitation mail
to the concern employee. Maintain all documents into Aconex system. Ensuring proper
documentation in “K” drive.
Coordinating the documentation, including planning, reviewing and updating of the Project
Management Plan and other documentation required for the implementation of the QA&E Systems in
the Project
Anticipate in travel needs of MD, Directors and Managers all other expats, coordinate travel
arrangements ( involve multiple changes and destinations). Support with travel documentation
procedures (Itineraries, visa/passport and hotel accommodations)
Assisting in HR activities like Taking preliminary round of Interview of candidates, Co-ordinate
with the Consultants for the requirements, Issuing Offer letter and appointment letter, preparing visa
documents for Expats and Coordinating with the senior for Performance Appraisal.
Work with Business Development Team as and when required for bidding process from expression of
interest through to tender award.(like written documents and presentations, collecting rates from
vendors making comparison etc.)
To Assist in identification of vendors, prepare scope of work, invite quotations, make Comparative
analysis, carry out negotiations and finalize service contracts.
Preparation, issue, follow-up and verify all vendor bills relating to the facility operations for support
services such as security, cabs, couriers, vending machines, water, repairs and Administrative services
such as stationery/printing, power, lease, landlord maintenance etc and ensure compliance to
statutory subscriptions.
To Prepare, implement and monitor site-specific checklists, schedules, logbooks and registers required
to monitor performance for all support / administrative services. Receive, track, monitor and ensure
requirements of conference room.
To Conduct periodic fire evacuation drills as per agreed plan in coordination with landlord &
management team.
Devise, monitor and maintain all related tracking / inventory sheets in respect of consumables, office
supplies, vendor payments, material / visitor movement, key handling, badging and other relevant
activities. To prepare periodic (weekly / monthly) reports as may be required.
Liaison with statutory bodies such as. VSNL, MTNL, BMC and other Telecom Companies etc.
Maintenance of the cars, assets etc required by the company. Preparation of vendor / client
contact list including emergency contact list.
Supervise entire administration for an office as well factory employing 100 people
Handling complete Facilities Management (Safety, Security, Repair, Fire Fighting system, Pest Control, Water Supply), infrastructure set up & maintenance.
Plan and manage organizational events [staff parties, Board of Directors meeting, get-togethers, interviews, and walk-in interview campaigns]
Preparing comparatively statements, MIS report, invoices, purchase order, Batch cards, Monthly production plan and Monthly report as well as some part of Logistic too. (Invoice, dispatch statement & excise gate pass etc)
Traveling with the Boss for some tender related jobs. (India and out of India -Dubai)
Education:
B.A. (Osmania University)
Diploma in Secretarial practice
Diploma in Telephone Operating
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