Administration/Sr. Document controller / Secretarial

Shaji Pappy M.

Email : ***********@*****.***

Mobile No. 009***********

Career Objective

Seek challenging positions in Administration/Secretarial functions

where education, gained skills and experience will have a valuable impact.

Summary of Skills and Experience

. Over14 years of experience in corporate finance and Administrative with

significant international exposure.

. Working experience in maintenance management system as work orders

monitoring, logging scheduling, updating of manpower, equipment history

database entry, and various planning related reports generation.

. Effectively manage relationships and feed back with suppliers/vendors to

achieve high service standards.

. Handled various submittals / Reports, raising inspections and it's

tracking report to client and consultant

. Well versed with process improvement and introducing new procedures for

time and cost efficiency. Maintenance of leave details for each Associate

and time sheets

. Responsible for Couriers / cargos for Air/Sea freight shipments and

related documents for various projects.

. Responsible for travel arrangements for management and senior workforce.

. Created various reports, presentations, and operating plans for the

management.

. Responsible for price negotiation with Suppliers and ensure the prompt

delivery of materials as per Purchase Order terms and preparation of

Invoices.

. Well experienced in all secretarial tasks, answered telephone logged all

incoming outgoing correspondence and maintained an effective filing

system.

. Maintained respective and effective communications and relationship with

management and staff of areas under review.

Organizational Experience

June'2012 to till date with Birla Sun life Insurance Compnay Ltd., India

HR / Admin. Coordinator Reporting to HR Manager

Key Responsibilities Areas

. Assisted the Sales Team and Branch Manager for various Life Insurance

Policies/Claims.

. Independent correspondence with clients / other external agencies for

various matters and follow-ups.

. Handled highly confidential reports (i.e. Finance Monthly Report, Annual

Operating Plan, and Business Case Analysis) and Correspondences.

. Updating monthly targets from each Front Line Sales personal and

reporting the same to the top management.

. Maintained respective and effective communications and relationship with

management and staff of areas under review.

. Arrange and organize business meeting with clients and customer, etc.

Exe. Secretary/Office Coordinator Reporting to General Manager

November'2009 to May 2012 with AKAR TECHNICAL SERVICES LLC., Dubai,

(A Subsidiary of Al Ansari Group of Companies, Oman - MEP & Landscaping

Division)

HR/Office Coordinator Reporting to HR Manager

Key Responsibilities Areas

. Assisted the General Manager in general and administrative duties and to

interface, on behalf of the Administration Department.

. Independent correspondence with clients / other external agencies for

various matters and follow-ups.

. Handled highly confidential reports (i.e. Finance Monthly Report, Annual

Operating Plan, and Business Case Analysis) and Correspondences.

. Handled various submittals / Reports, raising inspections and it's

tracking report to client and consultant.

. Handling queries through e-mail fax and telephones.

. Coordinated with Couriers / cargos for Air/Sea freight shipments and

other related documents.

. Responsible for price negotiation with Suppliers and ensure the prompt

delivery of materials as per LPO terms.

. Scrutinizing bills received from contractors and vendors and ensuring

their timely payment.

. Responsible for Monthly Progressive Invoice for various projects and

follow-up for the same.

. Maintenance of leave details for each Associate and time sheets.

April'2006 to November, 2009 with M/s Arctic Company LLC, Dubai

(Specialized Interior Contractor of False Ceiling & Partition)

Project Secretary / Document Controller

Key Responsibilities Areas

. Handles general routing correspondence, fax, and memos, follow-up all

incoming, outgoing letters and prepares all required reports as per

management's instructions.

. Assist department with all secretarial functions, typing and handles

correspondence, keep effective filing system and have good working

knowledge in SAP.

. Handles various submittals like Materials submittal, Inspections and its

weekly tracking reports, weekly project status reports etc.

. Interacting with Suppliers & Clearing Payments on time.

. Relationship management with banks for negotiating favorable terms for

LCs and Bid Bonds.

. Handled general routing correspondence, fax, and memos, follow-up all

incoming, outgoing letters and prepares all required reports as per

management's instructions.

. Scrutinizing bills received from contractors and vendors and ensuring

their timely payment.

. Prepare Minutes of meeting, daily /Weekly/ Monthly work report of the

department to the management.

. Correspondences with clients and companies on financial/accounting

issues.

. Keep effective document/filing system and have a good working knowledge

in ACONEX.

April 1997 to December 2005 with Saudi Arabian Oil Company (Aramco) Thru a

major Contractor of Al Khathlan Group, K. S. A.

Admin./Accounts Assistant

Key Responsibilities Areas

. Day to day office routines work, dealing with clients and customers. Job

includes office administration like handling manpower, job distribution,

welfare of the employees, etc.

. Responsible for all Travel arrangements for company personnel and other

work force through Mainframe system.

. Working experience in maintenance management system as work orders

monitoring, logging scheduling, updating of manpower, equipment history

database entry, and various planning related reports generation.

. Arrange and organize business meeting with clients and customer, etc.

. Keeping Control on various Books of Accounts, Bank Book, Cash Book, Sales

& purchase Registers, Debtors, Creditors & General ledger.

. Performed all secretarial tasks, answered telephone logged all incoming

outgoing correspondence and maintained an effective filing system.

. Interacting with Suppliers & Clearing Payments on time.

. Preparation and disbursement of payroll and managing daily cash

requirements.

. Involved in ISO 9001 certification activities.

. Worked and participated in SAP System.

April '96 to March'97 with Trigno Engineering Pvt. Ltd, Mumbai

(Manufacturers & Traders of Textile accessories) as an Accounts Clerk

Key Responsibilities Areas

. Preparation of Books of Accounts.

. Looking after the posting ledger account and preparing the reconciliation

statements.

. Preparation and disbursement of payroll and managing daily cash

requirements.

. Assisted for preparing Bank Reconciliation; Interest Calculation & other

Routine Office works.

. Keeping control on Receivables & Payables.

. Incoming and outgoing correspondence.

. Filing, preparation of payroll.

. Daily office routine works.

Educational Qualification

. Bachelor of Commerce (B.Com) from Kerala University, India.

Computer Proficiency

. Data Entry & Console Operation from LBS Center, Govt. of Kerala.

. Hands on Experience in Ms Office & Operating systems

. Accounting Packages

. Familiar with Aconex System.

Core Strength

. Multi tasking competency

. Ability to meet deadlines and work under high stress situations.

. Welcomes constructive criticism and willing to learn from peers.

. Organizational - analytical skills

. Well versed in Accounting & MS Office Suite applications.

Personal Profile

Date of Birth : 24-05-1972

Gender : Male

Marital Status : Married

Nationality : Indian

Passport No. : K5715627

Availability : With short notice

Languages Known : English, Hindi, Malayalam, Tamil & moderate Arabic

Contact this candidate