PRANITA ROKA RAI

OBJECTIVE

To build my career in a reputed organization and multi-cultural environment where I can utilize my skills, offer me the opportunity in the field of administration and senior management support, allowing mutual growth for both the company and myself.

JOB EXPERIENCE

Feb 2008 - Jan 2019

FRONT OFFICE SECRETARY/ DEPT.COORDINATOR/

EXECUTIVE SECRETARY– KARCHER MIDDLE EAST - DUBAI, UAE

JOB DESCRIPTION

As Executive Secretary:-

• Directly reporting to the MD and perform executive support.

• Handling conference facilities for business meetings with dealers and clients.

• Taking minutes of the meeting and circulation of memos, notices etc.

• Administrative task at Management Office.

• Taking care of the MD office when MD and Assistant to MD are out on business trips or on holidays.

• Key person to coordinate and arrange all office requirements.

• Coordinate and arrange business travel plan-hotel booking, ticketing, agenda etc.

• Responsible for communicating at management level.

• Business and official correspondence.

• Preparing presentation.

• Arrange corporate events, company anniversary, annual gala dinner and orientation etc.

• Take and relay accurate and timely messages from telephone callers, and answer queries where possible; dealing with incoming email, faxes and post.

• Manage diary, appointment, telephone, meetings, correspondence and records. Provide personal confidential secretarial support and administrative management.

• Develop and maintain office systems like filing and information systems. Meet and receive visitors, respond directly to requests for information.

• Responsible for organizing meetings and events.

• Co-ordinate the follow-up action planning arising from internal and external meetings.

• Prioritize work to meet schedule and standards.

As Order Mgt. Coordinator:-

• Manage communication with sales department.

• Process all customer orders- shipment of order and ensure delivery on time.

• Prepare and update various sales orders through SAP.

• Provide information on machine availability and price.

• Documentation and filing.

• Prepare custom document for machine, invoicing.

• Follow up with the payment, coordinate with accounts department.

• Take care of the returned and damaged goods.

• Coordinate with material management, warehouse and forwarder.

• Correspondence and communicate with the customer/dealer.

As Marketing Assistant:-

• Taking care of the Media Room, keeping it up to date with products, projectors, pointers, chart boards.

• Managing inventory of assets -Updating the stock of marketing items, filing the document- Order list, DO’s, and Invoices.

• Arranging marketing gifts for various occasions – meeting, exhibition, training, seminars, company event.

• Filling and filing of Internal order form.

• Communicate with Germany- Placing order, follow ups.

• Correspondence with dealers and customers for their marketing requirement.

• Quotation and sample collection for various marketing items for different events, LPOs, DO’s.

• In charge of SAP-Staff Appreciation Program.

• Ordering and distribution of catalogue, posters, yearly calendars, company magazine and gifts etc. to the dealers UAE and export.

• Coordinating with Order Mgt. and Warehouse for sending and receiving of marketing items.

• Handling media evaluation – advertisement, yearly overview, circulation of magazine.

• Maintaining folder of the product videos.

• Assisting the marketing manager and supporting the marketing activities.

• Assisting with the production of marketing materials.

• Providing support for marketing events and exhibitions as required.

• Assist in Managing events, booking venues and ordering marketing materials.

As Admin/HR coordinator:-

• Quotation collection, Preparing and follow up of LPOs with suppliers.

• Managing inventory of assets and supplies, monitoring level of stocks, sourcing for suppliers and submitting invoices.

• Stocking and in charge of Office supplies- spreadsheet maintained.

• Staff list and employee information.

• Receiving of materials, signing of DO’s and invoices, matching with LPOs.

• Checking the Invoices.

• Sending and receiving check.

• Collecting and sorting CVs, and arranging interviews.

• Support HR in the hiring procedure.

• Assist during orientation programs.

• Sending wishes, cards, flowers and gifts on weddings, birthdays and newborns etc.

As Sales Coordinator:-

• Customer database- Maintaining each sales person’s contact detail, updating it time to time- scanning visiting cards.

• Corresponding on behalf of the sales department.

• Compiling videos of various products/machines new and old.

• Preparing digital copies of the PDF files of the machines.

• Checking Sales email- forwarding and replying on behalf of the sales department.

• Take care of range of Product Catalogue for sales department.

• Arranging corporate gifts.

• Support during Sales events and meeting, both indoor and outdoor.

• Sending invitation.

• Booking hotel, reservation of restaurant and venue for events.

• Meeting arrangements.

As Front Office Receptionist:-

• Handling Telephone System (receiving, screening calls, transferring calls, taking down the message and passing it on to the department/staff member), maintaining telephone log.

• Customer Service-Meeting and Greeting the Customers, Visitors and company Guest, providing refreshment, information on company product, directing them to appropriate contact.

• Scanning, copying, faxing, binding, laminating and printing.

• Checking the company emails at regular basis, forwarding them to the relevant department/person.

• Dispatch of the posts using Franking machine, distribution of posts.

• Responsible for courier service- maintaining log book inbound and outbound non-document/document, filing of receipts.

• Taking care of the Reception area- cleanliness, display items, leaflet holder, visitor log book, running of new company/product video, and updating of notice board etc.

• Ordering IT supplies, stationery and grocery items, collecting quotations, preparing LPOs.

• Circulation of internal notices & memos.

• Visitor book- pictures, comments and signatures.

• Staff movement book- time sheet for out of office task.

• Gate-pass for the Visitors/Guests.

• Arrange the Meeting/Conference room for various meetings and gatherings.

EDUCATION

ACADEMIC

Bachelor of Arts - 2005

Masters in Sociology (incomplete)

TECHNICAL SKILLS

Diploma in Computer Science

Diploma in Computer Application

Diploma in Secretarial Practice Year

CONTACT DETAILS

MOBILE: 646-***-****

EMAIL: ac8i2b@r.postjobfree.com

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