Administrative Assistant Manager

Nationality:

INDIAN

Career Profile:

I have more than 27 years’ experience in GULF. My career as Personal Secretary started in Oman where I spent 5 years in Muscat and then moved to Sharjah - UAE for another 3 years with Union National Bank, working as an Administrative Clerk. I moved to Qatar in 2001 and joined Qatar Airways temporarily for 3 months and then joined Qatar Petroleum as Administrative Clerk in Contract Department. Later was transferred to ASTAD as Senior Admin. Assistant.

Date of Birth

19.11.1966

Languages:

ENGLISH

HINDI

MALAYALAM

Academic Qualifications:

B.COM graduate from Bombay University

Management course from Bombay University

Diploma in Private Secretary Course

Courses / Seminars / Trainings / Workshops / Professional Memberships

Office Administrative Skills

Have attended various Workshops and courses.

Summary Professional Experience:

Very thorough on regularly used MS office Packages viz., Word, Excel, Power Point, Outlook,

SAP – Updating Performance bonds, insurances & Work Change Request. Extracting various reports from SAP.

Work History:

Year & Position/Title

ASTAD, Doha, Qatar ( 01.09.2009 – TILL DATE)

Working as Senior Administrative Assistant with ASTAD – Contracts Department, dealing with issue of Tender/Contracts, Variations, GTC submissions, Letter of Award, Performance Bond, Insurance etc.

Coordinating all GTC submissions – for all clients with minimum delays.

Follow up with GTC regarding the submissions and coordinating with them for any clarifications.

All original documents forwarded to respective clients under transmittal.

Responsible for issuing the tenders to tenderers and faxing LOA to contractor and arrange for signatures.

Update Tender Bonds, Performance bonds and insurances for all the projects in SAP.

Sending reminder faxes for renewing the performance bonds and insurances.

Create an updated log for Performance Bonds, Insurances, Advance Payment Guarantees & Retention Bond.

Responsible for sending the Original Performance Bonds to QP Finance under transmittal for all Clients.

Issuing of Contract Documents on time, printing stamping and copying for distribution internally and to the clients under transmittal.

Circulation of Variations for all clients, arranging for the Contractor/Consultants Signature on the variations.

Preparation of faxes and covering letter for both signing and retention of the variations for all clients.

Circulating the Statement of Final Account and getting signatures and circulation and sent for retention and to the clients.

Carrying on the efiling for all the concerned work carried out as per the contracts.

Maintaining the original GTC submissions.

Maintaining the Contract Documents soft copies in efiling.

Coordinating with all concerned and carry out the Archiving for the department.

Updating SAP with SFA, DC, CC to reflect the status of the contract in SAP.

Maintaining the list of Contracts updating regularly with every variation and the Contract value.

Worked as focal point with QF for Contracts Core team by maintaining log for all incoming and outgoing letters. Sending the updated log to the document controller. Answering to the queries for the pending letter status. Coordinating the submissions, Variation’s and VO with QF for printing and onward circulation to PD.

Qatar Petroleum, Doha, Qatar (01.08. 2002 – 31.08.2009)

Worked as Administrative Assistant till 2007 – Contracts Department – typing Tenders/Contracts and other office letters, memos and emails.

Carryout, maintain the projects related documents filing system in an efficient and easy retrievable manner strictly and as guided by the Project Coordinator.

Collect and dispatch various types of projects related documents internal and external between various Engineering Consultants, Site Offices and end-user requirements.

Assist in expediting of project documentations for distribution as and when required.

Arrange archiving and/or disposal of documents. (construction/materials related) as and when required.

Carry out assigned clerical/secretarial duties including typing memorandum, business letters and transmittal.

Promoted to Senior Administrative Assistant July 2008.

Union National Bank, Sharjah, UAE (01.08.1998 - 01.07.2001)

Worked as Administrative Assistant/ cum Secretary

Typing out standard letters to customers, sending faxes and emails. Preparing reports.

maintain the documents filing system in an efficient and easy retrievable manner.

Carry out assigned clerical/secretarial duties including typing memorandum, business letters and transmittal.

African & Eastern LLC, Muscat, Oman ( 01.11.1992 – 01.08.1997)

Worked as Executive Secretary to the Operations Manager, (A Unilever Group Company).

Carryout, maintain the documents filing system in an efficient and easy retrievable manner.

Carry out assigned clerical/secretarial duties including typing memorandum, business letters and transmittal.

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