S. Shukrulla

**, *.*. *** **. Sathyamangalam ****01.

Tamilnadu State INDIA

Mob Ph: +91-801*******

ad3l4x@r.postjobfree.com

Nationality: Indian Religion: Islam Maritial Status: Married DOB 1972

Education:

Office Management Administration (Britain)

Shorthand English 1st Class (120 Words per Minute)

Typewriting English / Tamil Senior Grade (60 Words Perminute)

Computer Diploma Course

Hindi (Prathmic)

Computer Skills : Unix, FoxPro, Database, PRIMAVERA, Microsoft Office (Windows 2000, Word 2000, Power Point, Excel, Photo Shop, Coral Draw, Scanning, Internet, Microsoft Outlook, Cardscan 500, Business Travel & TNT, DHL, ARAMAX Tools

Other Skills : Fax Operation, Electronic Typewriter, Spiral Binding, Rotomat, Good teaching

& presentation skills, Good command in English, Indian / Saudi Driving License

Languages Known: English, Tamil, Arabic, Urdu, Hindi, fluently read, write, speak & other languages.

Capabilities: Ability to manage a team of people and co-ordinate with inter departments. Liason with clients, colleagues, Assistants and Senior Officers. Strong Communication skills in English, Tamil, Hindi, Urdu, Arabic and Arabic. Ability to identify deficiencies and develop systems and procedures, handle high pressurized situations and deadlines.

Experience Details:

1 June 1989 to 29 june 1995: SAI TIMES PVT. LTD, Sathyamangalam, Tamil Nadu, India as “Secretary” All the administrative jobs. Scheduling appointments. Attending telephone calls & Fax operation. Taking dictations & drafting letters. Document controlling. Other daily routine Administration Works.

27 Dec 1995 – 28 sept 2003: Saudi Strategic Storage Program Head Office (Ministry of Defense & Aviation)

Riyadh, Kingdom of Saudi Arabia

Position : “ Secretary” Plus in Addition as : “Excavation Controller”

The mission is to ensure that all personnel within my department / Wing stops work, quickly secures their work area along with their personnel belongings and then proceeds out of the Department / Wing on the designated Emergency escape route to assembly check point area (out of the office). . Once all the employees moved out of the Department / Wing on the Emergency escape systematically checked Department / Wing to ensure no employee has been left behind and whether all the electric equipment’s, are shut down. On completion of the check make the way to reception desk to report to the security & Safety department that Department / Wing is clear of all personnel.

2 dec 2004 – 27 Dec 2005: Siemens LLC, P.O. Box 2154, Dubai Internet City, Dubai. U.A.E.,

Position : Executive Secretary to the Regional Director

5 jan 2006 – 30 july2007: Good Shepherd International School, Ottacamund, Nilgiris INDIA

Position Office Manager & Admin Co-ordinator

1 may 2008_30 June 2021: TMA HOSPITAL Admiinistration

Department with whom worked

Engineering, Contract, Quality Assurance, Scheduling & Estimating, Documentation Section, Central Archive, SSSP Head Office, Riyadh, Jeddah, Medinah. Executive Secretary in SIEMENS, Dubai, UAE, Good Shephered International School, as Office Manager & Admin Co-ordinator

Job Description

* Recording all incoming and outgoing documents letters, Transmittals, Specifications, Data Sheets,

Studies, Reports, Daily Inspection Activity Reports, Weekly / Monthly Reports, Minutes of

Meeting, General Memos, Arabic Correspondence, Site Queries, Drawings, photo Slides etc, in the

computer system by giving number which allows tractability and tracking within the Unix and

FoxPro program.

* Giving the proper Reference Numbers to all the outgoing documents to the Head Office, Contractor

ABV RG & Saudi Aramco.

* To ensure whether all the documents received from SSSP Head Office, ABV RG, Saudi Aramco

are stamped (if required) filed and forwarded to the Site Manager for Action.

* All the documents kept secured and to restrict access by recording all issued by documentation.

* Scheduling appointments for the visitors.

* Coordination with various Departments / Sections for the preparation of letters, transmittals,

Weekly / Monthly Reports, Photo documentation & Monthly Progress Reports.

* Preparation of daily inspection reports & site visit requests.

* All Incoming and outgoing Fax operations and typing letters of all sections.

* Worked as “Document Controller” in the Master Archive system.

* To update and keep the print out ready every week..

* Word-Process all general correspondence, copies of the letter to the concern Depts / Sects

as well as to the document to keep in safe.

* Scanning letters, Photocopy and collate documents.

* Making slides for presentation to the meeting

* Preparing Site visit arrangement for Director General and other higher officials, visitors

* Arranging accommodation, Reservations, Access to all areas in the tunnels and restricted areas. .

* Arranging the meeting hall with all the necessary office supplies and concern documents related to

the meeting and consumable items if necessary.

* Projector & slides for the presentation.

* Follow-up all the Site Visit requests, Access Authorization, Renewal applications, Change of

Access letters of the Security department whether they are signed properly for all the employees of

Contractors ABV Rock Group & Sub-Contractors

* Coordinating with the Head office for the Air tickets to all staff.

* Arranging Transportation and the Air tickets to the staff of all the Departments and Sections during

their vacations and deputation to their destinations. To follow-up & ensure that their passports have

been stamped properly exit re-entry visas with the personnel department.

* Preparing Confidential / Non-confidential DHL mails to the Head office, Other sites and other

departments and ministries in the proper channel.

* Co-ordinating with the Managers, Sections Heads preparing the Minutes of Meeting to be ensured

that necessary copies distributed to all the Sections Heads & Staff.

* Preparing meetings schedules and confirm that all the higher officials get their copy of the minutes

remind them on time.

* Procurement office supplies.

* Consumable items for the office Daily / Monthly basis.

* Coordinating with the Maintenance Department to make arrangements of office, necessary

equipments, repairs of vehicles & maintenance.

* Telephone extensions with help of telecommunication department by placing job orders.

General Administrative and logistics work.

Order processing for customers and working with supply chain personnel.

Business Trip planning and coordination for team personnel, claims from statement of expenses computer travel tool knowledge.

Arranging visas, international hotels, conference rooms, trvel tickets, claiming statement of expenses

Daily routine work & carry out any other task assigned by the Departments / Sections.

Managing the sales team helping on day to day sales activities.

Supporting the Managing Director for the company responsible for keeping all official records and executing all necessary administrative & secretarial functions.

Able to instill vision to achieve company goals while maintaining total customer satisfaction through total Quality management. Succssful in creating and implementing strategic plans, and innovative methologies to meet short term and longterm objectives.

Performed any reasonable task given by Finance, Accunts & Administration Manager

Incharge`of Hotel bookings for our companys out of Town or out of Countrys guests

In charge of Travel.

Maintaining the confidentiality of all organizatino data and correspondences.

Responsible for typing our local purchase orders for the suppliers and travels agencies. Procesing all supplier and customer invoices.

Performs all administrative work and some HR paper works as well as accounts paper work.

Responsible for presentation of all office correspondence, memorandums and personal letters made by the managers and stafff internally and externally. Maintain logbook of facsimile messages.

To liaise with respective vendors for service problems related to office automation products such as telephone, fax, copier etc.,

Provide support to Personnel Administrator / Human Resources Director in the areas of new employees in processing, personnel file preparation and its maintenance, personnel occurences reports, completion of personnel transaction forms. In and out processing formalities, maintenance and distribution of data to various department managers. Responsible for maintain all confidential matters including performance appriasals, merit increase, out of cycle merit increase and its financial implementation. Responsible for rprocessing the weekly pay roll / time sheets for American and third country national employees asigned to different department / Sections. Was responsible for purchasing formalities to include preparation of comparative statement, preparation of accept / reject orders, making supply orders and all other related routine works. Responsible and custodian of all Service Records, all confidential files and all confidential reports of all the employees in that office.

Office Manager

Maintaining the Records of Students, ((IGCSE, ICSE, AICE, ISC, IB curriculum), Hotel Management, finishing school for girls, Staff, Kitchen Staff, Managers, Admin, drivers, Dorm Nurses, etc and all.

Coordinating with the admission with the parents for the admission like enquiry, Payment, admission Call letters for entrance exam, Admission Confirmation letters, Roll Nos Allotted letters, Visa letters to enter into the country for study purpose.

Coordinating with the Acounts for the payment and admission procedures and all staff salary.

Keep tracking of the attendance, Leave Application, Compensatory application, Vehicle maintenance,.

Issuing bonafide certificates for all the students, Issuing the TCs at the end of the acadamic year getting counter signature from New Delhi and sending the originals to the parents and filing done properly

staffs releiving upon their request clearing their dues coordinating with all the departments.

Arranging the Dormatries for Girls and Boys in the School, clothing, etc.

Replying the emails to all the parents, agents, Travel agents and other concern departments.

Coordinating with the Travel Section for all the students to fly their destinations and arranging the transports with the escorts.

Issuing Circulars to the Institution and parents on the order of the Management.

Coordinating with the despatch that whether all the Circulars, TC’s Letters, Fax, Prospectus for all the courses etc has reached through DHL couriers, Registered Post, Email..

Admin Coordinator

Processing of Business, Visit, Residence, Visa Slips, Family Visas, Labour Office, Immigration, Work Permits, Customs, coordinating with HR and other departments. Vehicle Registration, Insurance, GCC letters, License LV, HV and Medium, Acident cases, Sale of Vehicles, Transport, Alloting Fleet Nos with the Traffic Department, Air Travel Arrangements, Hotel bookings, with the travel agencies., Keep tracking with the computers and filing. Arabic Correspondence, Gosi, Employment, etc. Controlling the admin office with centeralised admin office for 15 companies for over 10,000 employees. Reporting to the directors. And other government Offices Chamber of commerce, Immigration office, Airport, etc with the company related matters.

Schedule meetings Arrange domestic and overseas travel itinerary and meetings

Manage speaking engagements

Manage Board contact and Liaison

Manage Advisory Council contact and Liaison

Manage Board and Executive Committee meetings

Manage and track correspondence/ contact with donors

Maintain expense reports, handle reimbursements

Manage special events as needed

Manage internal meeting between management team and CEO

Preparation of CEO monthly, weekly and daily calendars

Organization and filing of correspondences

Prepare Minutes of management meetings

Payment of extra-office bills (driver, food, personal items, etc)

Preparation of Daily News Briefs.

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