Administration, Secretarial, HR, PRO, ISO, MS Office, Procurement
Resume:
RESUME
Career Objective:
Seeking an Administrator/HR Officer/PRO/Executive Assistant position to utilize the skills and experience gained supporting high-level executives for 10+ years. Career Summary:
Possess experience in Administration of any type of business like Commercial Establishments, Manufacturing Industries, Consultancies, Universities. Effectively handled various roles like Administrator, Executive Secretary, HR Officer, Public Relations Officer, Document Controller, Sales Coordinator, Procurement Executive, Telemarketing Executive, Stenographer.
WORK EXPERIENCE:
(1) DISI LLC
Industry : Civil Sub-Contractors
Position : Administrator / HR Executive / PRO
Duration : April 2018 – Dec 2019 (1.9 yrs)
10
Key Responsibilities:
• Manage/process incoming and outgoing communications - letters, emails, Invoices, delivery notes, Project Completion Certificates etc.
• Review & ensure proper implementation of established HR, Admin, ISO & relevant Office procedures.
• Manage/maintain employee database, personal files, general files.
• Maintain Employees & Labourers leave/vacation records, check eligibility
& book Air Tickets.
• Prepare letters & emails pertaining to Business related Clients and Consultants, Government Authorities, Inter Office Issues, Job Offers, Increments, Warnings, Terminations, Visa process, Office/Labour Camp Tenancy Contract related etc.
• Conduct Training for new employees & arrange trainings related to specific departmental requirements.
• Oversee all liaison activities, including coordinating with Government agencies for renewal of Trade Licenses, Civil Defense Certification, employment visas and all activities which needs coordination with Private & Government Agencies.
• Process payments of Fines (RTA, Dubai Police, Transport & other Government authorities).
• Renew Tenancy contracts, Employment visas, Emirates IDs, Labour Cards, Vehicle Service Contracts, Mulkiya/Registration cards, Vehicle Parking cards, Advertising Permits etc.
• Prepare documents and follow-up till Policies are renewed & issued pertaining to Medical, Vehicles, Property All Risks, Public Liability, Contractors All Risk, Workmenship Compensation.
• Negotiate with Vendors for procurement of Stationery, Vehicle hardwares/accessories, printing materials, Computer peripherals etc. SHABANA JABEEN
INDIAN
adbglx@r.postjobfree.com
VISA STATUS:
Residence Visa
Valid until 10-01-2020
PASSPORT DETAILS:
Passport No. L 5986225
Valid until 31-10-2023
WORK EXPERIENCE:
Dubai – 5.7 years
India – 11.8 years
CORE COMPETENCES:
Office Administration
Secretarial skills
HR skills
Public Relations
Organizational capability
Sales Coordination
Project Coordination
Documents Controlling
Self-correspondence
Planning
Time management
Negotiation skills
Analytical skills
Market/Product Research
Recruitment
Cost controlling
ISO implementation
MS Office
EDUCATION:
Bachelor of Arts
Executive MBA (HRM)
From Karnataka State Open
University, Mysore, Karnataka.
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• Coordinate with Factory-in-Charge, Foremen of Sites and factory regarding labourers issues.
• Fill & submit Online/manual Prequalification Forms, along with all relevant documents required by the Client.
• Organize Official get-together and other events.
• Track vehicles and alert drivers in case of misuse of vehicles.
• Prepare Overtime Statements of Site labourers and Drivers.
• Resolve issues related to Office Landline Connections, fax, Office SIMs, Internet connections & process for bills payment (DU and ETISALAT)
• Negotiate and finalize AMCs of Office Automations at head office and factory.
• Place Ads in leading websites and recruit candidates.
• Handle all procedures of new employees from the date of joining (Offer letter, Orientation, assigning job profile etc.,)
• Process Exit Interview, take possession of vehicles, laptops & company provided items when employee is proceeding for vacation or exiting the company.
• Visit Government Offices – MOL, TASHEEL, MOID, Police Station in case of unresolved Government Service related issues.
• Prepare documents and liaise with Advocates regarding Cheque bounced cases & legal issues.
• All other general tasks related to HR, Admin & Public Relations.
(2) GOLDLINE CONTRACTING LLC
Industry : Construction Company
Position : Administrator
Duration : June 2014 – March 2018 (3.10 yrs)
Key Responsibilities:
• Provide a full range of secretarial services to the Director and AGM from prioritizing calls, drafting emails, letters, Circulars, Inter Office Memos, Scanning documents, faxing.
• Schedule, organize and coordinate meetings for the Director, AGM and Estimations Manager with Clients, Consultants, Civil/MEP Sub-Contractors, Suppliers.
• Monitor incoming & outgoing correspondence, Tender documents – prioritize & dealt issues independently where required.
• Prepare & update priority list of tasks related to ongoing projects and Tenders, and initiate action as per the list.
• Provide Administrative services to the Estimation Manager and departmental staff.
• Complete Tender Prequalification requests, expression of interest, Tender Invitation confirmation, tender Invitation regret, tender time extension, pre and post tender correspondences to Client/Consultant etc.
• Prepare Prequalification Documents and submit with all the relevant details/documents to the Client.
• Enquire with the Consultants / Clients Office to ensure the tender documents are ready for collection, request for location map & arrange driver to collect the Tender documents.
• Arrange to collect all the Tender Circulars, addendum and all related documents, drawings and update the soft and hard copies of the Estimation Department.
• Assist Estimation department to compile all the Technical and Commercial requirements for the tender and make arrangements to submit before the tender closing time and date.
• Circulate information about the awarded projects to all the Sites and concerned departments.
• Prepare checklist of the documents to be processed/collected pertaining to the awarded projects.
• Liaise with the Consultant Office to process Original Contract & Tender documents of awarded projects for required signatures & maintain a set of Original Contract/Tender documents for records.
• Send Inquiries to the Sub-Contractors along with the drawings and follow-up for quotations for the project related works. Prepare summary of quotations and process for finalization. Page 3 of 5
• Collect Prequalification documents from the Sub-Contractors and update database of Sub-Contractors regularly.
• Prepare drafts of Contracts, Subcontracts, Letter of Indents, Variation Orders etc.
• Maintain record for issue and collection of Contracts, Subcontracts, Letter of Indents and Variation Orders.
• Maintain/process project related forms, documents, Architectural/Structural/MEP drawings, BOQs, Specifications, Submittals and Transmittals etc.
• Maintain and control all the documents related to Completed, Ongoing and Upcoming projects, Civil & MEP Sub-Contractors, Clients, Consultants, Interim Valuations, Payment Certificates, Tender submissions, Inquiries, Quotations, Variations, MOMs etc., and ensure proper retrieval of the same.
• Maintain hard/soft copies of projects drawings.
• Track progress of Ongoing Projects and update relevant information when required.
• Effectively communicate with Clients, Consultants, Architects, Engineers, Subcontractor and Suppliers, and process project related issues and follow-up on their requests/queries in a timely manner to ensure potential issues are quickly resolved.
• Coordinate with Project Managers for weekly progress reports, Interim Valuations, Payment Certificates, Subcontractor Submittals, Shop drawings & MOM of Site meetings.
• Assist Project Managers to prepare and organize project closeout documents, such as O&Ms, Warranty Certificates, As-built drawings, ensure items are complete as necessary.
• Prepare and maintain documents for projects on hold due to legal issues. Coordinate with the Legal Advisor and process submission of legal documents.
• Coordinate with MEP department for MEP Sub-Contractors Contract Agreements.
• Coordinate with Procurement division for Local Suppliers documents/information.
• Place Ads in leading newspapers and Job websites for recruitment of Site Personnel, thereby Scheduling Interviews and liaising with HR department for further processing of selected candidates.
• Actively involved in ISO Audits and ensure that the documents are prepared and processed as per Organizational Policies & ISO procedures.
(3) IFIM BUSINESS SCHOOL
Industry : Education
Position : (1) Secretary to the Registrar & Dean (2) Academic Officer Duration : December 2011 – May 2013 (1. 5 yrs)
Key Responsibilities:
• Responsible for Preparing & Managing: Academic Calendar, Time table, Students’ Registration formalities, Allocation of Classrooms, Registration Numbers, Classroom batches, Students’ Attendance records, Faculty Feedback process, Custodian of all Examination materials/documents, Conduct of Mid Term Examinations, End Term Examinations, Re-examinations, Supervision of all Examinations, Invigilation, Evaluations, Verification of Answer Sheets, Result declaration, handle & solve Malpractice issues, Tabulation of TGPA/CGPA, Printing, Verifying & issuing Transcripts, Monitor Students’ performance, Process & guide Students for IIP (Industry Internship program) and Dissertation and all Convocation related formalities.
• Monitor incoming & outgoing correspondence – prioritize & dealt student issues independently.
• Prepare & circulate inter-office memos, circulars, notices to Staff, Students & faculty.
• Ensure that the documents are prepared and processed as per Organizational Policies & ISO procedures.
• Organize Area Chair meetings and faculty meetings, Circulate agenda & prepare minutes of the meeting. Prepare presentations during Admissions process and meetings.
• Maintain Students’ records and Departmental files in a systematic manner.
• Prepare and maintain budget figures and control the departmental expenses.
• Coordinate with vendors for printing & dispatch of Stationery items. Page 4 of 5
• Liaise with Area Chairs, Faculty & Administrators during Examinations, Accreditations, Seminars, Trainings, Workshops, Guest Lectures, Audit, Accreditations.
• Monitor students’ academic status, analyze progress reports, identify current and potential areas to be addressed and refer them for appropriate action.
• Check faculty punctuality and update relevant information of classes conducted/missed.
• Respond to enquiries received from faculty, staff, students, parents for academic related information.
• Provide relevant data for policy formulation in case of Syllabus, Course catalogues, Exam manuals, Faculty hand book, Student hand book.
• Prepare QMS for Registrar’s Office and ensure that the documents are prepared and processed as per Institutional Policies & ISO procedures.
(4) ALLIANCE BUSINESS SCHOOL / ALLIANCE UNIVERSITY Industry : Education
Position : (1) Secretary to the Executive Director (2) Officer-Examinations & Evaluations Duration : October 2003 – December 2011 (8 yrs)
Key Responsibilities: Same as mentioned above in IFIM BUSINESS SCHOOL.
(5) PRAXAIR INDIA (P) LIMITED
Industry : Industrial & Medical Gas manufacturer
Position : Receptionist / Sales Executive
Duration : April 2003 – June 2003 (3 months)
Key Responsibilities:
• Manage high volume phone calls.
• Control flow of in-coming and out-going correspondence
• Provide excellent customer service as per company policy and procedures
• Resolve customer queries promptly, within company guidelines, before escalating to higher level if necessary.
• Carry out extensive typing activities with efficiency such as Sales Reports, Invoices, purchase orders etc.,
• Maintain an up to date knowledge of personnel and procedures.
• Order office supplies for the entire department .
• Organize and maintain office files in a systematic manner.
(6) VIKRANT TYRES LIMITED
Industry : Automotive
Position : Secretary to the Vice-President (Marketing & Sales) Duration : May 1999 – May 2001 (2 yrs)
Key Responsibilities:
• Provide a full range of secretarial services in a prompt, accurate and systematic manner.
• Organize appointments between the Vice-President, Regional Managers, Sales Managers and customers.
• Schedule and update all business and operations related appointments in order to plan and execute daily work schedule efficiently and systematically.
• Schedule, organize and co-coordinate meetings: prepare, circulate agenda and the minutes of the meeting.
• Make arrangement for traveling (for Vice-President, Regional & Sales Managers)
• Type/dispatch Memos, sales reports & other correspondence to head office and branches.
• Maintain the records and filing system in a systematic manner in order to facilitate the efficient storage and retrieval of information as and when required.
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Certification Courses
• Junior & Senior English Typewriting Course (1990 – 1991)
• Speed Test in English Typewriting (1991)
• Junior, Intermediate & Senior English Shorthand Course (1991 – 1992)
• Speed Test in English Shorthand (1992)
• Certificate in Office Computing - MS Office (1997)
• Supersonic Computer Touch Typing Course (2001)
Personal Information
• Marital Status : Single
• Father’s Name : Mohammed Zaheer (Late)
• Mother’s Name : Mymunnisa (Late)
• Nationality : Indian
• Religion : Islam
• Caste : Muslim
• Mother Tongue : Urdu
• Language Proficiency : English, Hindi, Kannada
• Address(India) : No.28/1, BTM Layout 1st Stage
Bangalore – 560 029
Karnataka, India.
References
• Available upon request.
Declaration
• I hereby declare that the information furnished above is true to the best of my knowledge.
(SHABANA JABEEN)
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