Admin Secretary with Document Control integrations
Name: Prakash Nair
Year of birth: 1965
Current Location: Mumbai, India
To work as Admin Secretary expert at a progressive workplace where I can effectively and efficiently contribute with my knowledge, expertise and ~25+ years of international domain / work experience, including at large enterprises in Saudi Arabia & Bahrain; towards the success of any challenging or demanding project / tasks / roles & responsibilities that will be assigned or delegated to me.
-Accomplished successful projects as Senior Secretary in India, Saudi Arabia & Bahrain with 25 years of multi-industrial experience in Procurement, Marketing, Administration & Secretarial practice and also as a Document Controller.
-Technical Skills: Shorthand Typing
-Functional Skills : Strong abilities in Correspondence Writing; In-depth knowledge and expertise in Minutes of Meetings, Schedule preparation
-Electronic Dairy Management
-Organizing MIS documents.
-Arranging for Meetings, Taking Minutes of Meeting.
-Academically, holds a Graduation &Under Graduation in Science discipline.
-Travel Arrangements/ Visa Arrangements
Order Processing &Tracking
Purchase Order Management
Knowledge in Inventory Management
RFI, RFP, evaluation, negotiation, agreement, call-offs
(2017 to 2018) SAP FICO Document Controller, Haji Hassan Group, Bahrain)
Integral resource ofan implementation and roll-out project, as Document Controller
Involved deeply withdiverse aspects of integration of the project
Multi-tasking successfully, in sync with multiple teams
Utilizing past knowledge and experience of Executive Secretary
Act as a Document Controller, Lead Admin Support, and a central point of contact
Keep official confidential records and executes administrative policies determined by or in conjunction with other officials
Supervise the manager’s calendar and independently schedules appointments
Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance
Screen and respond with discretion to often highly confidential enquiries
Plan, organize, and schedule own workload so that all activities are completed accurately and on time
Perform other tasks using independent judgment and discretion
Partake in broader projects contributing to the overall strategy
from various domains and verticals, consulting the client withbest business practices and mapping those business requirements to SAP functions
Extending post-implementation support experience
(2010 - 2015)Administrative Secretary, Archirodon Construction Co., Saudi Arabia
Acted as communication liaison with parent company
Prepared daily reports for Management
Facilitated integration of company into culture of new parent company, including policies, systems, and personnel
Coordinated employee transitions associated with location closure
Managed logistics for mid-level executives during the confidential phase of shutdown
Manage and develop the existing and potential supplier pool and update the Approved Vendor List
Search for new potential suppliers, develop and set up a supplier data base
Administrative duties of Personnel department.: time sheet, manpower status, equipment status, daily production report, employee travel
Submission of daily/weekly/monthly progress report to client and consultant
Process in-coming mail; open, stamp, sort for priorities
Visited regularly to the site/plant to closely monitor in role as “Secretary Harmonization Expert”.
(1997-2009) Executive Secretary, Indus Engineering Ltd.
Directly reported to the Chairman and CEO, President, and the Executive Leadership Team
Registered vehicles, maintained insurance policies, and dealt with insurance agents regarding coverage
Preparation, submission, and follow-up of comparative statements, Quotation, B.O.Q to Government Department
Was responsible for resource allocation, review progress of the project on a daily basis, together with the team, to ensure timely delivery of project deliverables
Order follow-ups, price negotiations with suppliers and local freight forwarders etc.
Effectively managed direct reports; prioritized tasks, processed weekly payroll sign-off, and completed annual evaluations
Successfully handled all arrangements for the Quarterly Corporate Board Meeting.
Compiling of Board of Directors books, complex corporate reports including weekly Chairman's Reports, and organization chart for the corporation
Prepared extensive PowerPoint presentations for presentation to customers, staff, and Board of Directors
Resolved various queries from buyers and suppliers on a daily basis and also provided efficient and timely solutions to complex queries
Completed all client assigned tasks / trainings/SOPs on time
(1990-1996) Secretary to Executive Director, J.B. Boda Insurance & Marine Surveyors Pvt.Ltd.
Self-correspondence with the concerned personnel
Conducted Austerity Measures of time management and other records
Maintained Inter Department/ Branch coordination
Provided administrative support to President/CEO and executive officers
Planned logistics for executive travel and scheduling, meetings, conferences, and special
Handled AP activities to clear defective invoices
Coordinated day-to-day operations of the office, including: mail, phones, visitors, expenses, catering, and supplies.
Managed special projects as assigned by the President
Solely responsible for the coordination of Board of Directors meeting, including
presentations, travel, facility.
Acted as communication liaison with parent company.
Facilitated integration of company into culture of new parent company, including
policies, systems and personnel
Special Recognition: Awarded I rank in English Business Communication Skills by the In house training wing of J.B.Boda Group of Companies.
(1989-1990)Sr. Executive Secretary, Envirocare Labs Pvt.Ltd, Mumbai
Preparation, presentation & submission of Project Reports.
Processed 20-30 invoices monthly. Paid monthly vouchers for travel and sales
Improved invoice payment time 90% by tracking through A/P system and following up with approvers
Assumed responsibility for expense tracking database. Initiated and forwarded work requests
Added modules and actions, and distributed weekly activity report to relationship management team
Assisted in updating and administering emergency evacuation procedures, and safety guidelines
(1982-1989) Steno-Secretary, Aries Agro-Vet Industries, Mumbai
Prepared general correspondences, memorandums, reports, schedules, etc.
Maintained appointment calendar, scheduled video conferences and meetings
Reviewed a variety of data for accuracy to established standards and procedures
Developed Power Point Presentations for executive meetings
Initiated marketing concepts and ideas by creating graphic designs utilized for public display
Created a network database for improving the efficiency of corporate infrastructure
Undergraduate Studies: 1980-1982 Calicut University - Kerala India
-Bachelor’s ofBusiness Administration, Osmania University, Hyderabad, India
100/80 words per minute speed in English Shorthand/ Typing
1st Rank holder in Business Communication Skills in English examination conducted by the in-house training wing of J.B.Boda & Company Pte. Ltd, Bombay.