Secretary / Document Controller
Resume:
TAYYAB AHMAD
Mobile UAE
Mobile PAK
:
:
+971 (55) 695 1808
E-mail:
Status:
************@*****.***
Employment Visa (KEO Intl. Consultants)
LinkedIn : https://www.linkedin.com/in/tayyab-ahmad-40510263 OBJECTIVE:
To achieve a venerable position in administration / management field where I can utilize my knowledge, skills and experience to contribute to the prosperity of the organization and augment my career. CAREER SNAPSHOT:
I am MBA graduate with 15 years of experience as Project Secretary/ Document Controller/ Administrator/ Office Manager. Highly motivated, organized and handle/manage day to day administrative and secretarial tasks. Maintain effective DMS in accordance with company archiving procedures and ISO Standards. Handle and prioritize work activities, planning & coordinating, scheduling appointments and office supplies management. Proficient in the use of Aconex, EDMS, CMS, DARCOM, SharePoint and Microsoft Office. SKILLS & STRENGTHS:
15 years of experience in Administration / management field.
Computer Literacy and MS Office (Word, Excel, PowerPoint, Outlook, Aconex, Darcom, SharePoint).
I conform myself according to job requirement & adjust with working environment.
Secretarial Support Records Management Office Administration/Management
Document Management EDMS Planning & Coordination
Analytical Skills Interpersonal Skills Focus on Continuous Improvement
Organizational Skills Communication Skills Confidentiality of Information
Problem Solving Creative & Proactive Work Prioritization
Customer Services New Employee Training Supervise & Lead the Team
Time Management Human Resources Multi-tasking & Detail-Oriented
Adapt New Technologies Office Equipment’s Appointments / Scheduling ACHIEVEMENTS:
Certificate of Appreciation (twice) from ALDAR Properties PJSC, Abu Dhabi UAE
Letter of Appreciation from Spark Building Contracting LLC, Abu Dhabi UAE
Set-up In-House Document System “CMS” Content Management System, and establish & maintain effective filing and archiving system at Spark Building Contracting LLC, Abu Dhabi UAE
Letter of Appreciation from OGER Dubai, Dubai UAE
Certificate of Appreciation from Gulzari Associates, Islamabad Pakistan ACADEMIC STATUS:
Master of Business Administration (MBA) – 2007 – Degree attested by UAE & Pakistan Institutions COMSATS Institute of Information Technology (CIIT), Islamabad, PAKISTAN
Bachelor of Commerce (B.Com) – 2004 – Degree attested by UAE & Pakistan Institutions Punjab University, Lahore, PAKISTAN
Tayyab Ahmad (Page 2 of 6)
IT SKILLS:
MS Office Applications, SharePoint File Sharing via FTPs, WeTransfer, DropBox
EDMS: Aconex, Darcom, Team Binder, CMS English, Urdu and Arabic Typing PERSONAL INFO:
Father's Name: Muhammad Sadiq Date of Birth: 05-OCT-1984
Nationality: Pakistani Passport No.: LW 1154753
Religion: Islam (Muslim) PP Issue Date: 31-JUL-2017
Marital Status: Married PP Exp. Date: 30-JUL-2027 PROFESSIONAL EXPERIENCE 15 YEARS
Position : Document Controller (Infrastructure Division) Duration : February 2019 – May 2020 [01 Years 04 Months] Company : KEO International Consultants, Abu Dhabi UAE Projects:
Consulting Engineering Design Services for Road Projects (On Call Basis), Abu Dhabi Client: Integrated Transport Centre (ITC)
Consultancy Services for Strengthening and Rehabilitation of Al Reem Island Bridge, Abu Dhabi Client: Bunya Enterprises LLC
Rahayel Area 9 MP Infra & Showroom Build, Abu Dhabi Client: ZonesCorp
DAS Island Residential Development Client: Bayati Architects
Metro Boulevard Framework Agreement, Abu Dhabi Client: MASDAR
Guggenheim Abu Dhabi – Traffic Impact Study Client: DCT, Abu Dhabi
Reporting to the Executive Director and provide administrative services and technical assistance to the projects teams and perform related duties as required.
Coordinate office management activities.
Prepare letters, memos and transmittals in English and Arabic languages according to the requirement.
Prepare reports, correspondences, statements and other documents by using word processing, spreadsheet, PowerPoint and Aconex (EDMS), SharePoint etc.
Prepare Invoices and Payment Applications/Certificates and submit to Clients.
Provide Support to Project Managers in compiling required documents (Forms, CV’s and Technical & Commercial Data) for client submissions.
Submission / dispatching of Proposals according to Clients requirements and keep record of opened and closed proposals via online log system.
Collate all project reports and arrange them for management review.
Maintain updated records of all approved documents and their distribution.
Follow-up with staff for E-Timesheets submissions on weekly basis.
Prepare confidential and sensitive documents and ensure confidentiality of information and records.
Receive Main Contracts and Sub-Consultants Contracts, LPO’s, scan and forward them to Legal Department via online system (SharePoint) and follow-up with Legal Team for approval of the contract and then obtain signature from the Company Appointed Signatory.
Ensure all correspondences regarding contractual matters are forwarded to management.
Coordinate travel arrangements; prepares itineraries and maintains travel vouchers and records. Tayyab Ahmad (Page 3 of 6)
Keep up-to date Document Master Log / Register for tracking of correspondence.
Responsible for receiving, circulating and recording all incoming and outgoing correspondence.
Prepare Filing Index & filing Logs to track the letters/correspondence manually & electronically.
Proper Filing, Labeling, assigning volumes according to the projects and by correspondence.
Ensuring sequential numbering system, Filing, Labeling, assigning Volumes according to the projects, category and correspondence.
Position : Secretary (PMCM Division)
Duration : March 2017 – January 2019 [01 Year 11 Months] Company
:
ALDAR Properties PJSC, Abu Dhabi UAE
Seconded by KEO International Consultants
Al Merief Development Project, Abu Dhabi – Infrastructure Works (Roads, Landscaping, Etc.)
Approved by Client (ALDAR) to work as Project Secretary.
Received Certificates of Appreciation (twice) in recognition of services provided to ALDAR Properties.
Reporting to Senior Vice President & Vice President of ALDAR at project.
Handle various projects on the direction of SVP & VP and completed all the assigned tasks.
Coordinate office management activities.
Determine matters of top priority and handle accordingly.
Deal with administrative queries and issues at all levels when necessary.
Manage and oversee administrative and organizational policies set by the company.
Meet & greet guests attending the office.
Arrange meeting room facilities, schedule meetings, prepare and circulate MOM.
Maintain executive’s agenda, assist in planning and scheduling appointments and meetings etc.
Prepare confidential and sensitive documents and ensure confidentiality of information and records.
Coordinate with Projects Consultants, Main Contractors and Sub-Contractors.
Analyzing, handling & circulating of all type of project documents via Aconex / DARCOM (online EDMS).
Prepare and generate correspondence, letters, transmittals, memos through DARCOM (Aldar In-house Document Management Software).
Receive Invoices from Consultants/ Contractors and process Payment Certificates to Finance Department.
Follow-up on payments and update the Invoices Register.
Collate all project reports and arrange them for management review: PDT Reports, Dashboard Reports, Work Permits, MIR Log, RFI Log, VO Log, Project Look Ahead Reports, Project Cost Report, NOC Reports, Daily, Weekly & Monthly Progress Report, Site Progress Pictures.
Maintain office supplies and operate office equipment.
Create and modify forms according to instructions and ensure all are complying accordingly and formats are being used adequately for correspondences, submittals, transmittals to clients, subcontractors and within divisions and departments.
Position : Secretary (PMCM Division)
Duration : August 2016 – February 2017 [07 Months] Company : KEO International Consultants, Abu Dhabi UAE Projects:
Lagoons District Phase-1, Abu Dhabi Client: TDIC, Abu Dhabi
Sparkle Tower Project, JBR Dubai Client: Tebyan Real Estate, Dubai Tayyab Ahmad (Page 4 of 6)
Determine matters of top priority and handle accordingly.
Deal with administrative queries and issues at all levels when necessary.
Schedule meetings, arrange meeting room facilities, prepare and circulate MOM.
Prepare letters, memos and transmittals in English and Arabic languages according to the requirement.
Prepare invoices, reports, correspondences, statements and other documents by using word processing, spreadsheet, PowerPoint and Aconex (EDMS).
Prepare, issue and follow-up on pending Invoices and Payment Applications/Certificates.
Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
Maintain electronic and paper records ensuring information is organized and easily accessible.
Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
Operate and maintain office equipment.
Position : Secretary / Lead Document Controller
Duration : July 2012 – July 2016 [4 Years 1 Month] Company
:
Spark Building Contracting LLC, Abu Dhabi UAE
(On-shore & Off-shore Operations Company)
I have successfully handled various projects of SBC with following clients and contractors;
ADCO GASCO Petrofac International Ltd.
ADGAS FERTIL Larsen & Toubro Ltd.
ADPC WRM ACC - Arabian Construction Company
MUSANADA BROUGE Essar Constructions Overseas Ltd.
ZADCO ADAC Hyundai Engineering & Construction Company
FEWA Punj Lloyd Ltd. China Petroleum Engineering & Construction Corporation Role as Executive Secretary
Perform special tasks assigned by GM & MD of the company.
Prepare correspondences, letters and emails.
Diary management, Travel arrangements and hotel bookings.
Arrange meeting room facilities, schedule meetings, minutes of meetings.
Registration & Prequalification’s with various companies and government bodies.
Familiar with Online Portals, and fill-out online provided forms for Registration.
Collate all reports from departments and arrange them for management review.
Projects Reports and HR Reports (Manpower, New Visas, Renewal of Visas, Job Offers Status, Etc.)
Maintain client relation & ensure customer satisfaction.
Prepare reports of Client Emails, follow-up on pending activities and forward to management.
Assist Tendering Section during Submission Stage (prequalification’s, technical & commercial submittals).
Provide trainings about Company System to Newly Hired Staff (Secretaries & Document Controllers). Role as Lead Document Controller
Supervising the daily activities of DC Team.
Assign tasks to Document Team and follow-up on pending activities.
Analyzing, handling & circulating all emails received on company domain sparkco.net.
Create Tender Enquiry Nos. and circulate emails to Tender Team.
Establish and implement new system & strategies as advised by the GM / MD.
Respond to daily requirements; Coordinate the flow of information both internally and externally.
Responsible for receiving, circulating and recording all incoming and outgoing correspondence.
Ensuring all correspondences regarding contractual matters are forwarded to management.
Maintain updated records of all approved documents and their distribution. Tayyab Ahmad (Page 5 of 6)
Prepare Filing Index & filing Logs to track the letters/correspondence manually & electronically.
Proper Filing, Labeling, assigning volumes according to the projects and by correspondence.
Uploading and downloading of documents via “Team Binder, Dropbox and WeTransfer links”
Ensuring sequential numbering system for all outgoing correspondence.
Supervise Master Register for Incoming & outgoing correspondences.
Create forms according to ISO approved formats and ensure all are complying accordingly and formats are being used adequately for correspondences, submittals, transmittals to clients, subcontractors and within divisions and departments.
Position : Office Administrator
Duration : December 2010 – August 2011 [09 Months] Company : OGER Dubai, UAE (Location: Dubai)
Maintain daily office operation, coordinate and carry-out administrative works.
Organize and implement company policies/strategies.
Prepare presentations, reports, spreadsheets, inventories etc.
Prepare work schedules / duty rosters for staff and vehicle schedules.
Handle 50+ Vehicles; manage vehicle servicing, traffic fines and violations.
Handle petty cash and keep complete record of receipts & payments.
Analysis of monthly expenditures and implement cost reduction plan.
Follow up of pending and in-progress work activities, and ensure work done on time.
Manage flow of internal and external information and resolve administrative/ operational issues.
Handle personnel administration and process all kinds of employee’s requests to HR Department (Annual Vacation, Emergency Leave, Sick-Leave, Salary Certificates and NOC’s etc.)
Prepared monthly cost report, damage repair cost, vehicle services etc.
Handle all Camp, Housing and Catering related activities.
Arrange food, transport and accommodation for staff, managers & labors.
Arrange & monitor/supervise food services according to specified menu and standards.
Compile Monthly Accommodation and Meal Charge-back Reports for above 6,000 employees. Position : Secretary
Duration : August 2008 – December 2010 [02 Years 05 Month] Company : OGER Dubai, UAE (Locations: Abu Dhabi, Alain)
Prepare, manage and organize meetings.
Handle manager’s diary – arrange, review and schedule meetings as necessary.
Draft letters, agendas, prepare, edit, collate all report and distribute documents.
Monitor Manager’s emails and messages so that urgent emails/messages are responded on time.
Produce written correspondences, letters and emails as dictated by Manager.
Plan, organize and prioritize time and workload.
Liaise professionally with clients, subcontractors, suppliers, management and employees.
Control the distribution of incoming/outgoing documents and correspondences and issue relevant documents to respective internal division.
Systematically file all internal & external documents, agreements, contracts, and archive.
CV screening, short-listing, arrange appointments for interviews of candidates.
Take appropriate corrective and preventive actions in case any nonconformity arises. Tayyab Ahmad (Page 6 of 6)
Keep and ensure confidentiality of information and records.
Accept and perform other assignments as delegated.
Maintain and check time-sheets of staff and forwarded to Payroll for salaries processing. Position : Office Manager
Duration : July 2006 – April 2008 [1 Year 10 Months] Company
:
GULZARI Associates, Islamabad Pakistan
(Contractors, Architects & Engineers)
Perform special tasks assigned by the Management.
Prepare letters & correspondence and follow-up on pending work activities.
Implement company rules & regulations.
Organize & schedule meetings, appointments, events and other similar activities.
Prepare proposals, prequalification, quotations, BOQ's, presentations, reports, spreadsheets etc.
Prepare & submit prequalification’s & tender documents for upcoming projects.
Plan, direct, supervise and evaluate office processes to ensure accuracy and regulatory compliance.
CV screening and arrange appointments for interviews in coordination with department heads.
Keep and maintain records of all employees and follow-up on pending documents.
Responsible to renew company Commercial License, chamber of commerce registration, and registration with other legal/government organizations.
Maintain monthly office expenditures as per budget.
Prepare Monthly Bank Reconciliation, Debtors & Creditors reconciliations.
Correspondence with Banks, Clients & Sub-Contractors.
Arrange Bank Guarantees, Performance Bond, Bank Drafts and Pay Orders. Position : Accountant
Duration : March 2005 – May 2006 [1 Year 3 Months] Company
:
Bhurban Heights, Bhurban (Murree) Pakistan
(A Project of New Capital Associates, Islamabad Pakistan) Position : TRAINEE (Intern-Ship)
Duration : August 2004 – June 2005 [11 Months]
Company : Allied Bank of Pakistan, Islamabad Pakistan
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