Office Manager
Resume:
Aradhana Pillai
United Arab Emirates
e-mail : *********@*****.***
Mobile : +971-**-*******
CAREER OBJECTIVE
Intend to build a career with honesty and sincere dedication for the growth of the company, which will help me to explore myself fully and realize my potentials. PROFILE STATEMENT
A qualified and experienced Administrative Professional with a proven track record of successfully managing simultaneous projects and meeting deadlines consistently and accurately. A strong administrative background coupled with excellent computer skills facilitates the provision of complete administrative / secretarial support. A self motivated worker who is able to communicate effectively at all levels. Skilled at problem-solving and decision-making. Systematic approach towards work assigned and quick adaptability to new environment, Hardworking, Optimistic, Quick learner and good listener. WORKING EXPERIENCES
Sl. Duration Name of the Organization Designation
1.
28
th
June 2017 to
till date
KGA Group DMCC – UAE Administration Officer
2.
June 2010 to 16
th
June 2017
Cyril Amarchand Mangaldas
[A Corporate legal firm]
Secretary to Director –
Facilities Management &
Projects
3.
October 2006 to
December 2009
R.A.K International Airport
[United Arab Emirates]
Executive Secretary to V.P
Operations & was also working
as
Payroll & Administrative
Officer
4.
April 2005 to
September 2006
R.A.K Ceramics
[United Arab Emirates]
Executive Secretary to General
Manager [Sales & Marketing]
5.
November 1998
to March 2005
Senator Lines GmbH
[A multinational Shipping
Liner]
Secretary to Owners
Representative
6.
March 1998 to
August 1998
HDFC
[first break on a temporary
basis]
Secretary-Manager
Communications
2
JOB PROFILE
Current Profile with KGA Group DMCC from June 2017 till date Managing Deputy Managing Director’s office:
Handling his office emails
Maintaining his calendar, scheduling appointments, arranging meetings with the stakeholders.
Taking minutes of the meetings
Coordinating with GM, PM and Admin Manager for various jobs assigned by him
Keeping weekly and monthly reports of ongoing projects.
Handling all assignments given by him.
Drafting IOC for him on various matters.
Tracking of UAE and Kuwait visa expiry for Dy.MD and family.
Applying international visas for Dy.MD and family
Taking care of their travel arrangements.
Administration
Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
Keeping track of housekeeping and maintenance service of MD’s Dubai residence.
Keeping track of MD’s and wife’s visa renewals and assisting them while they visit Dubai.
Keeping a track of Management vehicle insurance, fuel expenses, service and maintenance, updating of Salik, renewing of mulkiya, etc.
Providing biometric access to the system, arranging for building access cards.
Handling technical issues of office automation system, HVAC issues, office interiors related services including electrical, plumbing, etc. in coordination with respective vendors.
Maintaining AMC of all HVAC, Automation and Electrical works and pest control.
Maintaining inventory of office equipment’s,
Arranging transportation, hotel accommodation during visits of management, clients and new employees.
Manage relationships with DMCC official, building authorities, vendors, service providers etc ensuring that all items are invoiced and paid on time
Keeping a track of office license renewals, P.O. Box renewal, Concordia and DMCC related licenses and renewing it before the expiry date.
Contacting with DU & Etisalat service providers for network and connectivity related issues.
Manage contract and price negotiations with office vendors, service providers and Provide general support to visitors
Attending firefighting sessions.
Participate actively in the planning and execution of company events
Ensure filing systems are maintained and current
Ensure security, integrity and confidentiality of data 3
Monitor and maintain office supplies inventory
Manage internal staff relations
Maintain a safe and secure working environment
HR
Partner with HR to maintain office policies, leave record, attendance management, OT preparation of driver, etc.
Sharing leave application with remarks along with PCC, Job handover sheet and Vacation rejoining form to HRD RO.
Coordinating with candidates and fixing time for interview with HR and Dy.MD
Arranging to send employment contracts, termination letters in coordination with Mr. Rijas.
Onboarding of new joinees, obtaining visit visas, arranging for onboarding of new employees right from their home town till the appointed location by arranging visit visas, flight ticket, accommodation, transportation, etc and helping them to settle down smoothly.
Carrying out attestation of educational certificate, translation of documents required for employment visa stamping including their medicals, eid card arrangements etc.
Arranging health card insurance for employees and their dependants by coordinating with insurance team, helping in getting medical reimbursements.
Arranging of sim cards, CICPA pass, etc
Keeping a track of workmen compensation, office insurance and third-liability insurance policies and renewing it before the expiry date.
Visa regularization of employees as and when required
Helping staff to get residence visa for families.
Arranging interview schedules
Updating of KGA SOP’s
Arrangement of laptops, sim cards, desk phone, user id, email id for new joinees in Dubai office
Preparing outgoing letters for banks, visas as per employee requests
Opening bank accounts for staff and sharing with HR and accounts team for salary processing.
Manpower mobilization form different countries to UAE. So far mobilized 1000 plus people from India and Kuwait.
PRO Activities
Arranging employment visas through DMCC including arranging for medical and EID processing.
Authorized Company Coordinator with DMCC for applying, renewing and cancellation of employee visas. Attends all trainings initiated by DMCC office.
Visiting DMCC office for any inspection related issues and successfully managed to waive off the penalties through proper coordination. IT Activities
Coordinate with IT department and attending IT issues in this office.
Assisting in configuration of laptops, desktops and printers. 4
Attending IT service requests for Dubai office by taking back up of mails from laptops, deactivation of email id and extension numbers.
Maintenance of meeting room devices and assisting in troubleshooting zoom rooms during meetings.
Sorting issues faced by members in Dubai office in coordination with Cochin IT team Finance & Accounts
Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise in coordination with accounts team and sharing the same with CFO.
Maintaining petty cash expenses, arranging reimbursements, preparing cheques and bank transfer, arranging cash withdrawals, deposits etc,
Keeping a track of account balance in company account and informing the same to CFO for fund transfer.
Entering monthly accounts statements in SAP Accounting system,
Coordinating with Kreston and Menon [our auditors] along with accounts team for yearly financial audits for entering the Yearly financial budget in DMCC portal.
Following up and coordinating with HR for monthly invoicing and sharing with CFO
Raising PR request in SAP
Core Knowledge and Functional Skill Areas during my Past Working Experiences:
Diary – Agenda: Be responsible for an efficient management of Director’s diary, electronic and paper, ensuring they are constantly up-to-date, and following-up with the Director and key stakeholders to ensure a proper execution of the agenda.
Meetings: Support the Director in the preparation of the various meetings, conferences, and the follow up of the different actions and stakeholders related to these meetings, including the preparation of documents, presentations, quotations, etc.
Office organization: Support the Director in the organization of own office and establish an efficient system for filing the relevant and critical documents and data. General Administration:
Ensure the general administration related to the activities of the Director, including sorting incoming emails and courier, responding to phones enquiries, organizing travels, visas, flight and hotel bookings, expenses and bills management.
Organize office systems-maintain databases / visiting cards folder / create and maintain filing system in proper manner.
Maintain up-to-date client contact database and respond to enquiries; ensure continuous correspondence with the internal and external clients till the issues are resolved.
Taking dictations in shorthand and drafting letters
Extracting required information through internet as and when required for presentation purpose
5
Maintaining Company Corporate connections.
Maintain MIS databases by coordinating with all branch offices.
Preparation of Monthly petty cash statement
Assisting in new projects, preparation of purchase orders, interacting with vendors for material supply etc.
Office management:
Filing system: Ensures that company’s documents, sensitive reports and contracts are securely filed and archived. Build the appropriate systems, tools and processes to ensure an optimal and efficient filing of documents for the company.
Emails: Be in charge of the company’s email box and mail and distribute it in a timely manner to the appropriate staff
Facilities Management:
Coordinate and ensure an optimal maintenance of office equipment and infrastructure.
Follow-up with the providers and suppliers to ensure an optimal and cost effective intervention and supply.
Manage relations and contracts with the providers and build a trustful collaboration.
Ensure an optimal follow up and update of the contractual terms & condition.
Coordinating with technical team on AC issues and getting it resolved. Public Relations:
Company Coordinator for company visa related matters.
Applying visit visas
Applying for International countries visa for official and personal travel of management External and internal relations and Communication
Upon request of the Director follows-up on various matters with different internal and external stakeholders, and ensures an optimal flow of communication between them and the Director.
Prepare correspondence on the Director’s behalf. Specific projects and events:
Manages and follows-up with specific projects according to the requirements of the Director.
Organizes specific events requested by the Director, plan the appropriate actions and follows-up execution.
Support the Administration Department with events, conferences, company brochure, company website and company branding including stationary and business cards. Soft Skills and Capabilities
Excellent organizational and planning skills, including time and priority management 6
High sense of precision, rigor and sense of detail, with a strong orientation for quality and efficiency
High level of proactivity and speed in execution in a multitask environment
Very good verbal and written communication, strong interrelationship and presentation skills
High sense of responsibility, initiative, problem solving and service attitude
Empathy, humility, capacity to listen and to understand the needs
High sense of ethics, confidentiality and loyalty. Handling all project related matters :
Research on identifying architects, contractors, HVAC & electrical consultants,
Contacting them and fixing meeting for short listing them with the management approval.
Preparing comparison statements, engagement letter, work orders, etc.
Procurement process
Coordinating with the Heads for the above said process.
Assisting Director in preparing various weekly and visit reports of the projects.
Maintaining snag list to be attended
Distributing assignments to the team as directed by the Head of the department. Activities handled during HR profile-
Was responsible for entering new hire and updating employee's data in the system and in their personal files.
Mailed out offer letters to potential employees.
Maintaining Attendance records, leave records & time sheets
Payroll & overtime preparation in RAK International Airport.
Preparing employee letters for travelling & visa purpose,
Issuing salary slip
Maintaining of employee files.
Handled corporate mediclaim insurance for all employees [400+] and helped in smooth settlement of their claims.
Responsible for maintaining general insurance policies records of the company and renewing the expiring policies [group health, term life, vehicle, cash risk, import export etc] from time to time
Recruitment: Support the recruitment selection and training of new Administration staff, where applicable
Achievements:
Learned to operate new office technologies as they were launched and implemented.
Streamlined the hourly based attendance system for lawyers which helped in billing purpose and bringing in revenue.
Was assigned various admin tasks in the absence of seniors.
Complimented in meeting deadline tasks.
Joined as Executive Secretary in the Year 2005 with RAK Ceramics and got promoted as Admin Support in Year 2006.
7
EDUCATIONAL QUALIFICATION
YEAR EXAM INSTITUTE PERFORMANCE
1992 S.S.C Mumbai University I class
1994 H.S.C Mumbai University II class
1997
B.Sc [Majored in
Zoology]
Mumbai University II class
PROFESSIONAL QUALIFICATION
Diploma in Personal Secretary's Course from "DAVARS COLLEGE OF COMMERCE SECRETARIAL STUDIES & SERVICES", Mumbai.
TECHNICAL PROFICIENCY
Shorthand speed - 100 W.P.M.
Typing speed – 60 W.P.M
Knowledge of basic SAP, MS office 365, etc
PERSONAL PROFILE
Date of Birth 10
th
July 1977
Languages Known English, Hindi, Marathi, Malayalam, Learning French & Arabic Nationality Indian
Driving Licence UAE driving licence & Indian driving licence Hobbies Cooking, Listening music, Traveling, Gardening and Driving Marital status Divorced
Children One son [11 years old]
I hereby declare that all the information given by me is authentic. ARADHANA PILLAI
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