Executive Assistant Manager
Resume:
PROFILE
D.SUMATHY, *******.***@*****.***
CAREER OBJECTIVE :
To be associated with a progressive organization that gives me scope to update my knowledge and skills in accordance with the latest trends and be a part of team that dynamically works towards growth of organization and gains satisfaction thereof.
ACADEMIC QUALIFICATION:
B.Sc Mathematics from Bharathi Women's College, Chennai - 2001
M.Sc Applicable Sciences in Bharathi Women's College, TECHNICAL QUALIFICATION:
Completed Diploma in MS Office -CSC
Completed VB/SQL 2000 in APTECH
Completed Hardware Training (COSIP-UGC) IN Bharathi Women's College. Type Writing English -Senior Grade passed in first class with distinction. PROFESSIONAL EXPERIENCES:
Office Manager:
Monitor and manage the team on all activities
Prepare presentations as per clients requirements with the guidance of our team and forward the same to our clients
Once the clients had agreed for the proposal, prepare all the documents required according to company procedure and coordinate with clients to get their approval and signature in the relevant papers.
Respond to client’s e-mail queries without delay and coordinate with the team accordingly to take appropriate actions
Analyse and collect all the datas from the clients and prepare reports which they required and pass on to our team and contractors to take necessary action
Coordinate and arrange for frequent meetings or video conference calls with our clients and our team so as to ensure everything runs smoothly.
Summarise the requirements of our clients during meetings and allocate it on to our team and follow up for actions.
Coordinate on work status with our clients contractors and staffs with good relationship and arrange for proper support with our executives
Solve the issues if any with clients, our team and suppliers
Coordination between Clients and suppliers and update necessary information's on time and monitor to complete the projects smoothly
Coordinate with the sales team to send the quotations as per clients requirements in closing the order with discounts if required
Monitor in receiving the order, payment and clearing payments for all invoices on time.
Calculating the profit and loss statement on all projects Admin and Secretarial:
Maintaining records of assets
Processing Expense statement of employees
Hotel Booking, Travel Arrangements, Arranging for Visa, tickets, transportation
Manage calendar and coordinating for appointments
Meeting Arrangements - Proper scheduling, fixing up appointments and coordinate for all sort of meeting schedules
Handling STPI works and preparing and updating relevant documents for the same.
Responding to all the requirements of employees and making necessary arrangements accordingly.
Providing friendly and professional customer service Budgetary control:
Observing and controlling unbudgeted expenses
Optimum utilization of resources.
Continuous improvements on cost control.
Telecom Maintenance:
Purchase of new telephone line and process involved
Transfer of telephone lines and process involved
Purchase of a data line and transfer process involved
Solving of telephone problems link line, data link etc
Control measures in reducing the telecom cost
Purchase of Mobile connections for the corporate Transportations:
Designing of Optimum utilizable routes
Arranging transportation for three shifts and ensuring pick and drops for the employees
Monitoring usage of Kilometers and hours of vehicles through effective system
Managing additional vehicle requirements towards foreign visitors usage and other official usages
Verifying transportation bills.
Man Management (House keeping & Security):
Managing House keeping through outsourcing agency
Maintaining check list and monitoring the process
Ensuring safety and asset movement control through out source security agency
Ensuring pest control through our sourcing agency preparation
Preparation of check list for the maintenance and service contracts
Renewing the contracts, ensuring maintenance of equipments and services. Cafeteria:
Planning and arranging of beverages services
Monitoring vendor performance and taking actions for improving their performance
Ensuring the availability of Dry snacks, hot and Cold Beverages at all times
Introduced paper cups for tea and coffee.
Purchase, payments & petty cash:
Identifying the requirements and obtaining the approvals
Gathering minimum three quotations
Finding cost components
Selection of Vendor
Raising Purchase requisitions and issuing purchase orders
Receiving materials with due inspection
Verifying the invoice
Submitting invoice to accounts and clear the payments on time Guest relations:
Preparation of itinerary for the guest
Reception and accommodation
Hotel Booking
Attending of problems related to customers
Solving the customer related issues diplomatically Picnic and events:
Arranging tours, picnics, award functions and events for the company
Taking care of purchase
Finding best venues, arranging transportation, food, beverages etc., Guest house maintenance:
Maintaining the guest house of the company
Housekeeping Electrical and civil maintenance works. HR Assistance:
Co-ordinate between Management and candidates for scheduling Interviews
Handling preliminary interviews with the candidates and forward the short listed profiles to the superiors
Preparing offer letters, appointment letters, relieving letters, settlement letters for the employees
Coordinating with training department for necessary training for fresher
Maintaining all personal details
Processing their salary
Logistics:
Exports
Following up for L/C with the clients and coordinate with suppliers in clearing the queries if any
On export, preparing Sale notes and Export Sales Contracts and forwarding to suppliers and client through mail and coordinate in receiving L/C.
Following up for signed contracts and sales contract from suppliers, updating client, coordinate in receiving L/C, follow-up for goods to dispatch on time. Imports
Raising purchase order and forward to suppliers as per client requirements.
Followup for Proforma invoice and release payment
In case of direct client purchase, guide the clients and exchange details on both sides.
Follow up with clients for payment transfers / cash
Coordinating for all relevant documents between client and suppliers
Followup with suppliers for delivery to meet client requirements
Getting best quote from forwarder and handle cost control measures in combining the consignments
Follow-up for the consignment and submitting all relevant documents on clearing the consignment
Coordination with site person and client for installation of product
Submitting documents for payment transfer to suppliers
Prepare price list and quotation for new product arrivals
Make credit note for discount purchase and make purchase return
Arrange documents of invoice and purchase order book note
Inventory control and checking warehouse stocks for new orders
Arrange goods for delivery and checking all goods before delivery First Technologies India Pvt. Ltd. (The Jhaver Group Company) as Executive Assistant to MD from June 2011 to June 2016
Architectural Lighting Concepts Pvt. Ltd. as Admin and Logistics Manager from Dec 05 to May 2011. Datamatics Technologies Ltd. As Junior Officer Admin from April 2005 to November 2005. Sigma Technologies, as a Administration executive cum Data conversion operator from June - 2003 to March 2005.
PERSONAL DATA:
Dateof Birth :07:07:1981
Marital Status : Married
Languages known :English, Tamil, Telugu
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