Judith Emanuel

Contact: +968-********

+91-755*******

Email: adhrvw@r.postjobfree.com

Expertise in

• Communication

• Coordination/Collaboration

• Transcribing

• Travel Management

• Time Management

Computer Literacy

• MS Office - Presentations

• Outlook & Lotus-notes

Professional Experience: 14+ years

• United Facilities Management Services LLC (Oman) October 2018- 15 March 2020

Performance Maintenance Officer

• Hanoon Modern Projects LLC (Oman) August 2016-September 2018 Executive Secretary & Communications Officer

• Renault India Private Limited (India) July 2014-July 2016 Executive Assistant

• Pharma Edge India (India) October 2013-July 2014 Executive Secretary to Chairman

• MacLellan Integrated Services India (P)/ Sodexo Facilities Management Services India (P) - July 2010-Sept 2013 Executive Secretary to the Managing Director

• SPS Advertising (India) July 2005-December 2009

Coordinator for the Marketing Dept & Front Office Coordinator

• Nova Advertising (India) July 2001-September 2003 Front Office – Part Time: Student

Performance Maintenance Officer

• Structured and Implemented new procedures in Finance, IT and Procurement departments to streamline processes which helped reduce the employee man-hours and the overhead cost.

• Training: Conducted training sessions for each department to understand the structure and procedure to be implemented.

• Laid out the ground work and designed the route map for the implementation of an ERP system that connects and streamlines inter departmental processes.

• Monitored the implementation of the processes and that the employees adhered to the new procedure. In addition to my role as the Performance Maintenance Officer, I also assisted the COO and Finance Manager in the following:

o Maintained his business calendar (Meeting schedules’ and travel schedules’) o Coordinated management meetings internally and externally (weekly and monthly) o Transcribing all meeting minutes and dictation and following up of action points with the concerned departments. United Facilities Management Services LLC October 2018 – March 2020 o Liaised between HOD’s and Management ensuring that weekly, monthly and quarterly reports were submitted on time and action points were followed up and closed. o Collected, verified, and submitted invoices to finance with regards to travels. Executive Secretary to Vice Chairman/ Communications Officer/ Travel – Sr. Management

• Maintained and Handled official email id and business calendars (Meeting schedules’ and travel schedules’)

• Coordinated meetings internally and externally, preparation of MoM and forwarding it to the concerned people for action.

• Transcribing all meeting minutes and dictation for correspondence and confirmation of action points.

• Collected, verified, and submitted invoices to finance with regards to travels. Followed up with finance in case of reimbursement.

• Assisted company guests travelling to Oman.

• Liaised with Banks on behalf of the Vice Chairman.

• Liaised with Government Officials & Ministries for approvals on various matters.

• Liaised with embassies and ministry of labor for VISA and other issues.

• Maintained, Passports, VISA’s and Insurance records of the Management.

• Acted as a communication liaison between the Sr. Management, Corporate Office Retail team and other divisions of the company.

• Preparation of official letters and documents

• Verified requests received from Retail teams, Corporate Office and other divisions of the company

(Preapproval’s, general expenses, travel expenses, leave requests, resignations and cash allowances)

• Acquired approvals from required HOD’s and Senior Management.

• Prepared notices, circulars and forwarded it to the respective departments.

• Followed up and maintained fleet records.

• Applied for VISA’s (Online and through the embassy), issuing flight tickets and ensuring hotel reservations.

• Ensured the person received the required foreign currency and acquired the required documents for the travel.

• Collected, verified, and submitted invoices to finance and followed up with finance in case of reimbursement. Executive Assistant to HOD’s (6 employees)/ HR & Admin/Travel Management

• Registration of online Form C for expats.

• Handled business calendars (Meeting schedule, Conference Room, VC facility & Skype facility)

• Coordinated meetings internally and externally. Transcribed meeting minutes and dictation for correspondence.

• Organized leave schedule and maintained leave records.

• Raised travel request, made reservations and coordinated with the travel desk.

• Worked via CWT (Carlson Wagonlit Travel - Online Travel Management platform)

• Acquired required documents for the travel.

Hanoon Modern Projects LLC- Oman August 2016 – October 2018 Renault India Private Limited – India July 2014 to September 2016

• Liaised with the Matrix team to ensure the employee received his/her Matrix SIM and mobile handset and returning of the same.

• Liaised with the Forex team and acquired the foreign currency as per the employee’s eligibility.

• Collected, verified and prepared expense statements, acquired necessary approvals and returned excess foreign currency.

• Submitted expense statements with invoices to accounts and followed up with finance in case of reimbursement.

• Maintained various trackers - Expats EMS Data, Expats Travel and Leave, HOD’s travel, Invitation letters, Cover letters, Address proof letter, etc.

• Issued formal letters and other required documents for employees who were travelling to and from the country - Cover letters, Address proof letters, Invitation letters, Forex requests and Matrix requests

• Collected and submitted HR related invoices to CFO and HOD – HR & Admin for approval.

• Submitted approved invoices to Finance team and tracked the status to ensure that the payment was completed.

• Verification and submission of mobile phone invoices to the accounts dept. Executive Secretary to Chairman/Travel Management

• Handled the travel calendar and appointment details of the company’s Chairman.

• Arranged Statutory Meetings for the month and prepared the agenda. Transcribed the MoM and forwarded it to the concerned people for action.

• Prepared Word, Excel and Power Point presentation (New Product Launch, Monthly & Annual Meet etc.)

• Organized company events.

• Communication activities (Prepared notices and circulated it to the respective departments)

• Prepared Sales Figures, Order Received - Executed & Pending Statement and Target Letters for the Marketing Executives.

• Prepared Sales Analysis of the clients.

• Responsible for all the joining formalities of a Marketing Executive.

• Responsible for updating official documents and personal files of the Marketing Executives.

• Coordinated with the Marketing Executives and prepared their monthly tour programs.

• Responsible for gathering and verifying daily reports of the Marketing Executives.

• Verified the Annual target of the Marketing Executives on which their incentives would be based.

• Prepared the Daily Expense Statement of the Marketing Executives.

• Travel Management:

o Reservation of Hotel rooms for marketing executives for their monthly travels, Ticketing (Airlines and Railways) for senior management, Organized out of Country trips (VISA, Flight tickets and currency) MacLellan Integrated Services India (P)/ Sodexo Facilities Management Services India (P) July 2010-Sept 2013 Executive Secretary/Travel Management/Admin

• Scheduled Management Meetings and internal department meetings on a monthly basis. Pharma Edge India – India October 2013 to July 2014

• Prepared the Agenda and MoM and forward it to the concerned department for action.

• Record Keeping (as per ISO)

• HR support (tracking of employee insurance details), maintained, verified and submitted daily attendance to HR on a monthly basis.

• Mobile phone (Approval process for connection, instruments record, bill segregation) • Supported the IT department (issuing of data cards and laptops to the employees)

• Organized company events.

• Maintained and managed records of the company fleet.

• Communication activities (Issuing of Notices, internal communications & greeting cards)

• Handled and maintained office Petty cash.

• Raised travel request, made reservations and coordinated with the travel desk.

• Maintained and kept record of office stationary and assets.

• Maintained the employee master database.

• Maintained housekeeping activities of the office premises.

• Mail room management.

• Managed the office housekeeping and security personal. Coordinator - Marketing Department/Office Coordinator

• Scheduled meetings and prepared the agenda.

• Transcribed the Minutes of Meeting and forwarded it to the concerned people.

• Created and maintained the Customer Data base.

• Prepared Word, Excel and Power Point presentations.

• Followed up with customers regarding project timeline.

• Organizing events

• Handled inbound and outgoing calls, mail room management.

• Maintained Customers Database.

• Followed up with employees with regards to the submission of reports and documents. Front Office – Part Time

• Handled Inbound and Outgoing calls.

• Mail room Management.

• Scheduling of appointments.

Academic Qualification

• Typewriting – Lower Level

• Diploma in Windows 98 and 2000

• Diploma in Aviation, Travel Management and Hotel Management

• Diploma in First Aid from St. John’s Ambulance

SPS Advertising July 2005 to December 2009

Nova Advertising July 2001 to September 2003

Degree: BA-English Literature – India (2nd year discontinued) Date of Birth: 26 April 1982

Nationality: Indian

Skills: Multitasking, Team Player, Organized, Communication, Coordination/Collaboration, Transcribing, Travel Management and Time Management

Visa Status: Employment Status – NOC available (Oman) Driving License: Valid Oman Driving License

Languages Known: English, Tamil and Hindi (Basic)

References: Available on Request

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