Document Controller Secretary

Kavita Dadlani

Navjivan Society CHS Ltd, *B/*, Mori Road, Mahim West, Mumbai-400016 982*******

***********@*****.*** / ***************@*****.***

Executive Summary

To add value to an Organization by supporting the Management team in the day-to-day operations and corporate affairs for mutual growth. My varied secretarial experience encompasses me being an effective and efficient team player by communication and productive co-ordination with a result-oriented approach. Qualifications and Certifications

• Educational Qualification:

BACHELORS OF COMMERCE 2006 MADURAI KAMARAJ UNIVERSITY

· Specialization: Audit and Financial Accounting

MASTERS IN BUSINESS ADMINISTRATION 2010 IGNOU

· Specialization: Human Resource Management

• Certifications

SHORTHAND: 100 WPM : TYPING: 50 WPM GCC EXAMINATION

• Additional Vocational Training

SECRETARIAL TRAINING COURSE

SYSTEM APPLICATION PRODUCT (SAP) MODULE – DOCUMENT MANAGEMENT SYSTEM Skills

• Communication

· Effective intra and inter department co-ordination.

· Agile Listener

· Language Proficiency: English, Hindi, Marathi & Sindhi.

• Management

· Effective Team Player

· Problems solving ability

· Positive Negotiations

• Computer Proficiency

· MS Office (Word/Excel/Power Point), MS Outlook.

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Work Experience

PERSONAL SECRETARY TO DIRECTORS SFA MARCH 2022

- Scheduling meetings/appointments and Calendar management using G-suite

- Drafting letters, and other official correspondence.

- Travel arrangements – Rail, air and Hotels and Visas

- Maintaining business contacts/ visiting card database in the system.

- Handling Documentation and Filing

- Independent handling of Internal & External Communication.

- Preparation of expense statements and per diem allowance sheet of Directors according to their travel

Administration:

- Sourcing coffee/tea vending machines of various and brands and arranging demo

- Sourcing of travel agents for entire organization’s travel management

- Sourcing of Hotels and Car hire agents

- Arrangement of Microwaves

- Sourcing vendors for Coolers/deep freezers/ refrigerators OFFICE MANAGER (INDIA & UK) SAVANTS RESTRUCTURING LTD (FAPL) MAY 2020 –SEPT.2021 Worked with one of the UK-based Insolvency Firm, dealing in Insolvency cases. The core business is of insolvency cases, specializing in Insolvency, Restructuring helping distressed businesses and directors providing bespoke financial solutions, Pension advisory services. Managing India Operations as Office Manager and my key responsibilities were as follows: Head - HR Operations & Administration:

- Sourcing candidates from the portal viz Naukri /Shine / Indeed/ LinkedIn & consultants

- Recruitment of staff across levels for Indian Operations within the Salary band width

- Managing Fitment and negotiated salaries of new starters.

- Preparing employment contracts for employees and business consultants.

- Overseeing attendance, monitoring Timesheets, Overseeing leave records of UK and India staff.

- Corporate policy review and implemented Changes in policy related to IT, Leave & Attendance.

- Managed Local India office teams remotely during the Pandemic.

- Induction of new starters and acclimatizing to the office systems.

- In-charge of Indian Operations- Providing administrative support.

- Managed all office services and support staff to ensure the efficient running of Mumbai office and for UK based staff working remotely.

- Liaising with staff within Mumbai and in UK to ensure that a high level of service is always delivered with respect to client services.

- Sourced improvised telephone answering services by identifying and finalizing an effective service provider. The outcome of this initiative resulted in recording and capturing various marketing and sales calls to streamline and reach out back to the customers effectively.

- Ensured up to date Contractual arrangements after thorough negotiations with external agencies.

- Maintained communications channels with external and internal customers in line with UK directives.

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Marketing Team:

- Responsible to oversee the productivity of the Marketing team. Marketing campaigns through LinkedIn were designed and monitored with a team of 5 people reporting to me.

- Rostering of staff and streamlining Team work allocation

- Support of marketing strategy by streamlining contractual obligations with service providers.

- Marketing campaigns through LinkedIn for generating leads/prospects for the business. Confidential handling LinkedIn accounts of Directors, Consultants, Insolvency Practitioners, etc. Information Technology:

- Single point of contact for IT-related issues for UK and India (hardware & software matters)

- Sourcing new IT service providers and assisting in migrating IT systems.

- Assisted on revamping of our website and provided inputs. PERSONAL SECRETARY HCC JULY 1995 – FEBUARY 2020 Worked with HCC a leading Infrastructure company as Personal Secretary to the Head of Engineering Department and various other verticals within the company spanned over 25 years. Have been an integral part of the Engineering Team for successfully coordinating all technical matters for documentation, Estimation and Implementation for various ongoing projects. Have also officiated short-term management of offices of the Executive Director and President from time to time.

Primary Responsibility

· Scheduling meetings/appointments and Calendar management using Microsoft Outlook.

· Taking dictation, minutes of meetings, drafting letters, and other official correspondence.

· Timely Travel arrangements – Rail, air and Hotels

· Maintaining business contacts/ visiting card database in the system.

· Handling Documentation and Filing

· Independent handling of Internal & External Communication. Additional responsibility /support for Pre-tender stage Projects:

· Floating enquiries to Design Consultants & negotiations with the consultants.

· Preparation of financial & technical comparative statements, Recommendation note, summary note issuing Letter of Intent, Work orders, related documentation.

· Tracking invoices based on the agreed terms and conditions of work order and processing invoices and following up for release of payment.

Key Competency & Personal Attributes

· Pleasant personality with excellent communication and analytical skills.

· Thorough knowledge of MS Office and good typing speed with high level of accuracy

· Maintaining high level of confidentiality.

· Good administrative skills & high Office etiquettes and strong learning curve Administrator for the following activities:

· SAP (System Application Product) Module - Document Management System

· Creating purchase order and invoice in SAP system o As a document controller issuing of ISO Control docs. to Service Departments & Project Sites. o DMS - (using SAP Software) methodology, creating purchase orders and invoices Page 4

· IT and Systems Coordinator:

o Assisted in resolving IT related problems (such as: networking, hardware and software issues) for the department.

o Assistance to department personnel to settle down with their networking system. SECRETARY HINDUSTAN DORR-OLIVER LTD 1990-1995

· Dictation, Preparation of quotations, comparative statements, attending phone calls, shorthand and transcription, travel arrangements, fixing appointment, liaise with government agencies and external contractors.

STENO-SECRETARY UNIVERSAL CAPSULES LTD 1988-1990

· Managing day to day Telephone calls.

· Shorthand and transcriptions and typing of account statements, quotations, filing, photocopying.

· Timely Travel arrangements – Rail, air and Hotels. Personal details:

· Date of Birth : 23rd November, 1966 (55 years)

· Marital Status : Single

· Language Known : English, Hindi, Marathi & Sindhi

· Nationality : Indian

Interest Areas

Singing, Social Networking and Fashion flair.

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