Dolly Pagdiwala

Executive Administrator

A resourceful and highly efficient administrative professional with a 25 year background in executive administration. I excel in providing support and facilitating accurate communications among team members, clients, suppliers and external agencies ensuring smooth flow of work adwt0c@r.postjobfree.com +965-******** Kuwait

Background

Date of birth April 13, 1972 Nationality Indian Visa Transferable (No. 18) Languages

English (proficient) Arabic (basic) Hindi (proficient) Gujarati (proficient) Key Skills

Attention to Detail Public Relations Prompt

Office Management Supplier Management Quick learner and can master technology

Confidential Expert communicator Reliable

Multi-Tasker Work under pressure Resourceful

Accurate Require minimum supervision Proficient with Microsoft Office Work Experience

Administrative Assistant Jun 1999 – Mar 2020

The Scientific Center, Kuwait - Aquarium Department & Plant Operations Departmental Projects

21 years

● Prepare project contract agreement documents in accordance with company procedures.

● Review and edit all communication regarding the project with concerned stakeholders (inter-office memos, client correspondence, contract works and proposals, etc.)

● Ensure list of Kuwait laws and regulations that need to be complied by the department are communicated Resource Mobilization

● Coordinate fish collection in order to restock our live fish exhibits through foreign suppliers.

● Maintain up-to-date lists of equipment used for the various functions of the department and records of maintenance activities performed on the equipment

● Sourcing and procuring activities by way of sending inquiries & receiving quotes, preparation of local and foreign purchase orders for live fish, live animals, fish food, fresh fruits, chicken stock for animals, chemicals, new exhibits tanks, equipment for dry and wet laboratories, diving equipment, water quality equipment, repair and maintenance of tanks to contractors, etc.

● Prepare lists of purchase orders raised with details such as name of vendors, date of purchase, amount, name of preparer and reviewer, etc.

● Retain list of approved vendors with evidence of approval

● Efficiently order stocks of all items on weekly, monthly and yearly bases.

● Follow up, receive and close packing slips through Microsoft Dynamics AX system (Purchasing system). Resume of Dolly Pagdiwala Page 1 of 3

Personnel

● Maintain organization structure and job descriptions of department employees

● Coordinate and schedule staff rosters to maintain tanks in Marina Hotel, Police Officer’s Club, etc.

● Accurately record and submit attendance and overtime of department employees

● Prepare records on trainings conducted for department staff and lists of outreach programs organized

● Keep records of systems used and system generated access control document for the employees

● Collate the department employees scuba diving records Department Administration

● Maintain policies and procedures manual for the Department with the dates of approval

● Prepare detailed daily, weekly and monthly MIS reports pertaining to HVAC, electrical, firefighting, plumbing and life support systems

● Created and maintain a perfect recordkeeping system in complete compliance with the company’s quality assurance procedures while ensuring a reduction in data-retrieval time.

● Receive all incoming calls promptly and courteously assist clients and employees throughout the organization

● Schedule appointments, meet and greet visitors, whilst presenting an appropriate image and effectively utilizing necessary people skills to maintain a harmonious atmosphere

● Transcribe minutes of meetings; follow up with management and staff to adhere to agreed deadlines.

● Create and update the daily, weekly and monthly departmental planners Annual Audit Compliance

● Meeting auditors annually to discuss and provide them with documents pertaining to the audit period ensuring there are strict adherence to standards for animal feeding schedules, list of dead animals, vaccinations given to animals and staff, expiry tracking sheet for medicines, approved list of chemicals used by the department, inventory records for the chemicals, list of animal donations received, records of water quality tests performed Executive Secretary to the Group General Manager Jul 1995 - May 1999 Al Homaizi Foodstuff Company & Al Homaizi International Management (now Kout Food Group) 4 years

● This position required a high degree of confidentiality, common sense and tact in the day-to-day dealings with people both inside, outside the company and creating a productive and pleasant work environment.

● Planned goals and objectives for the office, identified and secured the resources (personnel, equipment & capital) needed to accomplish those goals.

● Set up office operational procedures to maintain a consistent work flow in and out of the office.

● Co-ordinated meetings, conferences and appointments for the general manager and notified participants.

● Composed and typed responses to office correspondences and inquires.

● Created and maintained an effective filing system of records and correspondences

● Conducted subject research as necessary to complete special projects and reports.

● Received calls, screened visitors and responded to inquiries.

● Performed standard office procedures including scheduling of appointments, processing mail, answering phones and ordering supplies

● Kept sensitive material in utmost confidence when requested.

● Observed and implemented established company policies and procedures.

● Maintained the inventory, supply stock reports, combined with generation of purchase orders of stationery, monitoring and controlling quantities, costs and quality of supplies for the corporate office.

● Was responsible for providing organization, dry and food stocks replacements & housekeeping services for the general manager’s office on a daily basis.

● Handled personal accounts, travels, etc.

● Coordinated special company functions.

● Contributed positively to employee relations & morale.

● Updated the General Manager on all key communication in the organization. Resume of Dolly Pagdiwala Page 2 of 3

Secretary Feb 1995 - Jul 1995

Bechtel International Incorporated, Mumbai Project Office 5 months

(Bechtel is one of the biggest American engineering companies all over the world)

● Initially recruited in the capacity of a trainee and quickly promoted to the position of a Secretary

● Successfully completed training in computers

● Was involved basically in maintaining the organization related data and managing the overall system resources pertaining to the Dabhol power project.

● Job responsibilities included planning, organizing and scheduling meetings Seminar attended

“There are no sales without service”- Sales & Customer Service Seminar - 16 October 1998 Extra-Curricular Activities

First Aid from St. John’s Ambulance Association

Scuba Diver from Al Boom Marine Co. (NAUI Worldwide) Open Water Certified Active participant in extra-curricular activities at school Member of the senior school basketball team

Reference

Mr. Aslam Khan, Personnel Department, Al Zayani Trading Co. - Kuwait Tel: 24720286/7 Extn. 701, Mobile: +965-********

Documents

● Valid Kuwait Driving License

● Multiple US entry visa valid till 2026

Resume of Dolly Pagdiwala Page 3 of 3

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