Executive Secretary Assistant

RESUME

Manohar V

050-*******/*********@*****.***

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Profile

Over 17 years of experience as Executive Secretary/Admin Job Objective

To take on more responsibilities in a growth oriented organization by effectively putting to work, my rich and long experience in the UAE.

Personal Skills & Values

• Integrity

• Ability to work under pressure without compromising on quality

• Excellent team player.

• Excellent communicative, organizational and interpersonal skills

• Thorough knowledge of conventional word processing skills including typing and shorthand.

• Excellent computer skills in diverse fields especially on Word, Excel, PowerPoint. Key Competencies

• Deal effectively with all customer support calls & emails, investigating, logging and responding to queries

• Able to manage and respond to customer communications in a professional and courteous manner.

• Able to speak positively and enthusiastically about the company and its products and services

• Experience in keeping the best relation with different customer with different languages and contacting them through telephone and E-mails

• Good understanding of the Construction Industry and the general nature of work involved.

• Specific experience in the Tendering department in a major construction company in the UAE.

• Ability to plan, organize and prioritize work for self in an environment with multiple and conflicting demands.

• Capability to handle secretarial/ administrative/ executive assistant role in any challenging circumstances.

• Ability to independently draft and format complex documents.

• Tact to handle conflicting priorities and meet strict deadlines.

• Balanced mindset and attention to detail.

• Maturity to maintain confidentiality in handling sensitive matters Professional Experience (Executive Secretary/Personal Assistant) Nov 2021 – Dec 2022 – Engaged in a property dispute/settlement back home.

2017 Jan - 2021 Oct – Perfection Construction LLC, Dubai. Executive Secretary to Director Operations

Purpose of the Role

To provide administrative support and assistance to the Director Operations and Site Team Position Description

• Maintaining diaries and booking meeting rooms

• Taking messages, screening and redirecting where appropriate

• Respond/distribute emails to staff and others as appropriate

• Receive, review and prioritize incoming correspondence and follow up

• Taking shorthand dictations of correspondence

• Transcribing main given points and drafting letters as required

• Preparing/maintaining of staff holiday chart /leave planner RESUME

Manohar V

050-*******/*********@*****.***

Page 2 of 3

• Confidentially keep records/files

• Taking minutes internal coordination meeting

• Coordinate communication within and outside the dept.

• Sending enquiries, receiving quotations and preparation of LPOs

• Handling of Petty Cash

• Coordinating with the Accounts Dept. for suppliers/subcontractors payments

• Material Submittals to Consultants for their approval

• Following up on insurance related policy/cover note with the insurers and forwarding to sites in a timely manner.

• Coordinating with HR for the medical insurance for staff Document Control

• Independently performs day-to-day Document Control activities.

• Copy, scan and store documents.

• Managing the flow of documentation within the organization.

• Log document requests and help retrieve documents as needed for employees.

• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.

• Maintain updated records of all approved documents and drawings and their distribution clearly.

• File documents in physical and digital records.

2003 January-2016 September - Al Futtaim Carillion LLC, Dubai. Executive Secretary/Technical Assistant

Purpose of the Role

To provide comprehensive and confidential administrative support and assistance to the Technical Services Department - Directors/Managers Position Description – Technical Assistant

• Tender Bond - Preparing Tender Bond Application and ensure the Tender Bond is received from the Accounts Dept. well ahead of the tender submission date.

• Tender Queries –

Compiling of Tender Queries for all tenders and forward to client/consultant with Cover letter.

Preparing Master Tender Query, reading responses from the client and compiling the Appendix for submission.

Preparing and compiling Master Tender Query for other contractors separately.

• BOQ - Converting of BOQs from PDF to Excel. Checking the accuracy of the BOQ so that the BOQ can be directly fed into CCS by Estimators without checks

• PTC - Convert/edit/tabulate the PTCs received from Consultant/Client - PDF to excel/word, in order to send the contractor’s response.

• Indent/RFA – Preparing Indent/RFA for the subcontractors work

• QS Consultancy – Maintaining the list of QS Consultancies and make sure their valid Professional Indemnity Insurance Policy copies are obtained and updated.

• IT/Server Access –

Coordinating/Maintaining of Permission Matrix with IT for arranging server access to the respective tender folders for the users.

Raising Indents for PC/Laptop/Telephone etc., and work space for the new comers and visitors.

Posting of documents to the appropriate folders

• Tender Summaries - Make sure the Tender Summaries / Minutes of Meeting and all other relevant documents are collected, initialled/signed off and saved on to the server.

• Tender Submission -

Preparing draft submission cover letters in advance and forward to Bid Lead for their reviews, compiling all the clarifications, formatting and printing for the submissions.

Completing the Form of Tender

• Non-Disclosure Agreement/Confidentiality Agreement - Preparing NDA/CA and forwarding for approval

RESUME

Manohar V

050-*******/*********@*****.***

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• Letters - Preparing Expression of Interest, Extension of Time, Regret, PTC letters and attachments along with tracking previous submissions.

• Approvals – Obtain approvals from directors/managers for necessary documents and make sure it’s saved on server and distributed to the concerned dept.

• Index - Maintaining the Master Index for Tenders, Misc., EOI, Regret and Memo letters.

• Contract Award Note - Preparing draft Contract Award Note and Maintaining the records.

• Time Sheets - Preparing/Distributing/Maintaining Master Time Sheet of all TSD Staff

• Tender List/Pipeline - Maintaining, updating and getting approvals of the Weekly Tender List/Pipeline consisting of Active Tenders in Office, Post Tender Submissions, and Imminent Tenders.

Position Description – Executive Secretary

• Organising/Maintaining diaries and booking meeting rooms

• Taking messages, screening and redirecting where appropriate

• Respond/distribute emails to staff and others as appropriate

• Receive, review and prioritize incoming correspondence and follow up

• Liaise with and greet visitors/staff/associates

• Assisting/coordinating Admin/HR for preparation of documents related to overseas/local recruitment

• Performs a variety of routine typing assignments as appropriate to the position, taking dictation, organize meetings, coordinate communication within and outside the dept.

• Confidentially keep records/files, categorizing and arranging to facilitate access to records/files when required.

• Maintains, manages and ensures appropriate backup and storage of computer files.

• Arranging signature/distribution of RFA/WO/Agreement and maintaining its in/out register.

• Following up on insurance related policy/cover note with the insurers and forwarding to sites in a timely manner.

• Acting for other Personal Assistants (MD Office) in their absence.

• Preparing/maintaining of staff holiday chart /leave planner

• Coordinating with HR for staff training issues

Personal Details Languages Computer Skills Sports/Hobbies Nationality - Indian English MS Office: Playing & watching cricket Driving Licence - UAE Hindi Word Listening to music Education - Graduate Malayalam Excel Travelling

Diploma – Word, Excel, PP Power Point

Typewriting English (60 WPM)

Shorthand English (80-100 WPM)

Technical – Safety Training

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