Administrative Coordinator with 13+ Years Experience

SHIBA SAYAD

Doha, Qatar +974-******** *****.*****@*****.***

PROFESSIONAL SUMMARY

Experienced Commercial Administrative Coordinator with 13+ years in administrative support and commercial operations. Proven track record in invoice management, procurement coordination, quotation drafting, and document control. Adept at working with CAFM tools, maintaining vendor relationships, and ensuring contract compliance. Recognized for improving operational efficiency and maintaining high accuracy in financial documentation. KEY SKILLS

• Commercial Administration

• Invoicing & Procurement Processing

• CAFM Software Proficiency

• Contract & Quotation Preparation

• Vendor & Stakeholder Coordination

• Documentation & File Management

• Microsoft Excel, Word, Outlook

• Financial Reporting Support

• Organizational & Time Management

• Internal/External Communication

PROFESSIONAL EXPERIENCE

Commercial Administrative Coordinator

Mosanada FMS Doha, Qatar May 2022 – Present

• Process commercial invoices, review contractor claims, and track expenses for accuracy.

• Act as liaison between internal teams, clients, and vendors on financial and quotation matters.

• Utilize CAFM software to process service requests and monitor invoice workflows.

• Draft and send quotations, proposals, and formal letters (e.g., Management Letters, NTPs).

• Coordinate with project managers for progress payment submissions by the contract terms.

• Maintain document control systems and ensure audit-ready records. Team Supervisor

ARM Group of Companies Pune, India Jun 2021 – Apr 2022

• Ensured smooth inter-departmental communication and customer service.

• Maintained and updated electronic systems to streamline access to important documents.

• Preparing and Sending Quotations and proposals to the customers.

• Working as a mediator between potential customers and publishers internationally. E-commerce Content Process Lead

Retail Direct Pvt. Ltd. Pune, India Oct 2018 – May 2021

• Managed content accuracy on e-commerce platforms.

• Trained and lead content team; implemented workflow improvements for efficiency.

• Collaborated with marketing for SEO and product visibility. Administrative Executive

ARM Group of Companies Pune, India Sep 2016 – Sep 2018

• Managed daily administrative functions, front desk operations, and team coordination.

• Scheduled executive travel and meetings; maintained internal document systems.

• Prioritized and reviewed all incoming emails and then addressed to the Managing Director after careful consideration.

• Maintain an organized and systematic filing system for all correspondence on behalf of the Managing Director.

• Efficiently coordinated and follow-up with internal departments on behalf of the Managing Director to facilitate smooth operations.

• Prepared letters on behalf of the Managing Director ensuring clarity and professionalism in communication.

• Attended meetings, record minutes of meeting MOM accurately, and distribute them while following up on action items.

Financial Operations Executive

Bank of New York Mellon Pune, India Apr 2013 – Aug 2016

• Handled high-volume invoice processing and documentation for audits.

• Generated NAV reports; supported internal financial controls and workflows.

• Managed financial records for clients and supported reporting. Financial Analyst

eClerx Ltd. Pune, India May 2010 – Dec 2012

• Performed investment analysis, budgeting, and strategic planning.

• Created financial models and reports to support business decisions. Process Assistant – Accounts Payable

Steria India Ltd. Pune, India Jun 2007 – Dec 2009

• Processed vendor payments; resolved invoice discrepancies.

• Maintained compliance and supported audit processes. EDUCATION

Master of Business Administration (MBA) – Finance Symbiosis University, Pune 2009 – 2012 Bachelor of Commerce Pune University 2005 – 2007 LANGUAGES

• English – Advanced

• Hindi – Advanced

• Marathi – Advanced

AWARDS & RECOGNITION

• “Pat on Back” Award – Excellence in Work

• “Behaviour Cards” – Team Recognition

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