Beena Jayachandran

BEENA JAYACHANDRAN Mob.:- E-mail:- Objective:  To occupy the position wherein I can enhance my knowledge and skills in a highly professional managed organization, and to gain more about the field where I am positioned, to help in the growth of the company. Capabilities:  Can independently organize / improve an office - new or established - for all its administrative functioning.  Fast and accurate in assigned jobs including producing and generating correspondences, Company Pre-qualification Dossiers, Work Programs, reports etc., assisting accounts department. Working Experience Profession : Total Years of Experience : Administration / Document Controller 20 Years (with reputed firms) Experience Synopsis Company Period Designation Gulf Sail General Trading September 2011 to February 2021 December 2009 to August 2011 November 2006 to June 2009 February 2005 to March 2006 April 2000 to January 2005 January 1998 to March 2000 As Admin Branch Manager Proger SpA Bin Moosa Debbas Trading Cimel Abu Dhabi Mutawa Corrosioneering Al Hamra Plaza Resisdence As Document Controller As Executive Secretary As Executive Secretary As Executive Secretary / Accounts Assistant As Executive Secretary to the General Manager Contd…2 C.V. of Beena – Page 2 of 4 Qualifications Course Institution Grade Year Bachelor of Science – (B.Sc - Botany) University of Calicut, Kerala First Class 1994 Office Automation Course Dbase, Spreadsheet & WP packages Govt. Polytechnic, Tirur, Kerala First Class 1994 Computer Proficiency: Application Software : Well versed in Microsoft Word, Excel, PowerPoint, Outlook Accounting Software : Sage and Focus (Basic Knowledge) Working Details : Present Company Position : : : From September 2011 till date M/s. Gulf Sail General Trading LLC Admin Branch Manager Duties Involved : Keeping track of employees visa status, insurance status and arranging it to get renewed on time. Managing Company license renewal and tenancy renewal. All day to day admin related jobs like keeping track of sales team logs, attendance of all employees, coordinating with warranty, admin, logistics and accounts department. Supporting both Equipment and Spare Parts Division. Receiving all enquiries for spare parts and equipment division and entering in Focus and following up with sales team for quotations. Preparing Warranty Certificates for customers. Receiving cash and cheques and arranging for deposits. Managing monthly petty cash. Arranging vehicle servicing whenever needed. Keeping proper filing system for all documentations with tracking records. Contd…3 C.V. of Beena – Page 3 of 4 Present Company Position : : : From December 2009 – August 2011 M/s. Proger SpA Document Controller Duties Involved : Generating required Templates / Quality Control Forms for ongoing projects and implementing the same at projects; Ensuring proper reception, handling, distribution, storage and tracking of correspondence, Technical submittals, Project Drawings, Material & Sample Submittals, RFIs, NCRS etc.; Tracking of the action list and indicating the follow-ups with concerned authorities; Issuing and follow up of Site Instructions to Consultants / Contractors as directed by the Project Manager; Assisting QS / Contracts Departments in the cost control / Contractors & vendor’s price comparisons, Preparation of Contract Agreements / Letter of Intends on behalf of Client to different Contractors / Suppliers; Attending to Technical Meetings and preparing the minutes; Preparing monthly reports and submitting to the Client. Period Company Position : : : From November 2006 – June 2009 M/s. Bin Moosa Debbas Trading, Abu Dhabi. Executive Secretary Duties Involved : General Correspondence, Preparing Invoices / quotations, Online Customs Clearances, liaise between management, client and customers, controlling of documentation with proper tracking records. Period : From Feb. 2005 to March 2006 Company : M/s. Cimel Abu Dhabi - Abu Dhabi (An International Electro-Mechanical Contractors) Position : Executive Secretary Duties Involved : Controlling documentation, arranging hotel reservations & meetings for delegates / high officials coming from Head office (Belgium), Assisting Administration Dept. for all day to day activities. Period : From April 2000 to January 2005 Company : M/s. Mutawa Corrossioneering - Abu Dhabi (A Leading Traders for Corrosion Resistant Products [Belzona Polymer) Contd…4 C.V. of Beena – Page 3 of 4 Position : Executive Secretary / Accounts Assistant Duties Involved : General secretarial duties like telephone answering; day-to-day correspondence; handling all typing requirements - memos, faxes, letters, Invoices, Stock vouchers, preparing spread sheets, reports; Keeping proper record of documentation; arranging meetings/fixing appointments etc. Assisting Engineers in developing new business while keeping relation with existing customers, raising invoice and updating data by using "Sage" Accounting Package, issuing Purchase Orders, floating price enquiries, preparing quotations, stock checking, following up outstanding payments, coordinating with different Departments and Head Office in Dubai. Period Company : : Position : From Jan 1998 to March 2000 M/s. Al Hamra Plaza Residence (One of the Plaza Group of Companies) - Abu Dhabi Executive Secretary (to the General Manager) Duties Involved : Handling confidential, official matters of the General Manager, keeping proper records of documentation (incoming / outgoing correspondence by its registering and filing), selfcorrespondence, preparing various schedules/reports, correspondences in computer, arranging and attending meetings and preparing the Minutes of Meetings, liaising with Sales and Accounts Departments and fulfilling their managerial needs. : : : Indian Married Provided if required Personal Details Nationality Marital Status References ******