Velayudhan Manohar

RESUME Manohar V-- 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 2017 January- 2020 February – 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 Page 1 of 3 RESUME Manohar V-- • • • • • • • • • • • • Taking shorthand dictations of correspondence Transcribing main given points and drafting letters as required Preparing/maintaining of staff holiday chart /leave planner 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. Page 2 of 3 RESUME Manohar V-- • • • • • • • • •  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 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 Driving Licence - UAE Education - Graduate Diploma – Word, Excel, PP Typewriting English (60 WPM) Shorthand English (80-100 WPM) Technical – Safety Training English Hindi Malayalam MS Office: Word Excel Power Point Playing & watching cricket Listening to music Travelling Page 3 of 3