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Vanita Poojary

Candidate ID: 1307726

Career Summary

Management Post Graduates with 5 years experience in Administration / Commerical Operations functional area

Skill Set

Administration Secretary, Executive Secretary, Document controller

Professional Information

Total Experience : 5

Nationality : India

Qualification Level : Management Post Graduates

Job Function : Administration / Commercial Operations

Work Location Preference : UAE

Detailed Profile

Loyal Electrical Contracting LLC - Sharjah
Designation Profile: Secretary to Director – (Admin & HR.)
DURATION: Sep 2013 – Nov 2018
Responsible for all day to day administration of the organization. Provide general administrative support to the MD and staff, Handling Front office guests and visitors.
Assisting with technical manager for project assistance to SEWA / FEWA awarded projects works, preparing prequalification documents submittal for company registration in different parts of emirates. Project enquiry, quotation and invoicing in Excel. Project filing, doing necessary correspondence letter to Govt. Authorities Undertake general administrative duties including word processing & Dealing with general emails.
Arranging for Project Factory Acceptance Test visit at Germany, Czech Republic for Managers and engineers.
Prepare LPO Purchase and follow up order from our supplier locally and internationally. Follow up for incoming shipment.
Deals in all visa and employment contract procedure. Co-ordinates with the PRO for processing of necessary approvals, visas, typing docs etc. of new recruit’s laborers and staff.
Monitor all expired documents including Trade license, Office Tenancy contract, Visa etc. for renewal purposes. Filing, copying and faxing.
Ordering of equipment, materials and office supplies. Undertake and assist in the recording and processing of invoices, receipts and payments as required and instructed.
Administer the petty cash system and ensure appropriate record keeping. Maintain company confidential files

Archgroup International Architects Pvt Ltd (Bandra - MUMBAI)
Designation Profile: Secretary to Regional Manager – (Admin)
Duration: Jan 2011 – Sep 2012.
Work Profile:
Arranging & Coordinating Meetings & Appointments
Arranging for Flight Ticket Booking, Hotel Booking for M.D & Seniors.
Handling appointment for the Directors
Keeping track of outgoing and incoming mails. Drafting and replying of emails / letters.
Maintaining Staff attendance & Leave Record
Co-ordinate the repair and maintenance of office equipment & AMC Follow-ups.
Maintaining the general filing systems and file all the correspondence.
Handling Admin / Stationeries / maintaining courier register
Arranging for Interviews
Handling EPBX & FAX, Handling Library.
Handling Office Boy Record and managing their day to day activities.

Designation Profile: Secretary to M.D – (Admin & HR.)
Duration: June 2009 – December 2009.
Work Profile:
Reporting to Director assisting him for Exports Enquiry / New offers / quotation for exports and Shipments.
Handling appointments of Director – Fixing appointments arranging meetings indoors and outdoors office.
Have visited outdoor at Gujarat to attend factory survey / Conference.
Export Assistance – Email Management Scanning and emailing all shipment documents and other relevant documents for processing exports.
To monitor timely dispatch of documents to buyers
To attend buyer’s queries and resolve their problems regarding documentation issues.
To Handle all Administration / HR Related work
Co-ordination with consultants on job descriptions, details of the requirements and feedbacks
Responsible for handling recruitments, Screening of resumes. Short-listing candidates on conducting an initial telephonic interview.
Time Attendance & Leave Report Management.
Managing the Overseas Clients for their Hotel Accommodation, Flight Ticket
Handling the maintenance & coordinating with the venders for maintenance.
Coordinating with the factory people for their Monthly requirement.

A Leading International Indenting House & Sourcing Agents in Import and Export of Chemicals for firm catering to Indian and Overseas clients.
Tenure: (June 05 – May 09)
Designation: Administration Department 
Job Responsibilities: 
Managing Staff, Office and Server Room
Attending Foreign Supplier for their visit to our office
Managing the Overseas Clients for their Hotel Accommodation, Flight Ticket Booking, Handling, Travel Bookings for Business trip,
Have Attended CPHI Exhibition Event in April 2008
Updating all Suppliers and Customers companies and contact information.
Responsible for maintaining data on server, contracts, AMC, bank,
Responsible & appreciated for organizing Festivals Celebrations.

Designation: Logistics and Shipping Department (For 3 months)
Work Exposure
Updating Register for Shipping documents and updating L/C Details of Customers
Requesting Shipping documents from the Supplier and forward it to Customer.
Follow up the Shipment Schedule from the overseas Supplier online in MSN Chat.
Keeping Details and track of ETD, ETA, and Vessel Details & Container.  

GOLDEN STABLES PVT LTD: (Club Mahindra Holidays Services)
Tenure: (June 2004 – March 2005) 
Designation: Member Relation Executive  
 Work Exposure:
Offering Good Membership to the Quality Members. By Offering them good holiday packages in Club Mahindra Resort in National and International (tie-ups with RCI Resort).
Handling Members Registered. Follow ups in Monthly EMI’s of Membership and Maintenance of Membership
Co-ordinating with members for complete Reservation bookings according to the seasons. Changes & Cancellation,
Ticketing and handling all the queries of Passenger’s traveling, Followed as per the Members requirement.

Diploma in Foreign Trade – Passed in 2009
Achieved certificate from recognized institute of INDIAN MERCHANT CHAMBERS - Passed in 2009 From S.N.D.T University (Mumbai).
B com - Passed in year 2006-07 From S.N.D.T College (Mumbai)

Diploma in Interior and Designing in 2001
Typing with 30 w.p.m with First Class grade
Certificate of Craft Art making, Design and workshop.
Proficient in Computers

VISA Validity
Upto 03rd March 2019

Will be provided upon request.