Prashant Kumar

Administrative Assistant to the General ManagerFull Time

• Job Details:Preparing, Updating, and Filing the Bid documents (i.e. Cover Letter, Bill of Quantity, Cost Breakups, Company Profile, Schedule of ongoing projects & carried out projects summary, Collecting Carried out Project Work Photographs, Work Force & several other relevant documents) for getting new work in local market.  Coordinating project-based works like; Manpower Arrangement, Involved in Material Processing/Delivery, Ordering Consumable Items (Safety Tolls, Cutting Blade, Fixing Glue, Stainless Steel Mechanical Fixtures, Polishing Papers, Grinders and drill machine) based on site requirement, Preparing Petty cash for Site expanse, etc.  Attending phone calls from customers/clients and also respond to the emails received from customers/clients and concerned party members without fail.  Maintaining accurate & complete documentation, records, prepares reports, and composes correspondence relative to the work in MS Office (Word, Excel, Access, PowerPoint), & SAP System.  Maintaining electronic databases and hard copy filing system.  Assisting executives in all possible works likes in meetings, preparing documents and presentations.  Resolving administrative problems and inquiries.  Handling all inquiries within my capacity over phone. Checking deadlines on incoming requests (i.e. Tender or several other relevant documents submission) and put preliminary work in play.  Interacting with incoming numerous visitors, vendors, customer/clients’ representative.  Managing the day-to-day calendar for Company’s General Manger.  Maintaining & analysing the database for warehouse storage of files (Delivery Note, Material Received Note, Material Availability, and Expected Material Requirement for upcoming projects) and retrieve from storage as needed basis.  Corporate Fundraising. Analysing the expected monthly expanses & updating directly to the General Manager with appropriate records/attachments.  Booking unique Job Code separately for Material Supply only, & Supply and Installation works of Customer/client’s work order (L.P.O.) confirmation in order to start material processing and updating the same to all concern individual/department to follow the same job code.  Supervise activities of subordinate/support staff and ensuring all office policies and procedures are being implemented.  Preparing and modifying documents including correspondence, reports, drafts, memos and emails.  Preparing Appointment Letter and processing visa for new employees.  Implementing and monitoring support services, including procurement of supplies and services; transport, & travel, communications, engineering and information technology support.  Maintaining records for staff personal, phones, parking, company credit cards and office keys.  Managing and maintaining executive’s schedules, appointments and travel arrangements.  Maintaining the record of office supply inventories.  Coordinating for maintenance of factory and office equipment.  Managing the fixed asset procedure, policy, and process.  Review operating practices and implement improvements where necessary.  To complete the assigned work at given time without any delay.  Human Resources & Records Management.

Executive Assistant to the DirectorFull Time

• Job Details:Provides administrative all possible and technical support as a primary responsibility.  Supporting Sales, Plant, Dispatch, QC/QA, Furnace, IS Maintenance and Production Managers for required appliance & getting an approval for the same from the Director.  Maintains schedules and coordinates appointments, Drafts correspondence, reports, documents and other written materials.  Processing all outgoing communication in the form of emails, letters, voice messages or other forms of communication.  Collects and prepares information for use in discussions/meetings of executive staff and outside individuals.  Reviews incoming correspondence, initiates replies as appropriate routes matters requiring action by staff or other departments and follows up to ensure actions are completed.  Takes minutes of meetings and produces document in draft of final format.  Performs other tasks as assigned in support of the company business operations.  Record, compile, transcribe and distribute minutes of meetings agenda to all concerned department / managers.  To make sure all the reports and data files are arranged in a perfect manner so as to avoid any inconvenience in business matters.  Ensuring client’s satisfaction with company services.  Performing managerial duties in absence of manager i.e. attending staff meetings on behalf of manager or supervisor.  Preparing and editing correspondence, communications, presentations and other documents.  File and retrieve documents and reference materials.  Processes invoices and other miscellaneous payments for the department.  Makes arrangements for travel, lodging, transportation, etc.  Monitors invoices and presents graphic data reports.  Monitor, respond to and distribute incoming communications.

Executive Secretary to the GMFull Time

• Job Details:Provide secretarial support for various departments such as answering telephones, assisting visitors and resolving a range of administrative problems and inquiries.  Opening, sorting, categorizing and processing all information and communication in the form of emails, letters to the department and getting it to the appropriate people/dept. head in a timely way.  Preparing and Filing of Tender/Bid Documents (Incoming & Outgoing) with Bill of Quantity (BOQ).  Responsible to verify of Material Receipt Note (MRN), Delivery Note (DO), Monthly Stock Report, Purchase Report and Sales Invoices.  Ability to establish priorities handles and resolves recurring problems, work independently, and proceed with objectives.  Preparing correspondence and reports for publications and presentations.  Scheduling appointments, meetings and personal appearances by the manager.  Setup and preparing all travel expenses & arrangement like: accommodation and entertainment arrangement for company personal and visitors.  Maintained confidential personnel files of the General Manager.  Ensure that client issues are dealt with an efficient manner.  Preparing written responses to routine enquiries.  Updating executive about appoints with various clients.  Analyze the data and things to find out if there is any fraud, violation of laws. Regulations and management policies, duplication e.t.c.  Evaluates and verifies employee performance through the review of completed work assignments and work techniques.  Secures information by completing data base backups.  Responsible for the operation and maintenance of office machines such as Computers, Fax Machines and photocopying machines, etc.