Rajesh Thekke Mavila
Administrator
Muscat,Oman
Summary
Personable Office Administrator with 22 years of experience prioritizing multiple tasks requiring prompt solutions. Talented problem-solver managing workloads while greeting visitors, answering incoming phone calls and fulfilling staff members' requests. Professional and welcoming in creating upbeat work environment.
Overview
20
20
years of professional experience
3
3
years of post-secondary education
Work History
Office Administrator
M/s. Zubair Furnishing LLC
Muscat, Oman, MA
07.2015 - Current
- Reporting to Business Head.
- Provided full variety of organizational support to organization's head.
- Arranges meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments.
- Hiring, training, and evaluating employees and taking corrective action when necessary.
- Supervise administrative staff and divide responsibilities to ensure performance.
- Create and update records and databases with personnel, financial and other data.
- Submit timely reports and prepare presentations/proposals as assigned.
- Working with accounting and management teams to set budgets, monitor spending, and process payroll and other expenses.
- Overseeing projects and tracking progress towards company goals.
- Manages correspondence by answering emails and sorting mail.
- Assists in planning and arranging events, including organizing catering, etc.
- Handles expenses and billing cycles.
- Manages staff expense requests.
- Interacts with directors and carries out their requests.
- Transcribed meeting minutes for recordkeeping and submitted to senior management.
- Assists in purchase orders and invoicing.
- Maintains accurate records for employee holiday requests.
- Attends workshops and conferences when requested.
- Prepares and changes reports, spreadsheets, and administrative documents as per requirements.
- Maintains office calendars, open and prioritize mail, receive and prioritize phone calls.
- Supported Business Head with proactive correspondence management, document coordination and customer relations.
- Interacted with customers by phone, email or in-person to provide information.
- Verified salaried and hourly employee time cards to prepare accurate bi-weekly payroll.
- Supported logistics for programs, meetings and events, including room reservations, agenda preparation and calendar maintenance.
- Trained new employees on administrative procedures, company policies and performance standards.
- Tracked office supplies and restocked low items to keep team members on-task and productive.
- Booked flights, car rentals and hotel accommodations for business travel for all employees.
- Reported on daily office activities to help managers stay on top of dynamic conditions and make proactive decisions.
- Applied advanced administrative and analytical skills in overseeing day-to-day operational activities.
- Teamed with leaders across all departments to meet deadlines and establish culture of cross-functional collaboration.
Sr. Project Secretary Cum Document Controller
M/s. International Electro Mechanical Services Co. LLC
Dubai, UAE, Dubai
08.2006 - 07.2015
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Scheduled appointments and conducted follow-up calls to clients.
- Implemented paperless filing system for departments.
- Recorded daily financial transactions using Quickbooks and handled payments of accounts.
- Answered multi-line phone system and greeted callers enthusiastically.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Handled daily scheduling tasks and provided administrative support for entire department.
- Completed accurate daily report documents, memos and invoices.
- Composed internal and external correspondence for senior management and reviewed all documentation to eliminate errors.
- Maintained office supplies inventory by checking stock and ordering new supplies as needed.
- Provided clerical support to company employees by copying, faxing and filing documents.
- Drafted agendas, recorded minutes and created documents for meetings.
- Recorded expenses and maintained accounting records.
Sr. Project Secretary Cum Document Controller
M/s. Qatari Arabian Construction Company LLC
Doha, Qatar, Doha
03.2006 - 07.2006
- Prepared procedures at beginning of each project and keep files up to date during project.
- Performed all administrative tasks as laid down in department, team or work procedures.
- File, retrieve, copy, and distribute documents as required.
- Prepare and distribute Master Document Register and keep it updated.
- Control revision of documents.
- Familiarize with, update, and work with databases and documents.
- Initiate action to prevent occurrence of any non-conformities relating to product, process and management system.
- Organize meetings, book rooms and flights for all members of your project team.
Project Secretary Cum Document Controller
M/s. ETA – ASCON
Dubai, UAE, Dubai
12.2001 - 01.2006
- Prepared procedures at beginning of each project and keep files up to date during project.
- Performed all administrative tasks as laid down in department, team or work procedures.
- File, retrieve, copy, and distribute documents as required.
- Prepare and distribute Master Document Register and keep it updated.
- Control revision of documents.
- Familiarize with, update, and work with databases and documents.
- Initiate action to prevent occurrence of any non-conformities relating to product, process and management system.
- Organize meetings, book rooms and flights for all members of your project team.
Education
Bachelor of Commerce - Commerce
University of Madras
Chennai 05.1996 - 04.1999
Skills
Inbound phone call handling
Meeting coordination
Staff Management
Administrative support
Office management
Event Coordination
Managing office supply inventory
Mail handling
Scheduling
Typing [Number] words per minute
Expense reporting
Booking travel
Travel coordination
Financial services support
Timeline
Office Administrator
M/s. Zubair Furnishing LLC
07.2015 - Current
Sr. Project Secretary Cum Document Controller
M/s. International Electro Mechanical Services Co. LLC
08.2006 - 07.2015
Sr. Project Secretary Cum Document Controller
M/s. Qatari Arabian Construction Company LLC
03.2006 - 07.2006
Project Secretary Cum Document Controller
M/s. ETA – ASCON
12.2001 - 01.2006
Bachelor of Commerce - Commerce
University of Madras
05.1996 - 04.1999