SHAIK MAHEBOOB PASHA

Dynamic professional with extensive experience in administrative roles, notably at Eurofins Resource India Pvt Ltd. Proficient in POWER BI and MS Office, I excel in optimizing processes and enhancing team efficiency. My strong organizational skills and strategic mindset have consistently driven successful project outcomes and improved operational workflows.

HINDI, ENGLISH, KANNADA, TELUGU

TRAVEL, CRICKET, MUSIC, COOKING

General administration

• Oversee housekeeping management to ensure a clean and organized work environment
• Manage security operations and coordinate with security personnel to maintain workplace safety
• Identify, evaluate, and select vendors to ensure quality, and cost-effective services
• Handle the procurement of office stationery and supplies, including housekeeping, security, pantry, pest control, air-conditioning, and building maintenance materials
• Coordinate meeting schedules and arrange venues for both internal and external events
• Verify and certify vendor invoices, liaising with the Accounts Department to ensure timely payment processing
• Manage employee onboarding and exit formalities efficiently
• Coordinate with various departments to facilitate new joiners with email IDs, bank account openings, and employee ID cards
• Maintain and manage petty cash accounts accurately
• Prepare management information system (MIS) reports and oversee annual maintenance contract (AMC) regularizations
• Provide executive assistance to senior management
• Supervise guest house operations, and ensure smooth guest experiences
• Manage the printing of company letterheads, business cards, banners, and other collateral
• Organize office events, parties, contests, and manage event logistics
• Schedule appointments for guests and administrative staff effectively
• Maintain a visitor management system to monitor and record visitor activity
• Plan and execute company functions and events to foster employee engagement and corporate culture

Travel, transport management, and hotel bookings

• Book flight, train, and bus tickets for employees and clients efficiently
• Coordinate employee transportation requirements to ensure timely and comfortable travel
• Manage the travel desk, overseeing both domestic and international travel arrangements for employees
• Reserve and block hotel rooms for employees during official trips to ensure convenient accommodation
• Issue travel insurance policies for employees undertaking official domestic and international trips
• Facilitate forex issuance and encashment for employees traveling abroad on official business
• Manage visa processing, including the preparation and issuance of covering letters and invitation letters for official travel
• Arrange transportation for clients and customers visiting the corporate office across pan-India locations

Facility management

• Oversee office housekeeping and maintenance activities to ensure a clean and well-maintained environment
• Manage employee workstation relocations smoothly and efficiently
• Supervise cafeteria and canteen operations to maintain quality and hygiene standards
• Monitor and maintain organizational infrastructure to ensure optimal functioning
• Coordinate the booking of conference rooms and meeting rooms for client visits and staff meetings
• Supervise the maintenance of electrical, plumbing, and fire safety systems on all floors
• Collaborate with all departments to enhance overall organizational management and facility operations
• Oversee and verify all security-related documentation and personnel compliance
• Manage the printing and dispatch of sales and training materials to various locations as required
• Coordinate and supervise new construction projects from planning through execution
• Monitor quarterly servicing of equipment in accordance with annual maintenance contract (AMC) agreements
• Handle the creation and deletion of employee email IDs during onboarding and offboarding processes
• Issue joining kits to employees, including laptops, desktops, data cards, and other necessary equipment
• Maintain accurate records of organizational assets
• Responsible for the renewal of insurance policies for vehicles, buildings, and other assets

Accounts and vendor management

Inviting quotations from the vendors for stationery, housekeeping materials, electrical equipment, and computer hardware, etc

Procurement and maintenance of stationery for printers, photocopiers, and fax machines

PR/PO creation for admin-related vendors, PO balance amount, PO renewal, arranging CP approval, service entry sheet

Preparation of the vendor's outstanding payment records

Updating all vendors' payment details

Periodic vendor evaluation

Petty cash handling and service, sales, and telephone bills scrutinizing and paying the same

Travel expenses settlement

Local travel expenses settlement for all employees

Mobile bills and data card usage reimbursements

Purchase of stationery and HK consumables

Cafeteria and pantry management with quality check

Day-to-day petty cash disbursement, collection of bills, checking, and claiming to the finance department

Vendor negotiations, finalization, and contracting for various purchases and operative services, such as transport and cafeteria

Travel, printing, stationers, photocopier, furniture, etc

Regularization of AMC with outside service agencies, viz., car hire services, cafeteria, housekeeping, security, printing and stationery, courier, travel, A/C

Daily car hiring, scrutinizing bills, and arrangement for subsequent payment to the respective vendors

Handling all administrative activities, like maintaining stock register, travel bookings, hotel bookings, ticket bookings, taxi booking, and making arrangements for meetings, trainings, etc

Daily follow-up of the meals requirement, quality, and variety of food served

Managing to get all the office stationery printed, like letterheads, file covers, payment voucher books, and leave application forms

Requisition slip for gate pass for returnable and non-returnable goods, local conveyance vouchers, and envelopes of different sizes, etc

Stores management

Responsible for paying utility bills, like the electricity bill, telephone bill, and internet bills, on time

In charge of inventory control of stationery, street lights, tube sets, mercury lights, and high mast lights

Book the meeting and conference room for meetings

Preparing utilization reports on various grants received and sending them to the requisition authority as needed

Buildings maintenance and equipment management

Updating daily trackers

Event management: national festivals such as inviting guests, arranging chairs, tables, dais, mic sets, loudspeakers, and sweets for distribution

Assist in the preparation of the annual budget

Audit support and coordination