Sheeba Francis

• Organized and managed calendar of appointments, meetings, and travel arrangements for executive team.
• Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
• Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
• Monitored incoming emails and responded accordingly in a timely manner.
• Prepared expense reports for reimbursement claims.
• CRM: Issuing conflict checks and Matter creation in the CRM tool
• Invoicing - Co-ordination and follow-ups with the team members to review the invoice.

• Organized and maintained executive calendars, including scheduling meetings, travel arrangements and conference calls.
• Provided administrative support to the office manager and other staff members.
• Prepared documents such as memos, letters, reports, spreadsheets and presentations using Microsoft Office applications.
• Greeted visitors in a professional manner and directed them to appropriate personnel or offices.
• Sorted mail and distributed it to appropriate personnel or departments within the organization.
• Coordinated meeting logistics such as room reservations and catering services.
• Assisted with special projects or tasks related to departmental functions upon request.
• Created agendas and took minutes during meetings; distributed notes in a timely manner afterwards.
• Managed calendar reminders for upcoming deadlines or events associated with the office.
• Arranging Cultural activities and outdoor event / offsite

Receptionist:

• Attended phone calls, concluded the nature of calls and assisted callers to the proper department.
• Successfully organized meetings/appointments between management team in same location/different location.
• Issue of Identity / visitors card.
• Coordinate and closely associate during candidate recruitment process.
• Security Management – Physical and environment security, control of visitors, movement of materials.

Administrative:

• Maintain senior management claims and clearance record.
• Vendor Management – supplier coordination, coordinate on financial settlements and maintain up-to date records.
• International/domestic travels (Coordination) – flight booking, stay arrangement, travel currency, visa documentation checklist, travel insurance & internal office clearance.
• Manage and maintain library records, office employees records etc.
• Responsible for monthly/weekly reports and other correspondence.
• Housekeeping Management - Supervising cleanliness of the work premises, Maintenance of horticulture / garden.
• Cafeteria – efficient running of cafeteria / food court.
• Excellent interpersonal, communication and customer service skills.
• Superb time management skill, multi-tasking ability in stressed environment.
• Part of Fire & Safety team, act as floor waden.

• Greeted visitors and provided them with assistance.
• Answered incoming calls, took messages, and transferred calls to appropriate departments or personnel.
• Scheduled appointments for clients, customers, and other visitors.
• Maintained a neat reception area by organizing materials and tidying up furniture.
• Verified visitors' identification cards before allowing access to the building.
• Performed data entry tasks into various computer systems accurately and promptly.
• Assisted in maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.
• Provided administrative support to staff members including typing letters, filing documents, and scanning and copying documents when necessary.
• Updated daily log book with information about visitors entering the premises.
• Created badges for temporary personnel who entered the building on a daily basis.

• Organized and maintained filing systems for confidential documents, correspondence, and reports.
• Prepared and distributed agendas, minutes, presentations and other related materials for meetings.
• Coordinated travel arrangements, including flights, hotels, car rental reservations, and ground transportation.
• Provided administrative support to department staff including typing letters and reports; preparing mailings; photocopying; collating; faxing; scanning documents.
• Compiled daily activity logs and updated records with pertinent information on a regular basis.
• Answered incoming calls promptly and professionally; provided callers with accurate information or directed them to appropriate departments and personnel when necessary.
• Greeted visitors warmly upon arrival at office reception area.

Receptionist:

• Attended phone calls, concluded the nature of calls and assisted callers to the proper department.
• Successfully organized meetings/appointments between management team in same location/different location.
• Issue of Identity / visitors card.
• Coordinate and closely associate during candidate recruitment process.
• Security Management – Physical and environment security, control of visitors, movement of materials.

Administrative:

• Maintain senior management claims and clearance record.
• Vendor Management – supplier coordination, coordinate on financial settlements and maintain up-to date records.
• International/domestic travels (Coordination) – flight booking, stay arrangement, travel currency, visa documentation checklist, travel insurance & internal office clearance.
• Manage and maintain library records, office employees records etc.
• Responsible for monthly/weekly reports and other correspondence.
• Housekeeping Management - Supervising cleanliness of the work premises, Maintenance of horticulture / garden.
• Cafeteria – efficient running of cafeteria / food court.
• Excellent interpersonal, communication and customer service skills.
• Superb time management skill, multi-tasking ability in stressed environment.
• Part of Fire & Safety team, act as floor warden.

• Outbound Calls to Customers and Tele-Marketing of Cards.
• Feeding of all the call details into database.
• Preparation of weekly and monthly statement and submission of the same to management team.

Answering queries and clarifications to customer