EDMS
Syed Irfan
Sr. Administration Manager Cum CRM
Chennai
Summary
Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
16
16
years of professional experience
22
22
years of post-secondary education
6
6
Languages
Work History
Projects Manager Cum Client Coordinator
Access Signmate
12.2022 - Current
- Maintaining all administrative activities recordable and digital listing for future easy reference.
- Daily report generation of project progress and share to all relevant project personnel's
- Mobilizing Manpower deployment in to the project departments as per their requirement on time.
- coordinating with the suppliers, vendors for materials timely delivery to onward progress.
- Time keeping of all employees, leave tracking & payroll process for salaries
- Transportation arrangements for staffs pickup and drop off scheduling drivers accordingly.
- Daily Safety meetings
- Business trip flight bookings, visa & accommodation arrangements coordinating with our company registered travel agent.
- maintaining customer feedback, queries to fix on time.
Sr. Business Development Manager
iGraphics Sign Advertising LLC
02.2022 - 11.2022
- Scheduling daily sales task to approach client data base in order to generate leads by cold calling, promoting our services with uniqueness in digital platforms for better reach of our services
- Approaching to client database and schedule for meeting in order to furnish our services to the client to make them understand and convert to lead
- Maintain existing clients with good relationship and met their satisfaction as per the requirement fulfil on HRMIS Workday PAMMS EDMS
- Sales progress monitoring, weekly review meeting with the team to boost up sales target and achievements
- Tracking of project progress, client deadlines for handing overs, supplier coordination for materials on site, fabrication progress expedition and follow-up to avoid bad remark on company for further orders/referrals
- Site visits for observation of project signage necessary requirements and to be noted with mock-up design proposal to submit client approvals (client/supplier scope listed out)
- Project initial payments collection for start of the project as per the LPO payment terms
- Advising fabrication team to prepare a sample signs as per the project requirement by client for approvals in order to start the production accordingly
- Coordinating with client for necessary designs, logos etc to get and share to design team production with signage creatives, structures etc
- Tender participation, bidding and supplier registration online with necessary company documents to upload to enrol and apply for projects to bid
- Quotations, enquiries, job orders preparing in Zoho CRM as per the requirement of client
- Weekly progress report extracting from CRM for managing director review.
Sr. Business Administration Manager
Access A Signage Company
02.2020 - 11.2021
- Managing a team of members in the company for profitable projects completion with client satisfaction met
- Leads Generation by calling, email, physical meeting with client
- Digitalized upgradation daily basis on the website with new creative designs and contents for client attraction
- Going for site visits in order to observe the client actual requirement for bidding & estimation workouts
- Attending daily meetings with client to understand their needs and revert back our proposals, estimated quotations & required things at site for installation
- Coordinating with client and maintain good relationship in order to get updates on their need and get leads referred for future requirements
- Daily safety meets with the team and advice on PPE's in order to avoid accident free productivity
- Design and mark-up's as per the actual site measurement and get approval from clients for project execution
- Production progress report, project completion status & maintain quality fabrication, deliverable to client for installation on timely manner
- Keep track on the project execution status as per the client approved design and specification that are used for final installation in order to avoid any rejections & project profitable
- Recruiting staffs/labours for the vacant positions, employee relations & leave approvals
- Monitoring employee performance and yearly bonus and increment entitlements for work progress and increase in production
- Vendor coordination and project budget allocation for executions
- Monthly progress review meeting with balance sheet for profit /loss of in-hand projects and completion status updating to MD
- Tender participation for leads.
Business Development Manager
Street Infra Pvt. Ltd
10.2018 - 1 2020
- Sales and Client Relationship for Business Development
- Supply, Design, Fabrication support & installation completion with client satisfaction
- Generating Leads thru social media marketing, promotions, sharing company brochures to client data base and follow-up's & existing client's coordination etc
- Enhance website content and manage new content creation weekly to ensure a dynamic, innovative website and accurate information
- Ensuring the website content is managed, maintained and available 24/7
- Site visiting and understand the signage needs as per the client requirements and propose with the unique designs and bidding cost
- Coordinating with design and bidding team to shape up as per the client and signage needs and actual fabrication execution
- Vendor allocation and maintain project budget tracking in order to avoid any losses
- Planning the project execution and share the information and duration of work completion to client for the information
- Build and manage effective relationships with clients and vendor
- Organize the team and execution of a monthly ecommerce shoot
- Drafting brochures and update with latest completed projects and details of signs
- Travelling business travel & visiting trade centre for new innovation technologies to launch in the market
- Fabrication, productivity & quality maintenance as per our company standards
- Follow up with client for payment, invoice submission, by coordinating accounts team in order to release vendor payments on time
- Issuing Annual maintenance contract & update log for tracking & client support
- Procuring materials, hiring required tools, generators and heavy lifting trucks for project execution as per site requirement & scheduling vendors
- Scheduling employees for project deployment on shifts for work progress expedition and completion as per the project timeline
- Asset management, Office setup, new procedures implementation, works progress monitoring.
Project Administrator
Saudi Arabian Kentz Co LLC
04.2016 - 01.2018
- Sourcing CV as per the Project / Department require criteria
- Arranging Visa/ Appling Visit Visas/ preparing visa documentation upon selection of candidates
- Coordinating with recruitment agencies and mobilizing candidates as per the travelling sector and advice travel team to arrange accordingly
- New Iqama process, Medical Insurance (Health Card) & Company HR/Safety Induction
- Monitoring the employees camp accommodation facilities administration and allotting the room as per employee benefits band, company policy & procedure
- Receiving daily camp occupancy report from camp boss and updating available space to administration manager
- Preparing offer letter as per advice with HR Manager and sending to candidates and following up notice periods, date of joining and maintain their records and updates
- Employee data base update providing id numbers for the new employee entering all personal information of the employee
- Allowance and benefits to be added in workday/HRMIS according to employee contract entitlement for payroll process of their salaries
- Preparing salary settlement, End of service full and final settlement for resignation / termination employee
- Coordinating with GRO/PRO in order to process the employee leave application for Exit Reentry/Final Exit & Multiple Entry Visas with passport for their travel with clearance memo
- Project vehicles mobilization in coordination with vendor for leasing/purchase according to project requirement with Bahrain permits if required
- Updating employee bank details in personal data base in coordination with projects
- Turnover rate in area, Head count summary, mobilization summary, visa status reports to HR Manager
- Following up with concerned departments, employees, facilitating skip level meetings, etc
- Handling daily activities pertaining to drafting employee agreements, settlements & reply and maintaining personnel records.
Project Administrator- PMT
Daelim Saudi Arabia Co Ltd.
05.2013 - 05.2015
- Administrative activities; Manage and update site manpower list with visa validity
- Coordinate and arrange medical of personnel for iqama processing
- Maintain manpower chart according to site requirement for mobilization and demobilization
- Update and maintain organization chart
- Manage vacation schedule / exit re-entry and iqama renewal
- Issuing and controlling of communication facilities/phones to site personnel as per the job requirement
- Quick support for emergency business trip by booking of flights and hotels after exploring reasonable cost
- Arrange transportation to site personnel/visitors
- Arranging application of Saudi driving license, if required
- Coordinating with company's public relations officer (PRO) for government related issues
- Coordinate and arranging maintenance of temporary site services and IT facilities
- Coordination with client O/E, vendors & sub-contractors; Arrange visit/business visa of vendors according to site requirements in accordance with site progress
- Issuing invitation letters to the vendors for visa application along with supporting documents by coordinating with head office
- Manage and tracking of visa validity (single/multiple entry) for visa run
- Booking of flight tickets and hotel reservation as per travel schedule and company policy
- Arranging transportation, accommodation and other welfare facilities for vendor TFA and offshore suppliers
- Arranging induction/safety training and issue site security ID's for site visitors as per site safety regulations
- Maintaining vendor attendance sheets and visit records as well as inspection reports
- Upload and distribute documents to relevant parties on project site in accordance with the document distribution matrix through workflow
- Reporting of vendor visits/mobilization to client and coordination accordingly
- Arranging customer training for operation and maintenance team on behalf of client according to the training schedule
- Interface coordination of materials & construction progress invoices with client and follow up for the approval and payment release
- Effectively maintaining commercial correspondence with client as well with vendors, subcontractors and suppliers.
Document Controller
Kharafi National LLC.
01.2011 - 12.2012
- Manage daily uploading and downloading of correspondence, drawings, transmittals and other documents
- Update all project logs and electronic document management systems
- Coordinate with consultants and contractors to send / receive various drawings, submittals, reports and other outstanding issues
- Upload and distribute documents to relevant parties on project site in accordance with the document distribution matrix through workflow
- Coordinate with Document Control Manager to ensure knowledge of EDMS and PIMS policy, procedures, reports etc
- Used
- Coordinate with site users to map and gap EDMS and collaboration processes
- Ensure accurate and timely processing of data reports as required
- Follow up and expedite priority items with relevant managers, engineers, consultants and contractors
- Conduct periodic data checks and validation to ensure data accuracy.
Office Administrator cum Executive Secretary
Alsoor Alabyad Electro-Mechanical Co Ltd.
05.2008 - 01.2010
- Maintain the general filing system and file all correspondence, assist in the planning and preparation of meetings, conferences and conference telephone calls
- Maintain an adequate inventory of office supplies & provide word-processing and secretarial support
- Staff accommodation leasing agreement arrangement and renewal process
- Coordination & vehicle arrangements for the staff & workers
- Visiting the project sites for job progress status and passing the invoices to the client for payment & payment follow ups
- Prepare annual estimates of expenditure, maintain budgetary and inventory controls and making recommendations to management.
Education
MBA - Business Administration
NIBM University
Chennai, India 04.2001 - 04.2015
Bachelor of Science - Computer Science
Madras University
Chennai, India 04.2001 - 04.2009
Higher Secondary - undefined
Mazhar Uloom School
Skills
Technical understanding
Ksa License
Valid LMV License
Personal Information
- Place of Birth: Tamil Nadu, India
- Passport Number: R-6699051
- Date of Birth: 02/24/88
- Marital Status: Married
- Visa Status: Nil
Software
HRMIS
Pamms
Corel Draw
Workday
Timeline
Projects Manager Cum Client Coordinator
Access Signmate
12.2022 - Current
Sr. Business Development Manager
iGraphics Sign Advertising LLC
02.2022 - 11.2022
Sr. Business Administration Manager
Access A Signage Company
02.2020 - 11.2021
Business Development Manager
Street Infra Pvt. Ltd
10.2018 - 1 2020
Project Administrator
Saudi Arabian Kentz Co LLC
04.2016 - 01.2018
Project Administrator- PMT
Daelim Saudi Arabia Co Ltd.
05.2013 - 05.2015
Document Controller
Kharafi National LLC.
01.2011 - 12.2012
Office Administrator cum Executive Secretary
Alsoor Alabyad Electro-Mechanical Co Ltd.
05.2008 - 01.2010
MBA - Business Administration
NIBM University
04.2001 - 04.2015
Bachelor of Science - Computer Science
Madras University
04.2001 - 04.2009
Higher Secondary - undefined
Mazhar Uloom School
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