Divya Rao
Dubai
Summary
Detail-oriented Administration Manager with expertise in Account support, Project Operations, and Documentation. Drives operational excellence by providing executive support and managing financial processes, ensuring timely communication and efficient project coordination. Committed to fostering a collaborative environment that enhances productivity and service delivery.
Overview
7
7
years of professional experience
1
1
Certification
Work History
Administration Manager
Stofix Technical Services LLC
Jebel Ali Industrial Area, Dubai
02.2024 - Current
- Provided executive support to senior management.
- Manage inventory in/out entries for accurate inventory correction and reconciliation.
- Created and maintained master Excel sheet for purchase entries, enabling effective monitoring and management of financial costing.
- Support the accounts team with filing, record keeping, and documentation management.
- Manage vehicle tax, annual reporting, and related documentation.
- Administer medical insurance for all staff members and manage car insurance for customers.
- Maintain staff records and prepare attendance data for payroll processing.
- Oversaw customer invoicing portal, ensuring timely processing of invoices for improved cash flow.
- Receive daily operational status updates from the Operations Manager and communicate site review information to the Sales team.
- Managed incoming and outgoing email communication to facilitate effective information exchange.
- Direct customer inquiries and calls to the appropriate sales personnel.
- Participate in internal audits related to finance and ISO compliance.
- Maintain and manage company passwords and profile access to ensure data security.
- Obtain supplier statements to verify and reconcile all invoices.
- Coordinate marketing activities with the assigned marketing team.
- Review and approve blog posts and social media content for the company website and platforms.
- Prepare and issue work completion certificates for projects and service deliveries.
Administration Officer
Margin Free Printshop LLC
Dubai
02.2023 - 01.2024
- Managed email communication, schedules, and office correspondence to ensure timely responses and efficient workflow
- Maintained accurate filing systems and databases to support quick access to information and enhance organisational efficiency
- Prepared and processed documents, quotations, invoices, and purchase records using Google Invoice.
- Coordinated with clients and design teams to track project status and deadlines
- Handled client inquiries and follow-ups to provide effective customer service and strengthen client relationships
- Assisted in project coordination and workflow monitoring
- Supported daily office operations and management requirements
- Performed data entry and prepared basic administrative reports
- Provided administrative support in a graphic design company specializing in logos, envelopes, and business cards
Assistant Manager
Allex Medical Systems
India
01.2019 - 01.2023
- Managed and supported front office team operations
- Liaised with sales, operations, and accounts departments for daily activities
- Managed all types of administrative and operational documentation
- Provided accounting support by managing receipts, invoices, and bills
- Prepared, issued, and tracked company receipts, invoices, and billing records using the EasySol application.
- Sent daily schedules and timely operational updates to customers
- Tracked shipments and updated customers on shipment status
- Handled export and import documentation and coordination
- Managed operational data for Siemens and Bayer using Microsoft Excel spreadsheets
- Maintained and updated sales department data and reports
- Organized staff meetings and maintained calendars and schedules
- Prepared and issued customer quotations and invoices
- Sent pre-alerts and arrival notices to customers and agents
- Provided backup support to the Branch Manager during their absence
- Prepared and submitted weekly sales reports to management
- Managed inventory control and monitoring
- Coordinated ISO, government, and customer audits to ensure compliance and operational standards
Education
MSC - Geography
Kurukshetra University
Haryana01-2020
Bachelor of Arts - Bachelor of Education (B. Ed.)
Kurukshetra University
Haryana01-2020
B.A - Bachelor of Arts (Honours)
Punjab University
INDIA01-2018
Skills
- Office & Facilities Management
- Office management
- General office administration
- Document Management
- Records management
- Document control
- Records documentation
- Vendor management
- Procurement procedures
- Budget Administration
- Financial oversight
- Invoicing
- Excel data management
- Excel spreadsheets
- Data analysis
- Project Management
- Project coordination
- Project administration
- Process improvement
- Inventory management
- Communication coordination
- Marketing coordination
- Team collaboration
- Time management
- Leadership excellence
- HR procedures
- Administrative procedures
- Organisational growth
- Office supply ordering
- Office Operations
- Executive support
- CRM Software proficiency
Accomplishments
- Bagged two medals in ball badminton during college time (2016).
- Attending two times N.S.S camp (2016-2017).
- Awarded by College Color In (2015-16).
- First prize in Cartography (2018).
Languages
English
Hindi
Punjabi
Malayalam
Hobbies and Interests
- Playing badminton
- Reading books
Certification
- Claude certified
- Gemini certified
- AI Essentials for Project Managers certified
- Digital Marketing
Interests
- Playing badminton and reading books
Timeline
Administration Manager
Stofix Technical Services LLC
02.2024 - Current
Administration Officer
Margin Free Printshop LLC
02.2023 - 01.2024
Assistant Manager
Allex Medical Systems
01.2019 - 01.2023
MSC - Geography
Kurukshetra University
Bachelor of Arts - Bachelor of Education (B. Ed.)
Kurukshetra University
B.A - Bachelor of Arts (Honours)
Punjab University