HSE Administrative Assistant
Health and Safety Inspection Company
Total years of experience :11 years, 7 Months
• Perform multifaceted general office administration activities. On server Data Backup and highly organized e-filing of company documents. Maintain a record and keep a track of monthly cost and expenses.
•Update the proposal tracker by recording all the proposals sent to the client by the Consultant and its status. Prepare and send proposals with fixed rates and Do the typing work for client deliverables as per Manager’s instructions. Maintain a proper record of Purchase Order received from the client on the server.
•Keep a record of Training monitoring tracker with updated info on the training conducted, attendees list, pass or fails status. Creation and issue of certificates to clients saving the softcopy on the server.
• Prepare and send the invoice to the clients and chase them for payment. Update the payment status in the Invoicing tracker. And submitting monthly revenue reports to Manager for review.
Make sure Purchase order and Client contracts are filed properly
Preparation and updating of monthly revenue projection based on the ongoing hse projects.
Update the cash payment received on the project monitoring tracker, chase the clients for payments.
Follow up the project status and invoicing request from the Consultants
Verifying the prepared invoices and getting it signed, scan the same and sent the hardcopy to clients, make sure transmittals are collected from drivers and filed.
Update the invoicing spreadsheet accordingly.
Based on payment update the backlog tracker for the ongoing and completed projects
Reconciliation of the revenue figures with accounts Ast Mgr if required. Collecting Accounts receivable spreadsheet form collection officer. Prepare and submit monthly Revenue report to the Department Head for review.
•Catering to the day to day administrative needs of the HSE Dpt. Maintain and update the calendar of HSE Staff. Be a leave reliever for the HSE Training Coordinator and HSE Project Coordinator in a most responsible manner. Successfully organized and run HSE Training courses and issued certificates, sent invoices and increased department revenue.
•Organizing monthly departmental meeting, preparation of minutes and filing, Attending calls and answering emails regarding business enquires, transferring them to the person concerned in the Dept.
•Assist Consultants’ in Preparing client deliverables on time and Arranging for document delivery to clients and filing the transmittals.
•Maintain leave record of HSE staff. Submit for further Processing of the monthly expense claim form, timesheet and overtime sheet, business travel requisition, Cash advance requisition and liquidation form from the Dpt.
•Arrange for any maintenance to be done in the dept. Maintain a record of the tools and Equipment used by Consultants. Maintaining equipment log book and ensure entries are made while taking them out and keeping them back by consultants. Reporting of faulty equipment.
Follow up and meet the requirements of the clients for inspection and testing.
Allot and schedule technicians as per the needs of the client.
Maintain up to date record of resume, passport and visa status of technicians.
Provide for training and safety induction of new joinees. .
Coordinate Leave Management, leave replacement, and flight ticket booking.
Arrange for gate pass, exit permit and visa extension.
Collect and verify timesheets and summary reports for pay roll and invoicing and also provide for the claim settlement.
Check and tally the reports from sub contractors and get approval from manager.
Report to the Head of the Department regarding the latest status of all required records and reports and get approval.
Responsibilities included :
• Performing multifaceted general office support, maintaining office systems, including data management and filing;
• Producing documents, briefing papers, reports and presentations as and when required.
• Screening phone calls, enquiries and requests, and handling them when appropriate;
• Organizing and maintaining diaries and making appointments.
• Preparing business correspondence using ms office. Dealing with incoming email, faxes and post often responding on behalf of the manager.
• Maintaining contacts with clients, suppliers, Scheduling and coordinating meetings, events and other similar activities.
• Monitoring requirements, negotiating price, quality and delivery, approving invoices of purchases. Do activities for cost cutting .
I Joined as officer, Initially in Loan Division as Asst Loan head then
moved to Insurance and Investment Division as Deputy Allied Business Head.
I was responsible for :
• Customer relationship management and business development and internal marketing.
• responsible for planning and implementation of programs like conducting seminars and awareness campaigns among potential customers and reviewing and improving business performance in the department concerned.
• Arranging meetings and at times attending meetings with important clients, understand their requirement, plan marketing strategies accordingly.
• Make use of internet marketing, sending promotional email and making phone calls among potential customers. Reply to email queries and telephonic queries.
• Generation of enquires, follow-up and closing of deals and related documentation work of which Daily reporting to Branch head and weekly reporting to Regional head about the business generated and profits made.
• To find out the factors influencing the work life balance of female staff nurses in MIMS.
• To find out whether there is any significant relationship between work life balance and stress.
• To find out the major areas of work life imbalance and thereby provide suggestions for improvement
To assess the level of quality of work life in Raidco
•To find out the impact of quality of work life in Raidco
•To find out the ways to improve quality of work life in Raidco
•To gain an insight into current working time policies and practices, as well as work-life balance issues in Raidco
•To get an overview of the functioning of different departments in Raidco
OBJECTIVES
1. To investigate into the effectiveness of the services provided by Ashrayam, for the welfare of differently abled children.
2. To study the problems faced by the parents of children with special needs.
3. To Learn more about the behaviour of mentally retarded children.
4. To measure the level of satisfaction of parents of special children, with the services provided by Ashrayam
COURSE SPECIALITIES: Management Training and Development, Management of Industrial Relations ,Managerial performance Appraisal, Wage and salary administration in the subject of HR; Services marketing , Advertising management ,Consumer Behaviour ,Retail Management in marketing specialization Managerial Economics,Managerial Accounting, Business Statistics,Business Law ,Managerial communication, Principles and Pratice of management , IT for managers; Financial management, Operations Research for managers, Marketing management, , Organizational behavior, human Resource Management, Production and Operations management, Research methodology for managers; Business environment, Business ethos and practises Management information system ; strategic Management, Project management, Materials Management Awards and Achievements Film review Hindi 1st place in Kannur University Arts Fest 2011 Script writing Hindi 1st place in Kannur University Arts Fest 2011 HR game 1st place in ChinTech Internal Management Meet 2010 Elocution Hindi 1st place in Kannur University Arts Fest 2010 College topper of MBA 2009-2011 batch
COURSE SPECIALITIES Business Communication, Oraganisation and management,Business Economics,Financial Accounting,Computer Application,QM 1; Organizational behavior,Marketing Management,Personnel Management,Operations management,Financial management, QM2; Cost and management Accounting ,Business Law, Consumer Behaviour, Advertising Management, Service Marketing.