Administrative & HR Assistant
Consulting Engineering Complex w.l.l (CEC)
Total years of experience :19 years, 2 Months
Job Responsibilities:
A. Administration:
• Provide administrative & Business supports to the GM for C.E.C a Consulting firm
• Developed customer/client & employee satisfaction with an effective communication
• Coordinate for admin activities like Office Services, board meeting agenda, Client Visit etc.,
• Recognized for financial acumen, successfully managing AP/AR, invoicing, & Petty Cash
• Offered dedicated service to client/customers, and continually identified new opportunities
• Conducted Internet research and developed requested reports using Word and Excel, PPT
• Review and proofread documents for executives’ signatures
• Co-ordinate to improve Emp. satisfaction & assist management
• Established and maintained good relationships between employers and employees
• Produced an Employee Activity Schedule for sporting events
• Co-ordinate with HR Manager, Accounts & Immigration Dept., for various issues of Employees
B. Payroll:
• Process time sheets, new hire documents, PTO, and terminations
• Verified employees data and made needed corrections
• Collected employee information and maintained confidentiality of all files.
• Generated reports for each payroll cycle as well as monthly, quarterly, and yearly documents
C. Immigration
• Prepared & reviewed travel documents, including passports and work visas.
• Prepared & reviewed Visa applications to ensure that proper documents was attached.
• Prepared & reviewed Visa Transfer applications & ensure proper documents attached.
• Prepared & reviewed for Visa Renewal Application for the employees as well as for Visitors.
• Secondment Agreement Process for Locally Hired Employees
• Responded to all inquiries in a timely, courteous manner.
• Update to an applicants to their application status.
Prepare sales Invoices & Sales returns
Recording of amount received from customers (Wire Transfers, Cheques, and DDs, received/deposited in bank accounts
Following up with customers / Key Account Managers if the Cheque / DD or Wire Transfer amount is short received (part amount towards Sales made)
Providing statement showing Amount Receivable and Amount already received from customers to Finance Controller and Marketing Head every week
Reconciliation of Sundry Debtors
Recommend, develop and maintain financial data bases, computer software systems and manual filing systems
Supporting documents, checking the validation and as well as verifying the recording in the books of accounts
Interact with the Statutory Auditor, Tax Auditor and Internal Auditor and providing the required documents and details for the completion of Statutory, Tax and Internal Audits
Responsibilities: -
• Verify Invoices, Goods Received Note, P O, Purchase Indent & P. O. amendment (If any)
• Co-ordination at different levels such as Stores department, Q.C. department & Purchase department in respect of Bills Payable from processing stage till the payments are made
• Prepare Cheque/wire transfers to vendors bank accounts
• LC’s, DA’s payable (Letter of Credit, Delivery against Acceptance)
• Reconciliation of Sundry Creditors and provide balance confirmation as required for Audit
• Provision analysis, Monthly Accruals & Monthly Withholding Tax Return
• Prepared overdue tracking report & Actively following for the processing
• Review Open Good Received, Clearing & Creating write off/write back proposal’s
• Liaise with statutory Audit. (Interim and Final)
• Co-ordinate with the Procurement, Planning & Internal Logistic Team for their Queries
• Co-ordinate with the suppliers for their queries & escalations
• Co-ordinate with Employees for their payable’s concerns
• Coordinate for Query clearance from the respective department for the pending payments
• Vendor Master Data, co-ordinate with respective department for Bank Account Issue’s
• Using are varieties of software packages, such as SAP, Omniflow, MS-Office etc.,
• Devising and maintaining office systems
Other Responsibilities:-
• Petty-Cash Posting
• Prepared Letter of Credit (LC)
• Prepared Monthly Cash Forecast
• Bank Reconciliation Statement (BRS)
• Correspondence with Vendors & Banks
• Recording cash payment/receipt vouchers.
• Coordinate with the Bank for processing of LC’s
• Issuing and recording of Foreign currencies transactions
Responsibilities: -
• Coordinate & Provide administrative tasks for various events
• Prepare & Manage of an Executive Agenda & Circulated
• Completed typing assignments with accuracy and speed
• Management of administrative department teams
• Technical support in preparing files for board meetings
• Coordinate with employees for their escalations
• Interface with clients, accountants & internal departments
• Coordinate & arranged travel managements for top executive
• Devising and maintaining office systems (Filling & Documents Controlling)
• Coordinated & set up high-level conference calls, board & Management meetings, & Spl. events
• Negotiated favorable terms & Pricing agreements with resorts, vendor, caterers and other’s
• Using varieties of software such as SAP, Focus, MS-Office (Word, Excel, PPT, Access) etc.,
• Coordinated preparation and timely dissemination of company reports and slide presentation for board meetings
