Executive Assistant in Purchasing and Operations
GEMS Education
Total years of experience :10 years, 0 Months
• Organized and maintained calendar and making appointments for senior vice president
• Arranged travel plan of SVP when required and coordinated with Travel desk for Tickets, Visa and hotel bookings
• Coordinated with Legal team for the final contract approval and signature on the contract
• Prepared correspondence, forms, manuals, reports, purchase orders, and payment authorizations
• Compile, maintain, file all reports, records, and other documents including auditable accounting records
• Supported the Purchasing Team with administrative needs, such as emailing purchase orders, reviewing contracts and confirming orders, etc...
• Assisted in the purchase of materials and equipment by competitive bids, competitive sealed proposals, request for proposals, catalogue contract purchases, informal quotations, and negotiations following established criteria and purchasing policy
• Assisted in the preparation of all bidding documents, including notice and instructions to bidders, specifications, and form of proposal
• Assisted in obtaining and studying comparative prices and quotations. Made purchasing decisions based on information obtained
• Initiate contact with vendors to check on supply and products availability, invoices, purchase orders, and contracts
• Prepared purchase orders and review for accuracy. Monitored all purchase requisitions to determine correctness of information, calculations, etc...
• Handled adjustments with suppliers, including replacement of material not conforming to specification, cancellation of orders, and ensuring receipt of proper credit
• Maintained procurement cards and reimbursements
• Coordinated travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records
• Determine matters of top priority and handle accordingly
• Schedule meetings and arrange conference rooms
• Provide administrative and clerical support to departments or individuals
• Maintain an adequate inventory of office supplies
• Managing the day-to-day operations of the office
• Organizing and maintaining files and records
• Co-ordination with the Creative Fragrance Managers for ordering Oils and applications from the France and Dubai Lab
• Worked in IBIS and Colibri for assigning Fantasy name, prepared olfactive maps according to the Fragrance and updated market overview in power point for the marketing department
• Prepared of weekly evaluation of the new launch consumer products v/s old products to compare the difference in their fragrances and submitting the evaluation reports to regional marketing manager and managers for fragrance creation
• Provided support for marketing events and exhibition displays and wrote articles and designed promotional adverts
• Prepared of presentations for the projects of the new launches of consumer products.
• Marketing research of consumer products of the companies like Unilever, L’Oreal, Reckitt Benckiser and Beiersdorf
• Kept track of all the new products launches in Middle East& Africa Region and did weekly store checks
• Prepared of LPO for suppliers after receiving their quotations and process their invoices for payments after verification
• Assisted HR manager when needed and undertook all administrative duties as required including patty cash and cheques to be paid
• Prepared monthly AP and AR tax reconciliations of Australia, New Zealand and Japan
• Reviewed monthly VAT returns of Australia, Singapore, New Zealand and Japan.
• Maintained yearly budgets for PO’s and quarterly accruals
• Monthly review of VAT/CST returns of Hyderabad, Bangalore, Delhi & Haryana and prepared their Tax payments
• Monthly review of payment of WCT, WCT certificate and quarterly WCT returns
• Maintained PO’s of consultants (APAC & India) and review their invoices for the payment
• Assisted with Purchase department to confirm Purchase Orders & issue those orders to vendors
• Did vendor set-ups for the registered and non-registered suppliers in Oracle
• Assisted in audit of Hyderabad and Bangalore VAT Returns
• Control of professional tax payment of Mumbai, Kolkata, Hyderabad and Bangalore
• Handled administration management and worked as HR & Admin Assistant (arrangements for New hires interviews, events organization and their budgets)
• Prepared department budgets and expenses and did General office administration
• Handled Sales Tax Return and Vat Return for Three states-Uttaranchal, Rajasthan, and Punjab
• Ensure all VAT Returns and computation were prepared and filled with in stipulated time as per various VAT Laws applicable in various NR States
• Preparation of Assessments for VAT / Sales Tax / CST and to appear before various Assessing Authorities
• Worked with Corporate Accounting & Taxation Team for Maintaining account reconciliation and preparation variance analysis for Stock Account
• Handled Audit Work as part of compliance for completion of various Assessments in NR States
• Exercising effective control over of North Branch Issuance / Collections of all declaration / Statutory Forms wiz Form F, C, and CSD certificate
• Computation of Monthly and Annual Sales Tax returns and preparation of Final Assessment documents under Central & Local Sales Tax Act
• Handled Routine Statutory and Tax Audits and settling Audit Queries
• Monitored Tracking of uncollected Statutory Forms from customers and providing data to comparing for ensuring collection
I have done M.com and my subject were Finacial Management, cost accouting, Accounting theory, Marketing Management and human resource Management.