Administrative Secretary
VALET HIGHTECH COMPOSITE
Total years of experience :34 years, 11 Months
Currently I am working as Administrative Secretary to MD in Valet Hightec Composite, Chennai, since Jul 2013.
My duties & Responsibilities are:
I am directly reporting my duties to Managing Director of the company. Maintaining MD’s calander,
Air ticket, Train & Hotel booking for MD. Maintaining Attendance report of the staff & Leave record maintenance. Processing of leave application of the staff and getting approval from MD.
Taking notes & typing letters, agendas, minutes of meetings, staff welfare issues. Attending phone calls related to all official duties and MD. Maintaining staff details in Human Resource management system & pay roll processing.
Preparing Invoices, Local Purchase order, Quotations, Processing of Medical insurance of staff for submitting to insurance company. Maintaining Petty cash for office expenses, Stationery items, yearly contracts of office lease, fire fighting equipment, air conditioning, & other office equipments.
MS Office package - Word, Excel, Powerpoint, Outlook, browsing Internet and emails.
Proper filing & Vendor Management.
HUMAN RESOURCING MANAGEMENT SYSTEM:
Ensure adequate staffing is available as per staffing plan and escalate staff inadequacy to Team Manager. Daily co-ordination with the HR to get new requirement and time to time coordinate with the team member and complete the target within the time boundary, weekly and monthly goals for tasks per hour are met by individual team members and hence for the team. Team level reporting, analysis and corrective measures for non-performance against service levels. Review performance of individual team members, provide feedback and ensure individual agent scorecards and team scorecards are available to team members. Provide floor support as required to ensure performance improvement. Ensure employee welfare / motivation and reduce attrition. Carryout performance improvement initiatives (individual level & program level).
Maintaining employees detail in Human Resource Management system. Employees general, Personal, & Legal in HRM system & generating reports on monthly basis. Maintenance of self appraisal for employees in HRM system & updating of leave records processing of Payroll & employee’s evaluation reports in HRM system.
Generating annual leave reports, Passport & Visa details, Category-wise man power reports to HR for submitting requirements of staff in various departments.
VISA PROCESSING AND RENEWALS:
Individual handling of passport & processing of new employment visa. Processing of visas for new arrivals and coordinating with PRO for getting new visas. Arranging medical process for new arrivals and further processing for visa stamping. Documentation & liasoning work related to visa renewal & processing of family visa for staff members.
MEDICAL INSURANCE AND HEALTH CARDS:
Processing of Medical Insurance Health cards for employees and further follows up action for renewals through online. Maintaining Health card details in excel format and generating monthly reports for processing new applications and renewals. Preparing reports for Medical insurance claims & documentation work related for getting medical claims.
ATTENDENCE FOR LABOUR/STAFF :
Maintenance of Attendance reports received from various sites & follow up action for absenteeism without proper justification. Issue of warning notices to Labour/Staff.
TRANSPORTATION FOR EMPLOYEES:
Arranging vehicle for new arrivals for airport pick up and Senior Officers visit. Checking of Log books of drivers & maintaining of vehicle details in excel format. Processing of drivers time sheet and overtime & submitting the reports to Finance for approval. Allotment of works to drivers for submitting tender documents and other official duties. Checking of vehicle reports through online and generating reports to Finance for any deductions to be made for individual
TRAVEL ARRANGEMENTS, AIRTICKET BOOKING:
Air ticket booking for employees going on vacation, new arrivals & final exits. Coordinating with travel agent for getting quotation. Preparing LPO & Ticket Request form for getting approval from HR/Administration Director for issuing Air tickets and follow up for getting PTAs. Preparing consolidated report of air tickets issued to employees on monthly basis. Maintenance of Master file for air tickets issued to employees in Excel format & processing of reimbursement of air tickets not utilised by the employees at the year end. Generating reports on yearly basis for comparing the prices of air tickets of previous years and coordinate with travel agent for getting better & competitive price tickets. Booking Hotels for meetings, seminars & for meetings.
MAINTANENECE OF LEAVE RECORDS:
Maintaining leave records of employees in accuracy & generating reports to Finance for any deductions to be made for excess leave availed.
STATIONARY AND OFFICE EQUIPMENTS:
Maintaining the requirements of office stationery items, photocopy machine, fax machine & other office equipments such as fire fighting, & air conditioning.
VOLTAS LIMITED, DUBAI : Feb-2006 to Feb -2008 (Constrution & Contracting)
Individual handling of Passport, Labour Card & Labour Contract of all workmen/staff. Accuracy in maintaining the processing of Residence visa and labour card of all workmen/staff and subsequent follow up action for renewal. Processing of New Residence visa, Work permit and Labour Contract. Processing of Employment Visa, Visit Visa, and change of contract. Maintaining Passport Issue Register. Preparing of documents for renewal of Residence Visa, Work Permit and Labour Contract. Preparing documents for Visa cancellation for workmen/staff going on final exit.
Air Ticket booking for workmen/staff going on vacation. Arranging Air ticket for Senior Management & other foreign delegates visiting office for recruitment & Official Meetings.
Hotel booking for Seminars, Board Meeting, Training Programmes & buyer seller meet. Arranging Hotel booking for Senior Managers stay from other countries.
Maintenance of Drivers: Arranging vehicles for new arrival of workmen/staff. Checking of log book of Drivers on daily basis and OT sheet. Arranging vehicles for Senior Officers visit to various sites & Camps. Arranging vehicles for submitting Tendering documents & other official works.
Preparing Local Purchase Order for Furniture & Fixtures for office Maintenance, Computer accessories, camp maintenance and further follow up for delivery of materials.
Maintaining of Petty Cash expenses for day to day office expenses. Preparing Cash payment vouchers and settling of accounts with concerned department. Co-ordination with accounts department for salary/wages packing for workmen staff.
Applying Medical Insurance Health Cards for workmen/staff & family members with Insurance Co. Applying Group Life/P.A. Insurance Policy for workmen/staff. Preparing documents for Reimbursement of Medical Insurance Claims and further follow up for settlement of claims.
Preparing documents for death & Accidental case from sites for submitting to Insurance Company.
Maintenance of Sim Cards and Checking of Telephone Bills of Senior Officers from various sites and H.O. for payments.
Renewal of Yearly contracts of Camps, Xerox Machines, Fax Machines, Pest Control, Drainage, Villas booked for Senior Officers.
Co-ordination with Camp Administrators for maintenance of camp and with Site administrator for site activities.
Day to Day filing work and Self correspondence.
APPAREL EXPORT PROMOTION COUNCIL, CHENNAI, INDIA (1988 To Jan 2005)
Nature of Business : Export Promotion - Issuance of Export Certificate, Visa, Organizing International Fairs, India Knit Fair, Seminars in related to Export of Garments.
Since Dec 1988 working as ADMINISTRATOR directly reporting to Deputy Director and my duties and Responsibilities are:-
Processing of shipping documents, Export visa, Export Certificate, Certificate of origin for export of readymade garments to US, Europe and gulf countries.
Accuracy in checking Proof of shipment after export of goods to foreign countries. Checking of Airway bill/Bill of lading, Invoice, and exchange rates. Issue of Show Cause Notices to exporters, failed to ship the goods as per the export promotion policy guidelines issued by Government of India and further documentation process with Ministry of Textiles for hearing.
Maintaining of Bank Guarantees & Earnest Money Deposit of various exporters for export of readymade garments. Maintenance of Ledgers for Bank Guarantee & EMD. Release of bank guarantee and EMD after the submission of proof of shipment. Coordinating with Auditors for yearly audit and generating reports.
Issue of New quota for export of readymade garments. Checking of Letter of credit with concerned banks and accuracy in maintaining the cut off price issued by Government of India as per export entitlement policy.
Coordination work for seminar, export promotion meetings, International trade Fairs.
Coordination with accounts for yearly Budget, accounts finalization, salary process & leave record maintenance.Taking notes, preparing agendas, greets visitors and dealing with public for export related Work. Excellent communication skills and attending phone calls & proper directions to concerned department for smooth running.