Executive Secretary Cum HR
FIT FRESH LLC
Total years of experience :8 years, 8 Months
Maintains General Manager Agenda and assist in planning appointments, board meetings, conferences etc.
Attends meetings and keep minutes.
Ensures signature of Managing Director for all relevant documents get accomplished every month.
Submits various Tenders for Fresh produce and Juices Online from time to time
Works on Company Signage, Vehicle Branding and Workers uniform by dealing with various Suppliers.
Works on designing various Juice Labels, Stickers and coordinate with various suppliers for printing.
Maintains the comprehensive administrative filing system including archival and storage of confidential files and documents.
Assist the HR and Admin Manager in day to day operations for expat and local staff.
Assist in carrying out recruitment / hiring of employees.
Welcomes new employees to the organization by conducting orientation.
Assists with document collation for all new hires.
Coordinate directly with the HR and Admin Head with regard to visa requirements or processing for new employees and other PR related activities in compliance with UAE labour law.
Monitor passport and visa expiry for employees and Directors of the company
Assist in the tracking daily attendance and monthly attendance
Assist in administration of employee leaves, certificates, and resumptions.
Maintain leave administration like Leave calculation And Leave Settlement.
Assist in payroll preparation by providing relevant data (absences, bonus, leaves, overtime etc).
Maintains employee records, filing and personnel records.
Coordinates for employee visa, tickets, and medical insurance.
Prepares Employee Offer letters.
Generates letters (such as salary certificates, STL, NOC, etc.).
General office support such as issuing LPOs for supplies and processing of supplier invoices.
General Admin support, including printing documents, getting signatures, scanning and saving files.
Answer, screen and transfer inbound phone calls.
Receive and direct visitors and clients.
Submits employee data reports by assembling, preparing, and analyzing data
Maintains employee information by entering and updating employment and status-change data.
Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
Make travel arrangements for executives.
Handle confidential documents ensuring they remain secure.
Facilitate recruitment requirements across departments in the organization.
Understand the Job description/ Requirement from different departments and sharing the job description to the recruitment resources like Consultants, Head hunters, company website for references and other job portals.
Shortlist the candidature as per the Job Descriptions and sharing the same with concerned manager/ Department.
Coordinate with both Candidates/Consultants and Concerned Manager for Interviews/ meetings.
Continuous interaction with Manager and Consultants/ Candidates for complete feedback and documents.
Based on documents, salary negotiation, parity checks and offer discussion with Consultants & Candidates.
Issuance of all letters related to offers made, appointment, confirmation & salary revision.
Prepare, announce and conduct the induction program for new associates.
Monitor and maintain the Recruitment Dashboard on the basis for current requirements and building a pipeline for immediate future requirements.
Ensuring Pre-payroll process (Attendance input, Shift allowance, OT hours, Performance allowance etc)
Responsible for Payroll processing & disbursement of Payroll.
Responsible for providing final Approvals for Salary, deductions, Travels, Transfers, Relocations, Training Costs and other Official Trips (Claims like TA &DA).
Maintaining & Tracking Attendance, Leave, LOP for all employees (On-roll & Off-roll) as per policy.
Ensure the employees get their payroll queries/ grievance answered and solved on an individual basis.
Ensure timeliness and accurate payment of salaries.
Taking care of payroll related statutory like PF, ESI, Gratuity, Bonus and returns filling.
Annual preparation for Bonus payout, LTA & Leave Encashment.
Finalize the CTC of shortlisted candidate as per CTC grid and Darshan Compensation Policy.
Conduct the Parity exercise at the time of CTC finalization of shortlisted candidate and Performance Appraisal.
Manage retrial benefits.
Assisting HR Manager in formulating HR policies as and when required.
Overseeing the implementation of corporate policies in the organization;
Implementing staff welfare policies with key focus on enhancing employee motivation.
Answering, screening and transferring inbound phone calls
Receiving and directing visitors and clients
General clerical duties including photocopying, fax and mailing
Maintaining electronic and hard copy filing system
Retrieving documents from filing system
Handling requests for information and data
Resolving administrative problems and inquiries
Preparing written responses to routine enquiries
Preparing and modifying documents including correspondence, reports, drafts, memos and emails
Scheduling and coordinating meetings, appointments and travel arrangements for managers or supervisors
Preparing agendas for meetings and prepare schedules
Recording, compiling, transcribe and distribute minutes of meetings
Opening, sorting and distributing incoming correspondence
Maintaining office supply inventories
Coordinating maintenance of office equipment
Coordinating and maintaining records for staff, telephones, parking and petty cash
Supervising housekeeping activities in the organization; ensuring availability of stationary, ID cards, Visiting card and canteen facilities, printing requirements & other stationery materials,
Coordinating with security Agencies for security arrangements at different units.
Key Areas of Responsibility: I was resposnible for HR and Administration function of HONDA TRADING CO.PVT LIMITED, INDIA on behalf of S&P MANAGEMENT SERVICES PVT. LIMITED, INDIA
Talent Acquisition
Induction And Orientation
Wages/ Salary Administration
Training & Development
Employee Motivation and Engagement
HR Operations
Statutory Compliances and Liasoning
HR Audit And Inspections
Contract Labor Management and Administration
General office Administration such as security arrangements, housekeeping, gardening, guest house
maintenance, reception of guest/visitors, office furniture, stationary and printing.
Key Areas of Responsibility: I was responsible for HR & Administration function at PLANT LEVEL, of the company at Himachal pradesh, INDIA
Recruitment And Selection
HR Operations
Wages/ Salary Administration
Statutory Compliances and Liasoning
HR MIS
Office Administration