Accounts Executive, Human Resource & Admin
Undisclosed
مجموع سنوات الخبرة :15 years, 2 أشهر
Position - Accounts Executive (January 2018 - To date) Position - Sr. Human Resource & Admin (January 2022 - To date)
• Accounts Executive
• Recording invoices & payments (journal entries) in the accounting system using the correct accounting codes.
• Preparing a revenue report and extracting all the relevant documents required for invoicing.
• Cross check all the rates mentioned in the report are in line with the agreement.
• Review expense receipts received from inspectors and check the currency conversion rates and ensure the client is back charged if it was agreed.
• Generating invoices on Sage 200 system, issuing invoices to the client as per the clients requirements and attaching all the supporting documents.
• Chasing clients for Purchase orders and Timesheet approvals.
• Maintaining a record of the clients Purchase Orders and informing the client if the Purchase Order is about to be exhausted.
• Issuing Purchase Orders to Agencies / Suppliers.
• Review invoices received from Agencies or freelancers and ensure they are following the agreed rate.
• Processing the inspectors invoice and maintaining a payment date sheet.
• Prepare weekly cash flow statements.
• Prepare aged debt reports weekly and follow up with clients on overdue payments.
• Coordinate with the clients accounts payable team on remittance advice and payment status.
• Process WPS.
• Reconciling the books of accounts.
• Collect and deposit cheques received from clients.
• Maintain a filing system and ensure the records are kept secure.
• Maintaining a VAT register and filing VAT returns.
• Helping the team whenever possible.
• Human Resource & Admin
• Sourcing candidates using job portals like Naukri Gulf, LinkedIn, Indeed.
• Coordinating with our central HR team located in the UK to roll out the offer letter.
• Onboarding new joiners and ensuring the employee file is completed.
• Coordinating with the PRO team on the visa, labor card, emirates ID, etc.
• Processing health insurance for all employees
• Conducting inductions, making the new joiners aware of the company policies, and training them on the companys online system.
• Sourcing potential staff candidates/freelancers as per the client requirement which for on-call assignments includes Aramco-approved inspectors.
• Conducting background checks
• Negotiating rates with Freelancers/Agencies and ensuring to maintain the required markup as per company standard.
• Formatting CVs as per the company standards to be proposed to clients.
• Screening CVs received through the company website and adding them to the database.
• Assisting in any work assigned by the manager.
• Deputed to client ZADCO (June 2015 - August 2016)
• Drafting Letters and Faxes for the project.
• Printing all incoming correspondence for review along with attachments and stamping the received date.
• Distributing all incoming and outgoing correspondence to the relevant departments.
• Prioritizing important correspondence and printing relevant documents.
• Highlighting urgent documents in a separate folder.
• Preparing Internal Memorandums & Transmission Slips.
• Handling Business Manager and Execution Manager Calendars.
• Organizing internal and external meetings.
• Conduct weekly diary briefings with the managers to discuss upcoming engagements, invitations and other requests.
• Liaise with assistants to schedule meetings and check availability of the team.
• Discussing weekly meeting schedules.
• Coordinating with Medical department for issue of Medical Fitness Certificate to Contractor employees.
• Coordinating with Human Resource department for issuance of Letter of Assistance to Contractor.
• Process documents for Travel Card, CNIA Pass and Port Pass.
• Maintaining Electronic and Manual filing system.
• Review timesheets received from Contractor are accordance with the agreement.
• Prepare a summary for the approved timesheets.
• Travel arrangements for meetings.
• Maintaining Timesheets and Leave records for Managers approval.
• Maintaining Stationery
• Handled the front office desk (Greeting Visitors, Arranging for Vehicle and Gate passes, maintaining a log of all Incoming and Outgoing mails, Handling request for meeting room, Maintaining a log of staff attendance).
• Technip Projects (February 2014 - May 2015)
• Reviewing invoices received from Suppliers are following the agreement and maintain a record of the invoices paid.
• Review invoices for man-hours received from Sub-Contractors, are in accordance with the approved timesheets
• Maintain a copy of vendor agreements for the projects
• Assist in preparing a Change in Work Orders
• Maintain records of timesheets for billing purpose
• Handling Correspondence for project
• Managing the Project Managers calendar and weekly briefing about the upcoming meetings and events
• Distributing Incoming mails
• Answering and Transferring calls
• Maintaining proper filing system for office documents
• Coordinating Travel request
• Upload project related document in the system
• Maintaining correspondence log sheet of Incoming & Outgoing Mails
• Maintaining Electronic & Manual filing system.
• Enter Timesheets for associates deployed to site
• Organizing Meetings
• Collate data for weekly and monthly reports
• Coordinating for materials to be sent to site
• Maintaining Stationery
Position - Accounts Assistant (September 2013 - December 2013)
• Payroll
• Import employees swiping card data from attendance system.
• Follow up if, any employee has not completed the swiping cycle or any discrepancy.
• Update time sheets in attendance data base.
• Verify overtime, forward the same for approvals and process approved overtime in the payroll.
• Record Staff advance salary for employees and seek acknowledge from staff.
• Maintain database of Property management and calculate commission for each agent based on achieved targets.
• Process Payroll
• Reconcile employee deductions
• Address employees pay-related concerns and provide accurate payroll information
• Calculate & Process final settlement of employee leaving the employment
• Human Resource
• Prepare Human resource related communications.
• Maintain Employee Files & Database.
• Conduct induction sessions
• Co-ordinate with PRO for Visa Processing, Labour Card, Insurance, etc.
• Maintain employee relationship and address employee grievances.
• Maintain a record of Air Tickets availed.
• Maintain leave records and leave application forms.
• Record & maintain the annual ticket utilized by each associate.
• Accounts Payable & Receivable
• Maintain Vendor Master File with complete contact details and payment terms.
• Prepare & Track Purchase orders
• Communicate with the Suppliers / Store keepers for receiving the Original Invoice and Delivery Note on time to record in the books at the earliest.
• Verify the Invoice / Delivery Note with the Purchase Order and ensure the transactions comply with the financial policies and procedures of the company.
• Prepare batches for recording Invoices on the weekly basis.
• Communicate with suppliers for the Statement of Accounts on Monthly basis and make sure all invoices are recorded in our books
• Process all payments to supplier according to the credit period.
• Prepare Manual Cheques
• Record all the Payments to Suppliers against Invoice and maintain the Payment List (Current Dated / PDC Register)
• Prepare Monthly / Periodical Purchase Reports and Purchase Schedules.
• Maintain Inventory files and Prepare a weekly report
• Maintain Petty Cash
• Verify expense reimbursement with supporting documents and ensure that they are in accordance with the policies and procedures
• Prepare the Bank Reconciliation statements
• Maintain a Filing System for all the financial documents.
• Ensure the confidentiality and security of all the financial details and records.
• Follow up for the renewals of contracts expiring.
• Receive Cash / Cheque and deposit it into the Bank Account
• Maintain Revenue Database
• Other Activities
• Receiving calls and taking messages for the concerned person
• Receiving all incoming mails
• Regretting visitors
• Accounts
• Ensured timely payments to all vendors are processed and are in compliance with financial policies and procedures.
• Reviews invoices for contracted staff ensuring time sheets are approved and amounts are according to contracts and ensure it has processed according to the policies & procedures.
• Track & maintain employee timesheets deputed to client site for billing and payroll purpose.
• Record and file details of all payments.
• Entered transactions into general ledger account.
• Regularly check the accuracy of the ledger records.
• Process Journal entries after checking their correctness.
• Proper accounting of all advances given from time to time like advances to suppliers & customers, advances to employees for expenses and against salary.
• Preparation of bank reconciliation statements.
• Reimbursement of Staff Expenses.
• Maintain petty cash.
• Inter-company staff reimbursement and billing.
• Worked with Internal and Statutory Auditors during audit.
• Preparation of Invoices, Credit Notes & Debit Notes.
• Maintained Revenue database and entered in the system.
• Preparing and recording receipt voucher.
• Applying cash received against outstanding invoices from customer.
• Applying invoices against the advance received from customer.
• Preparing monthly Accounts Receivable Aging report for manager review.
• Preparing Accounts Receivable confirmations yearly.
• Maintained Company Investment Database & Company Agreements.
• Assisted in month end, half year end and year end closing.
• Assisted in payroll
• Review and verify source documents
• Calculate and post payroll deductions
• Process payroll by before deadlines
• Issue statements of earnings and deductions
• Reconcile employee deductions
• Investigate and correct payroll discrepancies and errors
• Process new employees, terminations, transfers and promotions
• Prepare and print payroll reports of earnings, hours worked, taxes, insurance, leave
• Address employees pay-related concerns and provide accurate payroll information
• Processing contract staff payroll.
• Researched and resolved billing and invoice issues.
• Interaction with vendors.
• Coordination of corporate banking needs like bank guarantees.
• Ensure the confidentiality and security of all the financial details and records.
• Human Resource
• Assist in the writing and updating of HR policies.
• Prepare Offer letters; Memos and Termination letters.
• Request employment references and ensure that satisfactory references are obtained.
• Ensure pre-employment screening is carried out.
• Ensure all necessary paper work is carried out for new starters and all relevant divisions are informed.
• Arrange medical insurance for all employees.
• Compile and update employee records (hard and soft copies).
• Populate HRMS with valuable information related to employee demographics, qualifications, training/education history, performance management, etc.
• Conducted Induction sessions to newly hired employees.
• Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc.)
• Ensure Appraisal cycle process is completed for all employees.
• Prepared MIS reports and assisted in annual salary increment reports.
• Maintained Attendance Database & Leave Records.
• Address Employee Grievances.
• Coordination of Human Resources events - training sessions, management meetings, strategic planning sessions, etc.
• Worked with Internal and Statutory Auditors during audit.
• Recruitment.
• Conducted exist interviews.
• Ensure the confidentiality and security of all records.
Job Responsibilities
• Handling queries related to HR policies for India geography.
• Resolving queries related to salaries
• Prepare, verify, and process invoices and coding payment documents
• Prepare batches of invoices for data entry
• Posts revenues by verifying and entering transactions form lock box and local deposits.
• Updates receivables by totaling unpaid invoices.
• Preparing monthly Accounts Receivable Aging report (Summary & details) for manager review.
• Coordinated with Regional Managers for outstanding debtors
• Protects organizations value by keeping information confidential
• Resolve, valid or authorized deductions by entering adjusting entries.
• Maintain a filing system for all financial documents
• Manage the weekly cheque run