Assistant Manager - Administration & HR - Intransure Technologies Pvt. Ltd
(2015-04)
Managing complete Office Administration and HR backhand department all duties and responsibilities assigned from time to time as per the Organization's requirement.
- Adept at managing administrative activities involving purchase of equipment's, maintenance of procurement, housekeeping, safety, security, employee joining induction etc.
- Planning and preparing monthly reports pertaining to finance required for maintaining office infrastructure and facilities.
- Budgeting and Cost control measures.
- Vendor Management- oversee acquisition, installation and commissioning of equipment's that are required for the Facility – IT Systems, Office equipment's etc.
- Handling all relationships with a suppliers and vendors of the company.
- Communicating effectively with the finance department and management teams with company for cost control and quality.
- Negotiation with vendors for cost controlling.
- Public relation/ Media related work, corporate communication
- Preparation of Client quotation and proposals
- Asset management of all site operations assets across multiple locations.
- Processes, Documentation, Business Control Checks, Audits Etc.
- Managing repair, maintenance & replacement of office equipment's, appliances, furniture, furnishings, vehicles, building, etc.
- Providing help and advice to customers using your organization's products or services.
- Communicating courteously with customers by telephone, email, letter and face to face.
- Keeping accurate records of discussions or correspondence with customers.
- Developing feedback or complaints procedures for customers to use.
- Specialization in handling back office operations, Inter-Office correspondence, confidential mails, quotations, monthly billing, cheques & payments, Etc.
- Event Management, Organizing Meetings, conferences, making travel arrangements and hotel reservations for guests & foreign delegates.
- Managing end-to-end HR activities to ensure smooth functioning of Intransure Employee Life Cycle
- Prepare and maintain company salary structure, job documentation, and job evaluation systems.
- Conduct new employee orientations.
- Tracking and maintaining Leave records.
- Administer and explain benefits to employees, serve as liaison between employees and insurance carriers.
- Recommend, develop, and schedule training and development courses.
- Provide advice, assistance, and follow-up on company policies, procedures, and documentation.
- Recommend, develop, and maintain human resource manual filing systems.
- Develop and update tracking systems necessary in daily operation.
- Develop and maintain employee handbook.
- Perform specific research/investigation into operational issues, as requested.
- Conduct orientation sessions for new employees to explain personnel policies, compensation, and benefit programs.
- Maintain employee files and records, assures completeness of files.
- Responds to public inquiries on positions available in employment.
- Conduct Performance Appraisal on quarterly basis.
- Helping HR on Company's payroll.
- Conducting Employee's engagement programs.
- Identifying manpower need and Recruiting candidate.
- Initiating Induction and orientation.
- Taking care of joining formalities and exit formalities of employees.
- Acting as a breach between the branches and Head Office.
- Providing solutions to branches of work related with entire operations.
- Responsible for Management Representative Responsibilities of ISO 9001-2015 (Quality Management System) as per the standard and executing the procedures as defined.
- Ensure Quality Management System processes are "established, implemented and maintained"
- Report to "top management" on the QMS performance and where improvements are needed
- Train all company personnel in the documented company policies
- Management Review Meeting every 6 month after 6 monthly audits: Management Review Meeting Report
- Ensure all the master files are maintained as per additions or deletions: List of Documents, List of Records, List of Objectives, List of Risk Management, List of SOPs
- Ensure QMS related SOPs are maintained & adhered: Internal Audit, Risk Management
- Adherence to QMS formats & updating QMS Manual: QMS Formats, Quality Manual
- Ensure all new joiners are inducted with ISO procedures of respective department: Induction Presentation
- Coordinate for External Audits & Payments with Bureau Veritas: External Audit Reports
- Reviewed and analyzed bid proposals.
- Proficient in drafting proposals and preparing detailed bids for multiple projects
- Solid understanding of placing bids for both Private and Government sector projects
- Documented bid dates and final outcome of each bid proposal.
- Collected and evaluated data pertaining to business development processes
- Maintained contact with clients through every phrase of the bid process.
- Prepared and verified budget estimates.
- Technical & Financial Bid preparation.
- Maintained database tracking results of all bid proposals.
Administration Executive cum Front Line Operations - Clear Cell
(2012-05 - 2015-04)
- Provide administrative services/ Administration support.
- Handle all reception related activities independently.
- Responsible for coordinating with House Keeping for cleaning & general maintenance of the office.
- Taking care of all the correspondence, welcoming visitors & guest, attending queries & escalating it to concerned dept., looking into follow ups, drafting letters, stationery mgt., pantry look after, maintenance of office records/files/folders as per requirement.
- Insurance policy management.
- Handling the calls/emails of employees on leave and its proper communication.
- Taking care of Good morning, Happy Birthday etc. emails and basic routine HR email responsibilities.
- Helping accounts dept. in collecting and properly setting of reimbursement bills.
- Handling various activities of office like: Potluck, managing of one day outings for employees, buying of gifts for employees, taking care of welcome and farewell parties, managing family gatherings, etc.
- Managing of the office boys in case of extra working.
- Taking care of employee's personal bill payments on working hours.
- Keeping a track of Employee / Visitor cards for entry.
- Gym and its tools maintenance.
Front Office Assistant in Admin Department - Aditya Birla Insulators (A Unit of Aditya Birla Group)
(2007-07 - 2012-03)
- Incoming/Outgoing Calls.
- Dispatch (in/out) mails & office goods.
- Office attendance
- Attending walk-in guests
- Domestic travel (taxi) bookings
- Cost cutting measures
- Scheduling weekly meetings
- Reporting IT complains
- Ordering office stationary
- Annual maintenance contracts
- Follow ups
- Servicing of all electronic equipment.
- Attendance report for Time office
- ABI bill approvals by CMO for regional offices across India
- Yearend office expenses report
- Responsible for coordinating with House Keeping for cleaning & general maintenance of the office.
- Scheduled appointments and maintained and updated appointments.
- Transmitted information and documents to customers, using computer, mail and facsimile machine.
- Filed and maintained records.
- Heard and resolved complaints from customers and public.
- Analyzed data to determine answers to questions from customers and members of the public.
- Operated telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments.
- Received payment and recorded receipts for services.
- Greeted guests entering establishment, determined nature and purpose of visit and directed and escorted them to specific destinations.
- Provided information about establishment, such as location of departments and offices, employees within the organization and services provided.
Senior Front Office executive - Express Hotels Pvt. Ltd
(1998-12 - 2007)
- Public Relations with clients, and in-house
- Travel Desk (Car booking/ Domestic & International Flight bookings/ Railway bookings etc.)
- Money Encashment (Foreign Exchange)
- Billing Cash/ Credit Card/ Chq/DD etc.
- Reservations
- Also, was responsible for generating reports like MIS reports, training Report, Admin, Daily ActivityReport, forwarding literatures to clients, and following them with WIP (work- in –progress).
- Coordinating with other departments like House-Keeping, Stores, Maintenance, Room Service and Handling of EPABX for the entire unit.
