Secretary -MD - Innovcare Lifesciences Pvt. Ltd
(2022-04)
Secretary & Management Support Activities
- Communication Management: Draft, review, and send emails, letters, and other forms of communication on behalf of the MD desk.
- Travel & Logistics: Plan and coordinate domestic and international travel for the MD, including flights, accommodations, and itineraries.
- Travel Management - Efficiently handled all the travel & hotel bookings of HO and field staff for Cycle & AM review meetings.
- End-to-end follow-up with the travel agent.
- Supporting team with appropriate rules and guidelines if required.
- Cancelling & arranging new flight tickets & generating boarding pass irrespective of any time.
- Prepare travel expense reports and ensure timely reimbursement.
- Prepare data & report on monthly basis for all flights / train bookings. Also reconciling the same with the travel agent MIS. This data helps the Finance team to evaluate the expenses.
- Verifying the invoices of the hotels / travel agents.
- MIS preparation for all cycle meetings & review meetings expenses.
- Supporting management for any of their activities if required. In include sending emails, meeting agendas and any other task related.
- Document Management: Maintain confidential records, files, and important documents.
- Coordinate and prioritize the MD's daily schedule to ensure efficient use of their time.
- Prepare files for the meetings held.
- Follow up with departments on pending tasks and deadlines.
- Coordinate with internal teams and external stakeholders.
- Confidentiality & Compliance: Handle sensitive information with discretion.
- Visitor & Stakeholder Management: Manage appointments and interactions with senior executives and vendors.
- Act as a professional point of contact for the MD's office.
- Ensure adherence to company policies and governance requirements.
- Administrative Support: Maintain confidential records, files, and important documents.
- Ensure proper filing and retrieval of information.
- Follow-up & Coordination.
Front Desk Executive - Innovcare Lifesciences Pvt. Ltd
(2020-02 - 2022-03)
Front Desk Activities
- Greetings to all visitors.
- Handling queries and complaints via phone, email and general correspondence.
- Managing office supplies such as stationery, equipment and furniture.
- Performing ad-hoc administration duties.
- Maintaining office services as required (such as cleaners and maintenance companies).
- Receiving and dispatching deliveries.
- Assisting with mail as required.
- Travel & Hotel Booking.
- Receive deliveries, sort and distribute incoming mail.
- Take inventory of Supplies and restock as needed.
Sr. Administration Executive - Novartis Healthcare Private Limited
(2016-02 - 2018-10)
Administrative Activities
- Ensure fully functional office, site needs and systems in place.
- Prepare and manage internal and external correspondence on routine matters independently.
- Requisition, track, report and maintain records of purchases, services contracted, payments, asset listing etc.
- Liase with Finance, IT, groups and various suppliers, contractors.
- Coordinate training programs, group interactions, meetings, team building and social programs.
- Travel bookings - Coordinate for visa, itinerary, tickets and forex for foreign travel.
- Hotel bookings and local transport arrangements for overseas visitors.
- Renewals of statutory licenses, Annual Maintenance Contracts of office equipment's.
- Ensure fully functional office for high quality output and statutory requirements are complied with.
- Ensure smooth workflow, communication, policies/procedures, deliverables are in compliance with global set-up.
- Ensure all requisitions, purchase orders, purchases in compliance with Finance SOPs.
- Ensure all associates complete and understand processes w.r.t. to joining, induction, time-card, attendance, leave records etc.
- Managing departmental needs e.g. Stationary, Photocopiers, toners, printers, faxes, telephones, and accessories.
- The position needs lot of discipline, integrity, dedication & Sincerity and high level of confidentiality to be maintained.
- Maintenance of personnel & office files needs meticulous planning and systematic approach.
- Working on NP4 (Novartis Principal Practices for Proffesional).
- Interaction with internal and external healthcare professional.
- Creating Promotion material use by sales person.
Sr. Administration Executive & HR Executive - Greytrix India Pvt Ltd
(2008-03 - 2015-10)
Administrative Activities, Accounts Payable, Accounts Receivable, Cash Management, Employee Expense Reimbursement, Compliance, HR Responsibilities
- Status updates to internal and external management.
- Allocation of work among the team members.
- Supporting the team, clarifying doubts & resolving issues.
- Process Management, Vendor Management, Inventory Management, Data MIS Reporting.
- Travel Management, Cafeteria Management, and Food and Beverage requirements.
- Management of Hotel Accommodation, Events, Board Meetings, Conferencing, Trainings.
- Managing entire Tele-communication of the Organization (Mobile & Landlines).
- Managing contracts and relationships with vendors and tracking their products and services.
- Up keep, House Keeping Management.
- Building effective relationships with external service suppliers and Government authorities.
- Validation of Invoices, purchase entries and Suppliers Account reconciliation.
- Validation of accounting and reviewing the accounted expense bills and payment to vendors.
- Timely payment to vendors, Statutory taxes like TDS, PT and PF and other payments.
- Publishing Cost Analysis as per Departments/Product Line/Categories.
- Publishing P3 Cost Reports (Per Person Cost on Productivity).
- Validation of Resource Timesheets.
- Preparing Invoices to customer in time as per the Timesheets or Statement of Work (SOW).
- Follow-up on Aged Receivables on biweekly basis (Domestic and International Clients).
- Publishing Revenue Analysis of Customers as per Country / Categories / Project.
- Collection of "C" Forms & TDS Certifications for All Business Partners and Customers.
- Publishing P3 Revenue Reports (Per Person Productivity).
- Banking Operation Relationship with bankers for EEFC Accounts and Current Accounts.
- Preparation of Cash Forecast and Analysis.
- Managing the Foreign exchange exposure by FX Conversion.
- Validation of claim with company handbook.
- Checking receipts and make sure that there is no duplication of claim.
- Obtain Approval from respective Project -Head.
- Reimbursement of amount in time.
- Invoicing to Customer if it covers in SOW.
- Publishing Project Level Expense Reports on monthly basis.
- Quarterly filing of e TDS return and issue of Form 16 to vendors and contractors.
- Payment of all compliance on timely manner.
- Monthly PF and PT, ESIC and service tax returns.
- Contact the candidates and arrange interview times and develop appropriate interview questions in collaboration with the concerned campaigns project manager so that interviews are conducted efficiently and equability.
- Responsible for preparation Offer Letters, Appointment Letters, Salary Slips for employees.
- Assisting Employees to compute their overall Tax Calculations.
- Prepare Full and Final settlements of Left employees.
- Resolves queries of employees related to Salary and reimbursements.
- Coordinate with HR for salary related information's.
Administration & Receptionist - Computer Plus HP/Compaq Retail Outlet
(2004-02 - 2006-04)
