Sushma Appachu
Dubai,
Summary
I'm a versatile and proactive administrator who loves keeping things organized and ensuring smooth communication between the company and its clients. I'm people-friendly and genuinely enjoy interacting and building relationships with others. I thrive on problem-solving and finding ways to improve efficiency, always looking for ways to enhance processes.
At the same time, I'm results-driven and hold high standards for performance—I don’t settle for less than excellence. With a keen eye for detail and strong task management skills, I make sure both teams and clients have a seamless and productive experience. Creating a positive, high-performing environment where everyone feels supported is what drives me
Overview
21
21
years of professional experience
1
1
Certification
Work History
Entrepreneur
Moksha Ventures
07.2018 - Current
- Established a successful clothing startup by researching market opportunities, creating a business plan, and securing funding.
- Successfully navigated challenging economic conditions by adapting business strategies quickly in response to changing market dynamics.
- Improved customer satisfaction with exceptional project management skills and timely delivery of products and services.
- Determined business plan, mission statement, and vision.
Executive Assistant to Head of Health Safety
Dubai Petroleum Establishment
09.2009 - 05.2018
- Provide administrative support to the Head of HSE and other members of the HSE department.
- Manage the Head of HSE’s diary, coordinating internal and external meetings, meeting follow-ups, agenda preparation, minutes of meetings, and meeting arrangements.
- Compile analytical weekly ELT and monthly reports, including spreadsheets regarding safety data.
- Process purchase requisitions and purchase orders in Oracle for all HSE-related services and purchases. Ensure prompt delivery by following up on orders.
- Serve as the document controller for the HSE department.
- Format and distribute all HSE-related documents and procedures as required.
- Act as the team lead for Fire Marshalls and Recorders.
- Manage emergency response documents, the IMT room, and the IMT directory. Oversee all administrative functions related to emergency incidents.
- Actively participate as an IMT member and team lead for Fire Marshalls and Recorders in the Incident Management Team, engaging in emergencies and drills.
- Serve as the administrator for the incident reporting software (CMO). Allocate user roles and responsibilities, ensure proper incident investigation, and collate weekly reports on pending actions. Follow up to ensure timely closure of actions.
- Manage the HSE webpage on the company intranet and content server. Ensure all HSE certificates, policies, and procedures displayed within the company are up to date. Participate in internal and external HSE audits.
- Oversee the rotation schedule of HSE specialists and manage their logistics, including travel and hotel bookings.
- Update and maintain company databases, including OPMS, PPE records, and training details for employees and contractors.
- Prepare and deliver HSE inductions for all new employees and contractors working at the head office.
- Act as a ‘gatekeeper’ for personnel traveling offshore.
- Review and update offshore personnel monitoring system data to ensure offshore travel requirements are met.
- Manage timekeeping, vacation schedules, and timesheets in Oracle for the HSE department.
- Track departmental spending and provide monthly accruals to the Head of HSE and finance accountant. Manage petty cash and expense claims for the department.
- Oversee the company’s PPE requirements for both onshore and offshore employees by liaising with PPE suppliers. Maintain a weekly vendor report to ensure timely delivery of goods.
- Populate safety observation data daily for the main office and prepare weekly and monthly reports for all departments.
- Process chemical clearance requests by conducting COSHH assessments using Sypol.
- Demonstrate visible commitment to HSE and be recognized as an HSE leader. Coach personnel at all levels to promote a safe working culture.
HR Assistant
Dubai Petroleum Establishment
08.2008 - 09.2009
- Set appointments, arrange meetings, and maintain calendars.
- Provide customer service to employees by answering queries related to benefits and HR policies.
- Coordinate with internal departments regarding vacancies and prepare personnel requisition forms.
- Compile employee reports for the HR department and participate in the recruitment/new hire process.
- Post job vacancy ads on the intranet, organize resumes, and schedule and conduct job interviews. Assist in the interview process.
- Ensure background and reference checks are completed.
- Prepare offer letters for selected candidates.
- Coordinate with the immigration department regarding visas for new employees and their dependents.
- Liaise with the travel coordinator for airline and hotel bookings for new recruits.
- Prepare new employee files and orientation packages for new joiners. Conduct HR orientation sessions for new employees.
- Coordinate with other departments to ensure new joiners have workstations, email access, and proper induction.
- Maintain current HR files and databases for existing employees.
- Update and maintain employee benefits, employment status, next-of-kin (NOK) records, and other relevant information.
- Maintain employee records related to grievances, performance reviews, and disciplinary actions.
- Conduct file audits to ensure all required employee documentation is collected and maintained efficiently.
- Manage the hiring of temporary staff and coordinate with other departments regarding vacancies, payroll, insurance, and benefits.
- Complete termination paperwork and conduct exit interviews.
- Create purchase orders for the HR department and coordinate with the finance department for invoice processing.
- Participate in benefits-related tasks, reconcile benefits statements, and approve invoices for payment.
Client Relation Representative
Global Village (Tatweer)
01.2008 - 03.2008
- Job responsibilities involved taking care of the front office activities, handling phone enquiries in professional and courteous manner routing calls as needed
- Handling incoming and outgoing courier, mails and correspondences
Secretary to the Managing Director
Apex International Engineering Consultants
09.2004 - 06.2007
- Manage front office activities, including handling phone inquiries in a professional and courteous manner and routing calls as needed.
- Perform secretarial functions for the Managing Director, including streamlining document control, diary management, file and record-keeping, organizing payment requests, and preparing expense reports.
- Arrange interviews and assist in human resource functions, including reviewing resumes, scheduling interviews, gathering ratings from department managers, and supporting the HR Manager (who was also the Managing Director).
- Assist in the preparation of yearly performance appraisals for staff and managers at the corporate office.
- Prepare outgoing packages, mail, and correspondence, including emails and faxes, and retrieve and distribute incoming mail.
- Provide general administrative support, including proofreading, filing, mailings, faxing, and photocopying.
- Manage schedules, meetings, events, and follow-ups.
- Liaise with travel agents to arrange airline and hotel bookings for staff.
Education
Bachelor of Arts - Arts And Humanties
MES College
Bengaluru, India01.1994
Post Graduate Diploma - Public Relations
Bharatiya Vidya Bhavan
Bengaluru, India01.1994
Skills
- Entrepreneurial Personality
- Strategic Thinking
- Operational Planning
- Customer Relations
- Customer Acquisition
- Interpersonal Communication
- Negotiation Skills
- Conflict Resolution
- Active Listening
- Teamwork
- Culture Building
- Customer Service
- Problem-Solving Abilities
- Stakeholder Management
- Attention to Detail
- Time Management
- Client Relationship Management
Languages
English
Advanced (C1)
Hindi
Intermediate (B1)
Arabic,
Beginner (A1)
Certification
- Air Travel Management From Trade Wings, Dubai
- NEBOSH International General Certificate: Occupational Health and Safety Nebosh RRC, Dubai
- Internal Auditor Training course SGS Gulf Limited, Dubai
Timeline
Entrepreneur
Moksha Ventures
07.2018 - Current
Executive Assistant to Head of Health Safety
Dubai Petroleum Establishment
09.2009 - 05.2018
HR Assistant
Dubai Petroleum Establishment
08.2008 - 09.2009
Client Relation Representative
Global Village (Tatweer)
01.2008 - 03.2008
Secretary to the Managing Director
Apex International Engineering Consultants
09.2004 - 06.2007
Bachelor of Arts - Arts And Humanties
MES College
Post Graduate Diploma - Public Relations
Bharatiya Vidya Bhavan
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