SUSHMA SONYA VINCENT CABRAL

To overall manage the admin related activities - facility staff, security staff, tea/coffee vendors, Maintenance & repair coordination, relocation of employees, stationaries, carpentry work, coordination with electrician and plumbers, travel (domestic & international), visa, pet relocation etc.

➢ To oversee recruitment for open positions, screeningapplications and arranging interviews, assisting in reference checks, up personal files in an organized manner.

➢ Update job descriptions in accordance with company practicesand changes in law and regulations.

➢ To administer annual/periodic setting performance review process, including analysis reports.

➢ To conduct timely & thorough investigations of written employee complaints or personnel policy violations.

➢ Interface with Group HR and external vendors and suppliers forthe implementation of corporate training or training programs to meet the business needs where appropriate

➢ Managing orientation program for employees to the businessand culture

➢ To maintain data related to Covid-19 cases of our employees /coordinate and conduct vaccination drive for all the employees.

➢ To coordinate employee engagement activities like – birthdaycelebrations, newsletters, etc.

➢ To maintain and update the Proposal tracker timely with noerrors

➢ Responsible for administrative and management support.

➢ To explore more of market related news and forward it to sales-team

➢ Co-ordinate task and preparation related to the Board Meetings & Conferences. Create and maintain a cohesive and productive work environment, ensuring timeliness and efficiency

➢ To monitor the tender enquiries, download and take independent action where appropriate. To organize & provide control of all the enquiry / offer documents and correspondence.

➢ Maintaining records of Bank Guarantees. To maintain NDA &MOU related to Sales & BD

➢ Preparing monthly reports & monthly highlights and forwarding it to our France Team

➢ Preparing presentation for Sales Department.

➢ To organize Seminars & Conferences and overall managemarketing related activities.

➢ Scheduling and attending meetings, creating agendas and taking minutes

➢ Archiving of project and general documents of assigned task force

➢ Forwarding of email to clients and vendors as requested by Project Managers

➢ Keeping diaries and arranging appointments

➢ Booking conference facilities

➢ Liaising with staff in other departments and with external contacts

➢ Ordering and maintaining stationery and equipment

➢ Assisting in the recruitment process

➢ Maintain an up to date database for resume’s for future facilitation of recruitment needs

➢ Conducting induction / orientation program for all newly joined employees as per the company standards

➢ Preparing Appointment Letters, Confirmation Letters, Revised CTC letters, Contract Extension Letters, Transfer Letters, Final Clearance Letters and Employee letters on request

➢ Tracking and maintaining list of employees due forconfirmation, Co-ordinating with HODs for the confirmation and obtaining necessary approvals

➢ Receive employee complaints, suggestions and queries and make sure they have been handled properly

➢ Maintaining up to date computerized database of all employees

➢ Assisting the HR Head and HR Manager in the preparation ofperiodic reports as required

➢ Coordinating with all departments with regard to Human Resources related activities

➢ Maintaining files and other information under strict confidentiality

➢ Complying with the company’s environmental, health and safety policies and procedures

➢ Responsibilities Assist with day to day operations of the HR functions and duties. Providing administrative support to Human Resources department, Compiling and updating employee records (hard and soft copies) Processing documentation and preparing reports relating to personnelactivities (staffing, recruitment, training, grievances, performance evaluations etc.) Coordinating HR projects (meetings, training, surveys etc.)

➢ Group Mediclaim Insurance – Addition / Deletion Report maintaining and sending to the insurance person at the end of every month

➢ Coordinating and encouraging social activities on a regular basis

➢ Circulating Birthday mails to the employees

➢ Handling HR Administration tasks independently

➢ Coordinating and maintaining record of Annual Health Check-up for employees

➢ Maintaining & verifying daily & monthly employee Attendance Record in Time Management System

➢ Follow up on interview status through co-ordination with directors and candidates.

➢ Ensuring regular updating of employee database in euHReka – HR online portal

➢ Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc)

➢ Updating of head counts to all discipline heads on monthly basis

➢ Sending of HSE Data and Bulk SMS on weekly basis

➢ MIS Reporting– Athena Reporting & HReIS Reporting

➢ Handling Provident Fund queries

➢ Exit Formalities – Clearance, Exit Interview, Issuing Relieving letter and Service certificate

➢ Coordinating and maintaining staff administrative records suchas staff parking, staff phones and company credit cards

➢ Travel Management, Hotel Bookings and Preparing Visa letters

➢ Preparing Expense Report for the Senior Management

➢ Support Function for Proposal and BD team, Filling up Order Intake forms, Updating of CDI Master file as and when required, downloading of tender documents, preparing presentations, formatting and converting of files, to check ONGC site for new tenders, Updating of CDI status on monthly basis, Following up on invoice status with respective PM's

➢ Preparing of Charts, Formatting of Resumes, Uploading of filesfrom discipline heads in general folder, Arranging lunch & dinner for business meetings

➢ Handling Payroll of the Offshore personnel

➢ Preparing monthly and annual shortage list

➢ Preparing the Attendance Sheets, Chopper Cancellation Sheets, Base Manager’s Sheet, Overlap Letters, Medivac, Demobilization, Call out letters, etc.

➢ Updating record of offshore personnel deployment

➢ Preparing offshore personnel contract agreement. Updating contract datasheet

➢ Preparation of periodical reports, Vessel’s Annual reports & Shortage of Manpower Statement

➢ Compiling of Electronic Database of Offshore Personnel Details, Certification & Validities

➢ Archiving of Project documentation

➢ Travel Management, Hotel Bookings and Preparing Visa letters

➢ Creating and maintaining filing systems

➢ Scheduling and attending meetings, creating agendas and taking minutes

➢ Archiving of project and general documents of all the departments

➢ Keeping diaries and arranging appointments

➢ Booking conference facilities

➢ Liaising with staff in other departments and with external contacts

➢ Ordering and maintaining stationery and equipment

➢ Supervising junior staff and delegating work as required

➢ Handling EPABX system

➢ Handling the documents of the couriers in and out

➢ Making reservations for conference halls

➢ Preparing & Analysis of monthly and weekly reports location-wise and Co. as a whole

➢ Preparing various presentations for the COO & Business Manager for Board meetings Etc.

➢ Assisting Managers in day to day activities & preparing various periodic reports for the management

➢ Ensuring timely process execution, assist in improving effectiveness and efficiency of operations

➢ Vetting of documents along with various department heads

• Verified visitors' identification cards before allowing access to the building.
• Answered incoming calls, took messages, and transferred calls to appropriate departments or personnel.
• Compiled data from various sources into organized reports for management review.
• Assisted in maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.
• Greeted visitors and provided them with assistance.
• Provided excellent customer service at all times while interacting with both internal and external customers.
• Managed all incoming mail distribution, courier services, faxes, and photocopying documents as requested.
• Performed data entry tasks into various computer systems accurately and promptly.
• Prepared welcome packages for new hires.
• Responded to inquiries from internal staff members regarding office operations.
• Coordinated with vendors for repairs and maintenance of office equipment.
• Monitored office supplies inventory and placed orders when necessary.
• Maintained an organized filing system of confidential client information in accordance with company policy.
• Maintained security by following procedures, monitoring logbooks, and issuing visitor badges.
• Organized travel arrangements for staff members including flights, hotels, car rentals.

• Greeted visitors in a professional manner and provided assistance when necessary.
• Maintained an organized filing system of paper documents and electronic files.
• Performed data entry tasks into various computer systems accurately and efficiently.
• Assisted in the development and implementation of office policies and procedures.
• Answered incoming calls in a professional manner and directed callers to the appropriate personnel.
• Provided administrative support to staff members, including copying and scanning documents, filing paperwork, and ordering supplies.
• Created spreadsheets using Microsoft Excel to track expenses and other financial data related to the office budget.
• Answered and directed phone calls to appropriate staff members.
• Monitored office expenses and submitted purchase requests.
• Managed daily office operations and maintained a clean and efficient workspace.
• Facilitated communication within the office and with external partners.
• Ordered office supplies and managed inventory to ensure a well-stocked office.

• Scheduled appointments for clients, customers, and other visitors.
• Provided administrative support to staff members including typing letters, filing documents, and scanning and copying documents when necessary.
• Compiled data from various sources into organized reports for management review.
• Organized travel arrangements for staff members including flights, hotels, car rentals.
• Provided excellent customer service at all times while interacting with both internal and external customers.
• Monitored office supplies inventory and placed orders when necessary.
• Answered incoming calls, took messages, and transferred calls to appropriate departments or personnel.
• Updated daily log book with information about visitors entering the premises.
• Greeted visitors and provided them with assistance.
• Responded to inquiries from internal staff members regarding office operations.
• Coordinated with vendors for repairs and maintenance of office equipment.
• Verified visitors' identification cards before allowing access to the building.
• Scheduled and confirmed appointments and meetings for management team.
• Ensured cleanliness and organization of the reception area to maintain a professional atmosphere.
• Participated in emergency response drills and maintained knowledge of safety procedures.
• Delivered administrative support to team members by making copies, sending faxes, organizing documents and rearranging schedules.
• Updated and recorded customer or client information to maintain accounts.
• Conducted initial screening of incoming calls to determine urgency and directed them accordingly.

• MBA – HR from Sikkim Manipal University (2014)
• Commerce graduate from Mumbai University (2009)