Vaishali Gade

BMS:

Managing the Access Control System (ACS):

System Oversight: Managed the Access Control System (ACS) across all locations, ensuring security and efficient access control.

Card Management: Handled activation and deactivation of access cards, maintaining accurate records of all users.

Monitoring & Reporting: Generated attendance reports and various system reports, monitored DOTL switches, anti-pass-back alarms, and unauthorized access notifications.

Data Management: Ensured data backups were maintained for up to 180 days and managed the overall maintenance of the ACS.

Provident Fund (PF) Work:

Employee Enrolments Manage the enrolment of new employees in the Provident Fund (PF) scheme, ensuring accurate and timely submission of required documents.

Contribution Management Calculate and process monthly PF contributions, ensuring compliance with statutory requirements and timely deposit into employee accounts.

Claim Processing Assist employees with PF withdrawal, transfer, and loan applications, ensuring proper documentation and adherence to procedures.

Record Keeping Maintain accurate records of all PF-related transactions, including contributions, claims, and employee details.

Audit Coordination and Documentation:

Audit Coordination Managed end-to-end audit activities, including liaising with auditors and coordinating audit schedules.

Presentation & Reporting Prepared and delivered facility presentations, created detailed reports, and maintained trackers to support audit processes.

Documentation & Compliance Provided necessary evidence and supporting documents, ensuring all process documentation met audit requirements and standards.

SEZ (Special Economic Zone) Management:

Inward-Outward Process Managed the SEZ inward and outward movement of goods, ensuring compliance with SEZ regulations.

Asset Movement Coordinated Zone-to-Zone asset and material transfers, handling the Request ID process and ensuring proper documentation.

Admin Procurement Management:

Procurement Oversight Managed administrative procurement across all locations, ensuring timely and accurate purchasing of office supplies and services.

Purchase Orders & Payments Processed and released purchase orders (POs), and managed vendor payments to ensure they were completed on time.

Record Maintenance Maintained detailed records of all procurement activities, ensuring transparency and compliance with company policies.

Vendor Management:

Selecting vendors involves obtaining and comparing quotations, issuing purchase orders (POs), and formalizing agreements.

Monitoring statutory compliance involves ensuring that all legal and regulatory requirements are met and adhered to.

SEZ Invoice Approval and Material Inward Process:

Invoice Approval Approved Proforma and Tax invoices for SEZ units, ensuring compliance with SEZ regulations.

Request ID Generation Generated Request IDs for materials based on Benefit/No-Benefit classification.

Material Inward Process Completed the material inward process by coordinating with relevant departments, ensuring accurate documentation and compliance.

Flight Booking Management:

Flight Booking Coordinated and booked international and domestic flights for employees and clients, ensuring cost-effective and timely arrangements.

Tracking & Reporting Maintained a detailed tracker of all flight bookings and shared monthly reports with management, highlighting travel expenses and patterns.

Employee transport service through Office Ride app, roster updating.

Hotel bookings for employees and clients across all locations:

Identify Hotels Choose hotels based on location, quality, and suitability for company.

Contact hotels to negotiate discounted rates or special packages.

Evaluate different offers to ensure competitive pricing.

Create formal agreements outlining negotiated rates, booking terms, and any additional services or benefits.

Ensure both parties review and sign the agreements to finalize the tie-up.

Book Accommodation for Choose suitable hotels based on requirements and budget.

Make Reservations Book rooms, ensuring to confirm dates, room types, and any additional services.

Reservation Confirmation Send booking confirmations to employees or clients with details like check-in/check-out times, hotel address, and contact information.

Manage Changes Make changes or cancellations as needed, keeping all parties informed of updated details.

Provide Support Address any issues or special requests related to the accommodation.

Cab booking for clients and employees across various locations

Booking cabs for clients and employees across all locations involves coordinating transportation services to ensure efficient, reliable, and timely travel.

This process streamlines cab reservations, whether for business trips, meetings, or daily commutes, while ensuring convenience and accessibility at various locations.

Maintained tracker of all Cab bookings.

Coordination with Vendor for B1 Visa:

Act as the main point of contact between the company and the visa vendor or agency.

Ensure that all required documents are collected and submitted in a timely manner.

Address any issues or queries that may arise during the visa application process.

Create and manage a tracking system and monitor the status of each visa application.

Update the tracker with relevant information such as application status, deadlines, and any follow-up actions needed.

Ensure accuracy and completeness of the tracker to provide up-to-date information.

Issuing Invitation Letters:

Prepare and issue invitation letters for visa applicants. These letters are typically required by the consulate to verify the purpose of the visit and the relationship between the applicant and the inviting company.

Collaborate with project associates or relevant team members to obtain the necessary details and signatures for the invitation letters.

Ensure that the invitation letters meet the specific requirements of the visa application and are sent to the applicants in a timely manner.

Issue Forex Currency to Employees:

Provide foreign currency to employees who need it for business travel or other company-related expenses.

Ensure the correct amount and currency are dispensed based on the employee's per diem and travel plans.

Documentation Prepare and collect necessary documentation for the forex transaction, including receipts, currency exchange forms, and any other relevant paperwork.

Ensure that all documentation is complete and accurate to support the issuance of forex currency and for record-keeping purposes.

Forex Refund Process Manage the process for employees to return unused forex currency. exchanging the remaining currency back into the home currency and processing the refund.

Collect and verify any supporting documentation for the refund, such as receipts or unused currency.

Update records and ensure the refund is processed in a timely manner.

Maintain Monthly Tracker Create and maintain a monthly tracker to monitor forex transactions, including issuance, refunds, and balances.

Update the tracker with details such as employee names, amounts issued, amounts refunded, and remaining balances.

Use the tracker to generate reports and ensure accurate accounting and budgeting for forex expenses.

MIS Reports:

Maintain electrical consumption, Stationery & Pantry and housekeeping consumption, monthly office rent, SD details, parking charges, maintain asset tracker.

Event Management:

Organized company events such as sports, cultural, CSR activities, employee engagement initiatives, and annual celebrations to foster team spirit and company culture.

Client visit arrangements.

Agreements and Contracts:

Coordinated with the legal team to execute agreements with vendors, ensuring all contracts are properly managed and completed. Maintained an up-to-date database of vendor agreements for easy reference and compliance tracking.

Seating Management:

Managed seat allocation and un-assignation based on project needs and availability across all locations using the internal portal. Updated seat numbers and employee details facilitated employee onboarding and offboarding, and generated reports for efficient space utilization and workforce management.

Faith Box:

To grab snacks for the employees’ offerings tailored to employees' faith-based preferences, displayed MRP lists, and maintained weekly/monthly stock levels. Regularly introduced new snack items based on demand, coordinated cash collection, and submitted it to finance weekly. Maintained a detailed checklist and cash flow tracker for accurate inventory and financial management.

Miscellaneous: Payroll, Organized weekend recruitment drives to support talent acquisition. Managed admin tickets via the internal portal, resolving employee queries and requests efficiently.

Managed admin clearance for resigned employees, ensuring a smooth exit process. Conducted daily facility rounds to inspect and maintain office standards. Oversaw repair and maintenance work, courier services, and key management. Coordinated visitor management to ensure a secure and organized workplace.

Managed the system app and its processes for efficient operations. Maintained an invoice tracker to monitor payments. Handled employee grievances for timely resolution. Pest control services and managed petty cash. Arranged food and cab services for night shift employees and addressed ad-hoc requests as needed.

Part of Beyond work team.

Office Management:

Day-to-day administrative tasks, including managing office supplies, handling mail and couriers, maintaining office equipment, and ensuring a clean and organized work environment.

Client Visit Coordination:

Arrange and manage logistics for client visits, including scheduling meetings, booking conference rooms, and organizing itineraries.

Ensure a professional and welcoming environment by coordinating refreshments, meals, and any special requests.

HK & office boy staff Supervision:

Oversee housekeeping and office boy staff to ensure tasks are completed efficiently and to a high standard.

Task Coordination: Assign daily duties, monitor progress, and ensure all areas of the office are clean, organized, and well-maintained.

Access Card Management and Biometric Setup for Employees:

Access Card Issuance: Manage the issuance, activation, and deactivation of access cards for employees, ensuring secure and controlled entry to office premises.

Biometric Setup: Oversee the setup and maintenance of biometric systems for employee attendance and access, ensuring accurate data capture.

Data Management: Maintain records of access card and biometric system usage, generating reports and tracking employee movements as needed.

Technical Support: Provide support for troubleshooting access issues and coordinating with vendors for system maintenance or upgrades.

Office Management:

Day-to-day administrative tasks, including managing office supplies, handling mail and couriers, maintaining office equipment, and ensuring a clean and organized work environment.

Client Visit Coordination:

Arrange and manage logistics for client visits, including scheduling meetings, booking conference rooms, and organizing itineraries.

Ensure a professional and welcoming environment by coordinating refreshments, meals, and any special requests.

HK & office boy staff Supervision:

Oversee housekeeping and office boy staff to ensure tasks are completed efficiently and to a high standard.

Task Coordination: Assign daily duties, monitor progress, and ensure all areas of the office are clean, organized, and well-maintained.

Managing the Cafeteria:

Operations Oversight: Supervise daily cafeteria operations, ensuring timely and efficient service.

Inventory Management Monitor and maintain stock levels of food and supplies, coordinating with vendors for timely replenishment.

Quality Assurance Ensure food safety and hygiene standards are strictly followed, conducting regular checks.

Menu Planning Collaborate with the catering team to plan and update the menu based on employee preferences and dietary needs.

Feedback & Improvement Gather employee feedback and implement improvements to enhance the cafeteria experience.

Worked on the Origin process, handling Australian electricity billing inquiries with the following responsibilities:

• Customer Support: Address billing inquiries, resolve discrepancies, and assist with account management tasks.
• Payment Assistance: Guide customers through payment processes, set up payment plans, and handle payment-related issues.
• Usage Analysis: Help customers understand their electricity usage and provide advice on cost management.
• Dispute Resolution: Manage billing disputes, ensuring compliance with Australian energy regulations.
• Documentation: Maintain accurate records of customer interactions and prepare reports on billing trends and issues.

Office Management:

Day-to-day administrative tasks, including managing office supplies, handling mail and couriers, maintaining office equipment, and ensuring a clean and organized work environment.

Document Management:

Organize and maintain filing systems, ensuring that all documents are accurately filed, stored, and easily retrievable. Handle sensitive and confidential information with discretion.

Meeting Coordination:

Schedule and coordinate meetings, prepare meeting agendas, take minutes, and distribute them to relevant stakeholders. Arrange logistics for meetings, including room bookings and refreshments.

Vendor Coordination: Liaise with external vendors and service providers, manage contracts, and ensure timely delivery of goods and services. Negotiate terms and handle any issues that arise.

Travel Arrangements: Organize travel bookings, including flights, accommodation, and transport for employees and executives

Ensure travel itineraries are well-planned and communicated.

HR Assistant:

Onboarding: Facilitate the onboarding process for new employees, including preparing onboarding materials, setting up workstations, and conducting orientation sessions.

Petty Cash Management