KARTHIKA VINAY

About Me

6 Years’ Experience 0561931453/ 0523670379

12th June 1988 karthikavinay1@gmail.com
Al Nahda, Sharjah, UAE

Accounts / HR Professional
To pursue a demanding Administration/ HR Role within a reputed firm with the approach to take up
responsibilities to accomplish organizational goals where in my skills and potentials are being utilized to the
maximum; alongside focusing on the scope of enhancing my personal skills & gaining maximum knowledge
during my tenure to contribute to the growth of the firm.
Education

Master in Business Administration HR/Finance Graduated, April 2011

MG University Marks 59%
Kerala, India
B.A Communicative English and journalis m from Calicut University, India (2006-2009) with first class.
12th in commerce stream from K.C.P.H.S.S with first class- State Board, India (2004-2006).
10th from K.C.P.H.S.S with first class, State Board, India2004.

Career Highlights
 More than 6 years of professional experience in human resource, administration and marketing
department in India and UAE.
 Thorough knowledge in HR recruitment, procedures & policy implementations.
 Good experience in customer service and marketing
 Areas of expertise as HR, Administration Assistant, Secretary, Students Counselor, Sales coordinator

Skills

 Good communication and interpersonal skill

 Confident and positive attitude
 Team player
 Decision making skill

Computer Proficiency
1) MS office 2) ERP Tally 9 3) CTTC

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 Work Experience

ENGINEERING TO PRODUCTION CONSULTANCY AND SERVICES, SHARJAH offers Project

Management, Engineering, Procurement and Construction Management (EPCM) capability to fast track oil,
gas, marine and energy field developments. It brings together a team of qualified and experienced
professionals with regional and domain expertise and deep understanding of the customer requirements to
undertake projects in these sectors.

HR / Administrator

Office Administration:

 Control correspondence; Attend/Route all telephone enquiries; Prepare official letters/emails & all
employee requests.
 Arrange appointments; prepare the meeting rooms;
 Process company’s insurances, licenses and other registration, etc.
 Assist in hiring new employees; maintain CV database; arranging contracts and requirements.
 Process all employee’s employment/residence visas, employee’s benefits.
 Assist new employees and ensure introduction and all trainings are done on time.
 Help resolve IT issues by coordinating with our IT service provider
 Responsible for office maintenance; replenishment of office supplies.
 Monitor attendance of employees, time sheets, leave and daily whereabouts.
 Arrange travel flights, visas, and accommodation of guests & employees.
 Arrange shipments/couriers.
 Process: Enquiry/RFQ received – Assign job number and record it in enquiry register – forward the
enquiry to related dept. (Inspection/Engineering/Marine)- Keep track of further technical discussion
– Prepare quote/proposal when all info is available – review and send – Record PO if received –
Prepare invoices as Required-Track invoices for payment- closure of job.
 Process Hiring: Get input from respective dept. on the type of candidate required – Prepare ad and
post – Search candidates – Initial screening by calling – refer to respective dept. – arrange for
interview – if selected prepare for visa application – allocation of accommodation/travel etc. –
company induction.
 Process Salary to employees: Collect monthly timesheets on time – submit invoices – calculate
salary after checking leave etc. – take approval – make transfer- get confirmation from employee for
receipt and record it.

HR & Accounting:

 Prepare and verify invoices and set it up for payments including proper follow-up.
 Process monthly payroll and set it up for payments after getting timesheets from employees.
 Prepare and process electronic transfers and cheque issuance.
 Review and process employee’s expenses for reimbursement
 Handle petty cash and reports; monitor and pay utility bills
 Track & reconcile accounts payable transactions
 Reconcile all bank accounts and intercompany accounts.
 Provide supporting documentation for audits

Tendering & Sales Support:

 Register tenders/enquiries from customers and archive all necessary documents & RFQ’s

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 Maintains summary of all new tender/enquiries and update status on a daily basis
 Maintain designated email accounts and segregate information accordingly for quick future
reference.
 Actively involved in implementation and upkeep of ISO/Quality management system documents.
 Trade License Renewals.
 All Insurance related works –Medical, Public Lability, Property all risk, TPL etc.
 Compile agendas, prepare briefs, circulate papers for meetings
 Assist GM in the preparation of presentation materials
 Initiate and maintain a filing system
 Undertake a wide variety of administrative duties, e.g. record keeping, maintaining budget figures,
expenses etc.
 To maintain and develop HR policies, ensuring compliance and to contribute the development of
corporate HR policies.
 Recruit, interview, test, and select employees to fill vacant positions.
 Plan and conduct new employee orientation to foster positive attitude toward company goals.
 Prepare report and recommend procedures to reduce absenteeism and turnover.
 Familiar with Compensation& Benefits, Training Development.
 Maintaining Employee files (includes leaves files, employee personnel files, passports etc.)
 Managing and supervising Visa issuing system for the new employees and a tracking system for the
old employees.
 Managing and supervising the documentation system for all ins and outs
 Deal with complex disciplinary/grievance and HR issues, using HR and company knowledge
evidencing appropriate decision making skills.
 Maintains office services by organizing office operations and procedures; controlling
correspondence; designing filing systems; reviewing and approving supply requisitions; assigning
and monitoring clerical functions.
 Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and
disposal of records.

ISO Coordination

 Designs and implements office policies by establishing standards and procedures; measuring results
against standards; making necessary adjustments.
 Completes operational requirements by scheduling and assigning employees; following up on work
results.
 Ensures that inspection activities carried out at different stages in the process adhere to the Quality
plan.
 Responsible to attend Management Review Meetings session.
 Reviews with Q.M.R. the process in terms of the assignments of last meeting, documentation
prepared by each member, rectification of non-conformities, achievements of quality objectives.
 Follow up Q.M.R. assign’s targets or specific assignments to the members of the Management
Review. Ensures the availability of resources required in the completion of assignments.
 Briefs the progress to Quality Management Representative regarding the implementation process of
quality management system.
 Maintains files of the minutes of the meeting
 Assist Q.M.R. in establishing and developing of new project developments in organization.
 ISO audit coordinator, attend quality coordinator meeting, quality coordinator roles and
responsibilities, internal and external audits, focal point in developing quality plans.
 Trains new employees on documentation systems and Review to assure are correct and complete.
 Stimulate quality awareness and implications with all employees.
 Initiate process for corporate ISO 9001:2015 certification

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  Coordinates with the personnel in the relevant departments for development of detailed procedures.
Initiates actions to implement the same.
 Organize all the activities involved in carrying out internal quality audits with Q.M.R. to check
whether system is in conformance with the documented procedures.
 Responsible to ensure that the latest versions of relevant records are available to the users concerned.
 Check Departmental head files containing copies of procedures, formats and job descriptions etc.

HAKTRANS GLOBAL LOGISTICS LLC, DUBAI (WCA /PPL NETWORK Member)

Haktrans is one of the leading international Freight Forwarding & Logistics Companies based in Dubai,
U.A.E. The company was established in January 2007 with Head office located near Dubai Seaport and a
branch office at the Cargo Terminal of Dubai Intl Airport. We are equipped to offer various logistics service
supports to our customers and overseas partners. We are also specialized in handling SEA/AIR &
AIR/AIR Trans-shipment cargo that arrives from Far East & Sub-Continents via Dubai to EUROPE, USA,
CANADA, AFRICA & other destinations.

Administration Assistant/ Sales Coordinator

March 2014 – Jan 2016

Responsibilities

 General clerical activities including, answering phone calls and redirect them when necessary
 Manage phone calls and correspondence (e-mail, letters, etc.)
 To maintain and reconcile cash / financial accounts
 Management of petty cash transactions.
 Controlling credit and ensuring debtors pay on time.
 To establish and maintain fiscal files and records to document transactions
 Ensuring all payments amounts & records are accurate.
 Make and track payments
 Review employee expenses and make reimbursements
 Make bank deposits and keep up records
 Validate invoices against items or services received
 Check all financial transactions for accuracy
 To manage day to day operations of the accounts department
 To manage accounts payable (bill payments, salaries, petty cash etc.) and receivable through cash /
cheque / voucher in a timely manner
 Coordinate office activities and operations to secure efficiency and compliance to company policies
 Supervise administrative staff and divide responsibilities to ensure performance
 Support budgeting and bookkeeping procedures.
 Create and update records and databases with personnel, financial and other data.
 Track stocks of office supplies and place orders when necessary.
 Submit timely reports and prepare presentations/proposals as assigned.
 Attendance management, payroll and leave management.
 Preparing job cards and invoices using Flair soft software.
 Issue invoices to customers based on services rendered.
 Preparing quotations for direct customers and agents to sell the company.
 Negotiate rate with agents.
 Develop and maintain a filing system.
 Monitoring cargo movement through tracking system and checking customer order satisfaction.

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  Developing duty roasters for drivers.
 Cold calling companies to generate new business and follow up calls to confirm orders and delivery
dates.
 Assisting finance department on incoming orders and completed orders on the basis for forecasting
cash flow.

AHALIA HOSPITAL (JCI Accredited Hospital)

AHALIA MEDICAL GROUP – a private organization with many medical centres, pharmacies and trading
centres functioning under it. In Abu Dhabi we have a multi-speciality hospitals and pharmacies that provide
quality and affordable medical care to the people there. In india we have Ahalia Health Heritage village –
AHHKV is managed by Ahalia international Foundation. The ahalia village is an integrated campus
consisting of Ahalia Foundation Eye Hospital, Ahalia Ayurvedic Medical College and Hospital, Ahalia
Diabetes Hospital, Ahalia Women and Childrens Hospital, Ahalia Heritage Village, Ahalia ChildrenVillage,
Ahalia Public School, Ahalia School of Optometry, Ahalia School of Engineering& Technology and Ahalia
School of Management
Medical Recruiter/ Secretary to CEO

Feb 2012 – Feb 2014

Responsibilities
 Assist and report to Chief Executive Officer and also act as administrative assistant in medical
administration department.
 Provide clerical and administrative support to Human resources executives.
 Assist with day to day operations of the HR functions and duties.
 Compile and update employee records (hard and soft copies)
 Process documentation and prepare reports relating to personnel activities (staffing, recruitment,
training, performance evaluations etc)
 Coordinate HR projects (meetings, training, etc) and take minutes
 Deal with employee requests regarding human resources issues, rules and regulations.
 Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc)
 Properly handle complaints and grievance procedures.
 Coordinate communication with candidates and schedule interviews
 Conduct initial orientation to newly hired employees.

FRANKFINN INSTITUTE OF AIRHOSTESS TRAINING (Worlds No 1 airhostess training institute)

Frankfinn is one of the premier vocational training institutes in India. Since its inception in 1993, it has been
consistently growing and is today recognized as the World’s No. 1 airhostess training institute. With a
unique curriculum, in aviation but also in hospitality, travel management and customer service. it is the only
institute / academy in India with an exclusive worldwide tie-up with ICM an institute of repute in UK ,
accredited all of the Frankfinn courses and will also award its own certificate at level 5/7 (as applicable) as
per education system in UK, on the completion of Frankfinn course.
Students/ Admissions Counselor

June 2010- Jan 2012

Responsibilities

 Preparing daily reports and reporting to Administration manager

 Converting Walk-ins into Admissions.

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  Ensuring proper handling of all queries of students & parents by effective counseling.
 Responsible for achieving weekly/monthly admission target.
 Responsible for admission process & documentation, batch formation, giving career seminar at
education institutes, schools, colleges etc.
 Responsible for delivering impactful sales presentation in nearby areas of respective location.
 To make productive house calls.
 Conducting marketing activities like STP /LTP regularly.
 Conducting seminars and presentations at various educational institutions.

Languages

English, Hindi, Tamil, Malayalam

Personal Details

Marital status : Married

Sex : Female
Nationality : India
Visa : Free zone

Passport details Driving license details (India)

Passport No : L6060906 License No : 48/1664/2016
Expiry date : 28/11/2023 Valid till : 20/03/2036

Declaration
I, Karthika Vinay, hereby declare that the information contained herein is true and correct to the best
of my knowledge and belief.

Karthika Vinay