Urvi Sheth-Tipnis

Address: *** *-**, ****** *******, International City Dubai UAE

Phone: +971-*********

Email: adbgcr@r.postjobfree.com

OBJECTIVE: To continue a successful administrative or office management career. I intend to use my solid interpersonal and communication skills to further my career in the field of office administration and HR assistance.

SUMMARY: An administrative professional and linguistic expert with over 7 years of experience in multinational organizations capable of supporting top executives, handling administrative duties and ensuring that the office runs effectively.

EXPERIENCE:

Administrative Assistant & Personal Assistant to Vice President Hitachi Hi-Rel Power Electronics Pvt. Ltd - (September 2018 - December 2019)

● Provide executive level administrative support to the Vice President of R&D and eight Japanese expatriates with a demonstrated ability to improvise and meet demanding deadlines.

● Handling daily schedule management and reporting, email co-ordination and administrative management between the Japanese Management and Indian staff.

● Recording Minutes of Meeting during monthly safety & HR meeting.

● In charge of travel arrangements such as ticketing, hotel reservations, conveyance.

● Process monthly expense claim settlement for the Japanese expatriates on the HRMS system.

● Handling purchase and inventory of office supplies.

● Finished goods shipment coordination with Production & Quality Team

● Vendor negotiation’s during quality audits and post audit follow ups and coordination.

● Managing the Foreign worker registration application process in India as per regulation.

● Providing interpretation support to Japanese expats at plant.

● Medical Assistance such medical interpretation, doctor’s appointments, insurance etc.

● Japanese accommodation management such as bill payments, lease agreement’s etc.

● Assisting on QC audits, meetings and maintaining appropriate minutes-of-the-meeting.

● Interpreting for meetings and conference calls between Indian and Japanese teams.

● Assisting Japanese management teams during technical interviews with interpretation.

● Translation of Safety Manual, SOP, machine manual, safety related documents, dispatch reports.

● Serving as committee member and interpreting for QHSE management systems meetings. Administrative Assistant

Asahi Intec Middle East – Dubai United Arab Emirates - (April 2018 – August 2018)

● Running the day to day administrative duties at the Middle East Branch, reporting to the GM.

● Routing calls to the GM when necessary.

● Managing documentation archival / retrieval.

● Preparing expense reports and payment approvals (Ringi) for the management staff.

● Trade license, software license, Health Insurance & car agreement renewal.

● Japanese accommodation lease agreement renewal.

● Arrangement for events for meetings or business trip visitors.

● Travel arrangements such as hotel booking, flight booking, TAXI booking.

● In charge of managing all governmental and regulatory activities with respect to HR (Expatriate regulations) by working with DAFZA (Dubai Airport Free Zone Authority) and Ministry of Labor UAE.

● Handling purchase and inventory of office supplies.

● Bookkeeping and accounts payable.

● Handling purchase & inventory of office supplies.

● Preparing Weekly Expense report and sending to Japan HO. HR Administrator /Administrative Assistant

Suzuki Motor Gujarat Pvt Ltd – Gujarat. (October 2015 – January 2018)

● Handling daily schedule management and reporting, email co-ordination and administrative management between the Japanese Management and Indian staff.

● Chief in charge of AOTS(Association for overseas Technical Scholarship) program to Japan- Administration, co-ordination & support.

● Managing travel booking and FRRO permits, (Foreign registration) Liquor permits for Japanese, VISA arrangements, Aadhar Card for expats & Driving license acquisition for 120 Japanese expats.

● Providing Japanese cultural orientation training to the engineers before their work trip to Japan.

● Assisting Japanese on Business Trips for recruitment drive, inspection of new machinery, surveys, vendor negotiations.

● Coordinate with IT department on all office equipment.

● Assisted as a chief interpreter for the ISO Audit, Plant Control /Safety & I.T department.

● Visited Japan for 2 months for Japanese interpretation support during the technical training for the engineers.

● Chairperson of POSH team (Prevention of Sexual Harassment). Conducting induction and training for new staff (white & blue collar)

● Coordination with customer and delivery team with respect to contractual scope, budgeted cost and time overruns to ensure productivity and timely execution.

● Managing Japanese Dormitory requirements & assisting Japanese staff during their hospital visits.

● Opening of Bank Accounts for the Japanese expats & managing foreign exchange.

● Handling all duties for admin department for ground staff.

● Managing inventory & distributing PPEs to the Japanese Expats.

● Voice recording of Work Standard Software from Japanese to Local Language (Gujarati)

● Personal Assistant to the Japanese HR manager: Ensuring the recruitment and selection process is followed. Creating Job Descriptions, advertising on job portals, conducting interviews, and coordinating with Functional Heads & Project Managers for ensuring successful hiring. Office Administrator & Personal Assistant to the Plant Head Mitsui-Kinzoku India Pvt. Ltd Ahmedabad, India. (January 2015 – October 2015)

● Providing a complete secretarial and administrative service to Plant Head.

● Maintaining an official Minutes of the Meeting record for all major meetings.

● Storage and Retrieval of confidential correspondence, memoranda, contracts.

● Committee member of the 5S Office Safety Team. As a Kaizen committee member – security team management and office dispensary management, was a prime responsibility. (Ensuring regular employee health checks and managing paperwork in case of employee visits)

● In charge of Talent Acquisition and arranging interviews for potential staff.

● Interviewing prospective employees when hiring for non-technical office positions.

● Managing ticketing for domestic and international travel, hotel bookings and other travel requirements of the company executives.

● In charge of renting apartments and managing the infrastructure and maintenance as required by the upper management in the Company.

● In charge of handling petty cash and clearing telecom bills for the office.

● In charge of housekeeping management for the Office/Factory premises and also managing safety equipment inventory and office stationery.

Administrative Assistant cum Japanese Interpreter & Translator. TOTO India industries Pvt ltd Halol, Gujarat, India. (August 2013-December 2014)

● Responsible for attending daily update meetings between management and factory staff and recording the minutes of the meeting.

● Negotiations with the vendors related to cost, quality, delivery deadline, terms and condition of contracts etc.

● Managing ticketing for domestic and international travel, hotel bookings and other travel requirements of the company executives.

● Assisting Japanese on Business Trips for inspections of new machinery, surveys, vendor negotiations.

● In charge of petty cash, vouchers and clearing of the office telecom and utilities bills.

● Responsible for Projects such as Japanese to English and/or Japanese to Gujarati translations of user manuals and factory machinery instructions.

● In charge of housekeeping management for the Office/Factory premises and also managing safety equipment inventory and office stationery.

● Data Entry, Managed, stored safety/quality reports.

● Noted as the chief interpreter for Japanese Management during the visit of then Gujarat Chief Minister – Mrs. Anandiben Patel to the TOTO Plant in Halol, Gujarat. Office Administrator & Receptionist

Metal Perforation Pvt Ltd. Vadodara India (January 2009- May 2013)

● Greeted and received visitors

● Check all phone messages and return calls as needed

● Maintained inventory of office supplies.

● Coordinated mail with providers and staff.

● Data entry and document storage related to job work, operators details, contracts etc.

● Arranged mail pick up, car service, courier service.

● Supervised an office renovation including furniture selection and sourcing of contracts.

● Planed & coordinated events & meetings

● Housekeeping and office inventory management.

Japanese Language Teacher

• Assistant Japanese language teacher at Japlang Vadodara

• Japanese Language Teacher at L & T Knowledge City Vadodara. Freelance Interpretation & Translation Projects:

• Itoki Japan

• Transformers & Rectifiers,

• Fuji Electricals

• Loxim Industries Ltd.

Education:

● Bachelor of Arts –Major in Sociology (2007) – Mumbai University, India

● Rotary International Cultural Youth Exchange Student Scholarship (2001-2002) – Saga Nagasaki, Japan

● Higher Secondary School Certificate Examination (HSE - Commerce Graduate)- Convent of Jesus and Mary Girls High School – Vadodara India

Certifications and Computer Skills

● Japanese Language Proficiency Test – N3 (2014), Currently pursuing N2.

● Japanese Language Study – Ranade Institute of Languages Pune– 2003

● Online Japanese Teachers Training certification conducted by Japan Foundation 2013-2014

● PC Skills (Word, Excel, PowerPoint, Photoshop)

Other Relevant Information:

● Nationality: Indian

● UAE Visa status: Valid Resident visa(Spouse)

References: Available on Request

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