Office Assistant Vendor Management

SAAKSHI SHARMA

**.******@*****.*** 999-***-****/956******* Delhi, 110059

Professional Summary

Overall, 11+ years of experience in Administration & Facility, Recruitment, Procurement, Vendor Management and Travel Management in Corporate and Development Sector. Experience

AM- Travel & Admin Fortum India Pvt Ltd - Gurgaon, India 04-2023 - Current

• Working as a single point of contact for all travel operations (including Visa, Hotel, and car) for Pan Indian locations and reconcile travel expenses.

• Supported Sr. Management team with their travel plans, team outing, meetings, conferences, Events, and client travel.

• Manage third party staff & vendors, ensuring their contracts, quality, performance, and pay-outs as per TAT

& aligned to- terms of contract.

• Reviewing existing contracts with suppliers and vendors to ensure on-going feasibility.

• Preparing procurement/ weekly reports. Developing procurement strategies that are inventive and cost- effective.

• Manage and supervised all travel arrangements and reconcile travel expenses.

• Negotiating with suppliers and vendors to secure advantageous terms.

• Follow- up with Finance department on weekly basis to ensure timely vendor payments.

• Processed financial documents, contracts, expense reports and invoices.

• Oversee company housekeeping, cafeteria, Office supplies, stationery/ IT procurement and gift distribution.

• Track daily expenses and prepare weekly, monthly, or quarterly reports.

• Building and maintaining long-term relationships with vendors and suppliers Admin & HR. Coordinator Stride One 05-2022 – 01-2023

• Overseeing the general administrative requirements for all the Pan India location including corporate office

• Working as a single point of contact for all travel operations (including Visa, Hotel, and car) for Pan Indian locations and reconcile travel expenses

• Looking after projects for setup of new offices, agreements and renovation, vendor management, attendance system, fire extinguisher system

• Performing regular inspections for sanitation, order, safety & Security, and proper performance of assigned duties

• Manage third party staff & vendors, ensuring their contracts, quality, performance, and pay-outs as per TAT

& aligned to- terms of contract

• Manage renewals of AMC's and Office Assets Insurance

• Reviewing existing contracts with suppliers and vendors to ensure on-going feasibility

• Leading a small team of office assistant & housekeeping staff and supporting the office leader in managing office communications

• To ensure allocation of duties to housekeeping staff, office assistant, pantry staff and security guards on daily basis

• Oversee company housekeeping, cafeteria, Office supplies, stationery/ IT procurement and gift distribution

• Negotiating with suppliers and vendors to secure advantageous terms

• Building and maintaining long-term relationships with vendors and suppliers

• Follow- up with Finance department on weekly basis to ensure timely vendor payments

• Managing the calendar bookings and meeting for Founder, Co- Founder and Directors and Follow up for their meeting/ appointment

• Managing the schedules and communications of key company executives

• Acting as the point of contact among executives, employees, clients, and other external partners

• Manage executives' calendars and set up meetings

• Make travel and accommodation arrangements

• Track daily expenses and prepare weekly, monthly, or quarterly reports. Operation Associate Evidence Action 08-2019 – 07-2021

• Adhering 100% compliances of procurement policy

• Complete all procurement on or before stipulated timelines

• Preparation of Procurement trackers and submission of report weekly basis

• Filing of all procurement PO's and agreement for ready reference and informing the users & A&F department for renewal of service/rental agreement at least 1 month in advance

• Providing support to finalizing venue for meetings, conferences & other events including logistic requirements

• To oversee the preparation of contracts for all short-term hires as per the requirement

• Dealing in various other contracts for leasing different services vendors

• Timely updating of asset Sheet as per policy

• Timely monitor unwanted asset after the life spam, and as per policy disposal the same to save space and value for money

• Maintaining, updating, preparing records for Annual Maintenance contracts of Equipment's

• Agreements of Service providers

• Worked as a single point of contact for all office admin and travel operations (including Visa's) for Pan Indian locations

• Maintaining and payment of timely Water, Electricity, Telephone, Data cards, Internet and other utilities bills

• Maintain vendor data base with complete details as per policy

• Preparing comparative for new vendors with their services and prices for all procurements requirement

• Physical verification of all new vendors before putting in company's vendor data base

• As HR SPOC, responsible for handling & taking care of employee grievances, queries, and their resolution

• Interact with line managers to understand HR issues and handle critical employee grievances

• Strong experience in senior leadership hiring, for roles like Managers, Director, Sr

• Managers, Lead Profile and Assistant Manager

• Managed recruitment in selection process such as - screening, short listing potential candidates

• Generating offer letters, employment contracts for new hire & short- term consultant and other HR operational activities

• Ensure effective utilization of HR budget and implementation of measures to drive cost optimization

• Maintain all employee records relevant documents in personal files to keep them up to date

• Conducting exit interview, initiation and ensuring smooth conduct of employee's exit process including mandatory clearances.

AM - Travel & Admin Proptiger India Pvt. ltd - Gurgaon, India 04-2018 – 07-2019

• Worked as a single point of contact for all office admin and travel operations (including Visa's) for Pan Indian locations

• Supported Sr

• Management team with their travel plans, team outing, meetings, conferences, and relocation

• Manage third party staff & vendors, ensuring their contracts, quality, performance, and pay-outs as per TAT

& aligned to- terms of contract

• Reviewing existing contracts with suppliers and vendors to ensure on-going feasibility

• Preparing procurement/ weekly reports

• Developing procurement strategies that are inventive and cost-effective

• Manage and supervised all travel arrangements and reconcile travel expenses

• Negotiating with suppliers and vendors to secure advantageous terms

• Follow- up with Finance department on weekly basis to ensure timely vendor payments

• Processed financial documents, contracts, expense reports and invoices. Sr. Travel Coordinator SDG Software India Pvt. Ltd - Noida, India 12-2011 – 07-2017

• Responsible for development and implementation of general office administration & facility

• Worked as a single point of contact for all office admin and travel operations (including Visa's) for Pan Indian locations

• Supported Sr

• Management team with their travel plans, team outing, meetings, conferences, and relocation

• Manage third party staff & vendors, ensuring their contracts, quality, performance, and pay-outs as per TAT

& aligned to- terms of contract

• Manage renewals of AMC's and Office Assets Insurance

• Reviewing existing contracts with suppliers and vendors to ensure on-going feasibility

• Preparing procurement/ weekly reports

• Developing procurement strategies that are inventive and cost-effective

• Leading a small team of office assistant & housekeeping staff and supporting the office leader in managing office communications

• To ensure allocation of duties to housekeeping staff, office assistant, pantry staff and security guards on daily basis

• Approving purchase orders and organizing and confirming delivery of goods and services

• To liaise effectively with various Govt

• Agencies for fulfilling statutory requirements and obtaining licensing formalities

• Controlling the procurement budget and promoting a culture of long-term saving on procurement costs

• Collaborating with the State Leads and State Administrative staffs for providing quality services and maintaining overall office administration at the state level

• Manage and supervised all travel arrangements and reconcile travel expenses

• Oversee company housekeeping, cafeteria, Office supplies, stationery/ IT procurement and gift distribution

• Negotiating with suppliers and vendors to secure advantageous terms

• Building and maintaining long-term relationships with vendors and suppliers

• Follow- up with Finance department on weekly basis to ensure timely vendor payments. Sr. Travel Coordinator B2B Management 08/2009 - 08/2011

• Worked as a single point of contact for all office admin and travel operations (including Visa's) for Pan Indian locations

• Supported Sr

• Management team with their travel plans, team outing, meetings, conferences, and relocation

• Manage third party staff & vendors, ensuring their contracts, quality, performance, and pay-outs as per TAT

& aligned to- terms of contract

• Manage and supervised all travel arrangements and reconcile travel expenses

• Follow- up with Finance department on weekly basis to ensure timely vendor payments Education

• Basic Computer Course from Aptech Jul2004

• Basic Travel & Tourism Course Kuoni Academy of Travel Aug 2008

• Bachelor in Business Management From NIIMS Jul 2011 Accomplishment

• Recognition Certificate for exemplary contribution to NDD program, 2020

• Recognition Certificate for exemplary contribution to NDD program, 2019

• Certificate “Noora Health” COVID-19 Training, 02/2022.

• Certificate “Procurement Management” From UDEMY.

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