Kiran Kumar

• Overall responsibility of Operations and Administration lies with Codemancers.
• Starting the company from scratch requires creating a solid foundation and building it up from there.
• MCA, IT, GST, PT, PF, Gratuity, Forex, Banking, HR, Finance, Audit.
• During my tenure, I managed the company's turnover of 5 crore.
• Set up 2500 sqft office in Bangalore HSR Layout,
• Client handling contract signing / billing in USD /INR/
• Undertaking statutory compliance between the countries
• Tax withholding with foreign invoices / TRC (Tax Residency Certificate)
• Maintenance of Labor related files, coordination with the labor consultant for any query or notice from department.
• Collaborating with Human Resource Management to maintain employee files and assist in updating HR-related documents and creating a healthy company culture
• Employee Payroll / reimbursement / Investment declaration / TDS working / Filing of IT
• Approvals of invoices incoming and outgoing
• Maintain the inventory of all assets including company owned cars / IT and non IT for Directors and Employee
• Travel local and international processing visa / Flight tickets / Accommodation
• Health Insurance for all the employees and processing there clam settlement / reimbursement
• Gratuity and PF settlement for employees at the time of exit process
• Track Mac Book replacement / extended warranty for all the employees
• Liaison with Government Departments to get approval for business need
• Office maintenance which includes managing infrastructure also includes AC, UPS, Access control, Fire alarm Maintenance.
• Liaison with Building owners for office related work. Car and two-wheeler parking / BESCOM / Left/ water/ office internal works.
• Computer software Slack / MS, Excel, /Mac OS/ Linux / Github
• Excellent written and verbal communication skills (English. Kannada, Hindi, Tamil, Telugu)
• Established positive and effective communication among unit staff and organization leadership, reducing miscommunications, and missed deadlines
• Set, enforced, and optimized internal policies to maintain responsiveness to demands
• Identified and resolved unauthorized, unsafe, or ineffective practices
• Devised processes to boost long-term business success and increase profit levels
• Introduced new methods, practices, and systems to reduce turnaround time
• Implemented process improvement to shape organizational culture, optimize procedures for higher efficiency and help company evolve and grow
• Managed inventory and supply chain operations to achieve timely and accurate delivery of goods and services
• Developed systems and procedures to improve operational quality and team efficiency
• Developed and implemented strategies to maximize customer satisfaction
• Led hiring, onboarding and training of new hires to fulfill business requirements
• Directed initiatives to improve work environment, company culture or overall business strategy
• Developed and maintained relationships with external vendors and suppliers
• Analyzed and reported on key performance metrics to senior management
• Supervised operations staff and kept employees compliant with company policies and procedures
• Increased profit by streamlining operations
• Negotiated contracts with vendors and suppliers to obtain best pricing and terms
• Recruited, hired, and trained initial personnel, working to establish key internal functions and outline scope of positions for new organization
• Trained and guided team members to maintain high productivity and performance metrics
• Updated and resolved incidents and managed accessorial charges objectively while maximizing profit
• Handled problematic customers and clients to assist lower-level employees and maintain excellent customer service
• Reported issues to higher management with great detail
• Reduced budgetary expenditures by effectively negotiating contracts for more advantageous terms
• Managed purchasing, sales, marketing and customer account operations efficiently
• Observed each employee's individual strengths and initiated mentoring program to improve areas of weakness
• Reduced operational risks while organizing data to forecast performance trends
• Reduced financial inconsistencies while assessing and verifying billing invoices and expense reports
• Assisted in recruiting, hiring and training of team members
• Identified and qualified customer needs and negotiated and closed profitable projects with high success rate
• Monitored daily cash discrepancies, inventory shrinkage and drive-off
• Launched staff engagement, gender diversity and cultural programs in addition to robust reporting tool that increased operational quality
• Tracked trends and suggested enhancements to both challenge and refine company's product offerings
• Cultivated and strengthened lasting client relationships using strong issue resolution and dynamic communication skills
• Tracked employee attendance and punctuality, addressing repeat problems quickly to prevent long-term habits
• Negotiated price and service with customers and vendors to decrease expenses and increase profit
• Supervised creation of exciting merchandise displays to catch attention of store customers
• Implemented innovative programs to increase employee loyalty and reduce turnover
• Implemented business strategies, increasing revenue and effectively targeting new markets
• Interacted well with customers to build connections and nurture relationships
• Raised property accuracy and accountability by creating new automated tracking method
• Scheduled employees for shifts, taking into account customer traffic and employee strengths

Company profile:

Castle Rock Research is a software product development MNC headquartered in Edmonton, Canada into mobile technology, Internet and web based technologies and leveraging agile processes, delivered by best-in-breed technology people.

Duration August 2010 – Feb 1st 2013

Designation:Admin & Facility

Description: Facility setup & administrative functions which includes, statutory liaising like Government departments, Maintenance of office and its equipment, Security arrangements, preparation and monitoring budgets etc,.

Reporting to CEO & Executive Vice President (Indian Operation)

Administration

Tie-up with agencies for office Arrangements like Security, Housekeeping, Drinking water, Pest control, Carpet cleaning, DG, CCTV, STP RO Plant etc

• Attendance & Leave Management of all staff.
• Co-ordinate with local estate agents, Co-ordinate with owners/landlords Registration of agreements.
• Review and checking of all admin expenses, Petty cash.
• Entering into contracts with all service providers & .Co-ordination with statutory/internal auditors and Admin-HO for adverse observations
• Material management. Maintain proper stock registers for all type of materials
• Cost Control, monitoring ,Admin/operating expenses,
• Tie-up with rail/air travel agents, car hire agencies, Hotel tie-ups in the regions,
• Guest house set up and management.
• PRI Telephone line and leased line,
• Employee Health Insurance
• Prepare & Send weekly periodically reports (MIS)
• Landscaping of 1.5 acre
• Purchasing/ Logistics
• Procurement of Office automation, software and licensing,
• AMC Negotiations and finalization
• Procurements/expenses, printing, office stationary, cartridges etc.
• Ascertaining material forecasts, coordinating with vendors on timely procurement of the same.
• Negotiated with Vendors /Suppliers to get the most competitive rates in the industry. Compliance / MIS
• Ensuring filing of Tax returns with relevant authorities.
• Assisting internal / statutory auditors for conducting audits.
• Supervised and guided new employees and responded quickly to questions to improve understanding of job responsibilities

Achievements

• Set up 6000 sqft office in Bangalore ( Agile software development)
• Moved a complete office to the new facility without any shut down
• Heading Admin Accounts and Purchase Team
• Setting up of the new office space
• Liaison with all relevant government authorities for licenses and approvals for the new office
• Managing communication system Access Management and CCTV operations
• Travel ,transport for the employees
• Guest house management
• Practically set all the policies of Admin/purchase and Facility Management
• House keeping
• Security services
• Cafeteria Management
• Managed files and records for clients and adhered to safety procedures to prevent breaches and data misuse
• Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving
• Consulted with company management to assess requirements and develop operational enhancements to streamline processes and increase team performance
• Prepared reports to assist business leaders with key decision making and strategic operational planning
• Updated reports, managed accounts, and generated reports for company database
• Created, prepared, and delivered reports to various departments
• Set priorities and problem-solved workflow issues to maintain rapport with customers and managers
• Delivered performance reviews, recommending additional training or advancements
• Analyzed data related to administrative costs and spending trends to prepare budgets for personnel
• Communicated corporate objectives to various divisions to meet deadlines and adhere to company budgets
• Executed record filing system to improve document organization and management
• Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
• Sorted and distributed office mail and recorded incoming shipments for corporate records
• Restocked supplies and placed purchase orders to maintain adequate stock levels
• Scheduled office meetings and client appointments for staff teams
• Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient
• Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data
• Negotiated contracts with vendors and suppliers for office supplies, equipment and services
• Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff
• Drafted correspondence and other documents for CEO and department heads in company's voice
• Created and maintained databases to track and record customer data
• Developed strategies to streamline and improve office procedures
• Managed department budgets and generated financial reports for management review
• Processed customer orders accurately and within agreed timeframes to meet service standards
• Assisted development and implementation of new administrative procedures

Operations

• Overall responsibility of operation and functioning of the soft services & Security
• Strong vendor management skills to execute.
• Managing Pest control and landscaping.
• Managing Logistic & transport to fulfill the operations need.
• Goal setting and motivating team to perform & execute. Supervising team of 5 members who are indulge in Transaction processing with Move order, purchase order, MIS Reports.
• Control purchase and issuance matter for all type office stationary & general printing items like company broacher, Letter head, visiting cards, Register Books, Envelope, I cards ECT.
• Looking after the function of Security control room. Employees, agencies and workers pass, CCTV Cameras, Communication Infrastructure, Breath Analyzer,
• Liaison with GOVT officials.
• Management of Cafeteria services to ensure high quality & hygienic meals served
• Petty cash expense

AMC and Maintenance

• Coordinating with various vendors like Electrical vendors+ AC Vendors/Access Control/Access cards /Fire Alarm/Electrical Panels/
• AMC of various equipment/Maintenance on regular basis. Daily overseeing of the Power consumption of Raw Power and DG, AC units of facility to ensure the consumption is within the limit.

Vendor Management

• Floating enquiry for material.
• Collecting quotations from different parties.
• Getting samples from the suppliers.
• Comparison of quotations and finalization of cost
• Purchase order /Service Contract / Work order /

Event Management

• Co-ordinate for Organizing and Management of all corporate events – In-house Party, Outdoor party, company get together, company annual trip.
• Responsible for maintain of cleanliness of the facility.
• Managing the conference rooms, projectors. Video Conferencing, Audio Conferencing,
• Coordinating with other branches for the needs.
• Co-ordinate between the team and the other teams for all the requirements
• Recorded expenses and maintained accounting records
• Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data
• Executed record filing system to improve document organization and management
• Restocked supplies and placed purchase orders to maintain adequate stock levels
• Drafted agendas, recorded minutes and generated documents to facilitate meetings
• Prepared weekly employee work schedules to meet operational needs
• Updated spreadsheets and databases to track, analyze, and report on performance and sales data
• Recorded and tracked operational expenses to identify and eliminate wasteful spending
• Offered technical support and troubleshot issues to enhance office productivity
• Managed accounts payable and receivable to gain better sense of overall financial stability and liquidity
• Booked airfare, hotel, and ground transportation to coordinate office travel
• Consulted with leadership to identify processes requiring improvement to support growth and success
• Composed inter-office correspondence and provided product and service information to customers
• Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
• Sorted and distributed office mail and recorded incoming shipments for corporate records
• Scheduled office meetings and client appointments for staff teams
• Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient
• Processed customer orders accurately and within agreed timeframes to meet service standards
• Negotiated contracts with vendors and suppliers for office supplies, equipment and services
• Drafted correspondence and other documents for CEO and department heads in company's voice
• Assisted development and implementation of new administrative procedures
• Developed strategies to streamline and improve office procedures
• Managed department budgets and generated financial reports for management review
• Created and maintained databases to track and record customer data
• Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff