Shweta Mane

Administration

• Budget Control during events
• Maintained staff attendance register, leave record, EL & CL card & Tried to maintain the office time from all the staff
• Office supply management, all types of stationeries
• New recruiters joining formalities, Joining report, Email ID, ID card, Visiting card etc.
• Follow-up for recruited joining process
• Maintained Digital & Hard records of Recruited staff
• Events: Guest House booking, Transportation, Logistics, Food, Venue booking, Decoration arrangement etc. & also followup via call
• Creation of Gate Passes for visitors & shared it to them
• Creation of vendor and students registration
• Follow up for the bills from the vendor : via mail & call
• Follow-up with students for correct bill, account & administration for payment or any other office related query: via mail & calls
• Handling the procurement of materials, equipment, instruments from the local suppliers as well as imports.
• Contacting vendor for negotiation for products
• Follow up for quotation and supplying the materials
• Purchases, students’ micro-grants, expense monitoring and vendor management, as well as logistics support for various events
• Preparation for tender opening, formation of purchasecommittee meetings etc.
• Preparing Course material on computers for various Training Programs, Short Term Courses etc.
• Maintaining a record of Lab/Office equipment, consumables and furniture record in deadlock ledger books.
• Maintaining files and projects associated with contractors/manufacturers, work procedures etc.
• Assistance in arranging Workshops, Conferences, booking of seminar venue, making travel arrangements, providing guidance and assistance to the participants and overall supervision for the entire activities.
• Responsible for handling petty cash (impress cash & Project Adv. Cash), purchasing office supplies and project materials etc.
• Operating office equipment’s, such as computer, photocopier, fax machine, scanners etc.
• Keep an updated record on project inventories (Stock checking).

Accounts

• Keeping record of Receipts of the fund & Expenses of the funds
• Created WBS with help of concerned Dept, like IRCC, Main Bulding ,IOE, Dean ACR etc
• Coordinated with Head & Faculty for assigning fund to the respective GLs in the WBS
• Cleared the invoices via SAP & Generated documents, took sign on it from respective faculty, made the entry in the register, and upload scanned copy of the invoices/bills & documents on the SAP
• Maintained the record for the expenses of GLs (PAY, Asset, CON, OTC. etc): Google drive
• Informed to the concerned Faculty about status of fund balance in the respective WBS
• Applying online Honorarium for the students "Dmart/Ideas for the team members & Offline: Hacthon Process Honorarium for invited Guest
• Cross checked the Expense entries in the SAP
• Reconciling of the each WBS
• Prepared Staff Salary Budget
• Took the UCs for the Financial Year & verify with the Office record of each WBS & Shared the UCs to concern faculty
• Create Opening balance for the new FY
• Keep a record of Receipt of fund
• Cross check the Expense entries in the SAP- Monthly basis which will reduce the time end FY closure
• Conduct monthly reconciliation of the accounts of each WBS
• share monthly reconciliation to respective faculty

Purchase

• Successfully managed the procurement process for all projects within budget constraints
• Purchase process in GEM, like surfing & comparison of the product in the Gem
• Purchase process outside GEM, Normal bid & Custom bid creation in GEM
• Based on students and faculty requirements get quotation from vendor compare the quotation
• PR, PO creation (after approval of the Authority) for L1 Vendor & PO sent to the selected party
• After receiving & installation of the material, make a good receipt via SAP
• Made a party payment against the respective POs & take a sign (approval of the Authority) on it and upload on the SAP and sent to the processing to account. If the material purchased from GeMs, up date payment details in the GeMs.
• Maintained asset register digital & hard copy
• Maintained New staff/student & Vendor, vendors registration on the IITB portal
• Maintained asset register digital & hard copy
• Maintained New staff/student & Vendor, vendors registration on the IITB portal
• Closing of the year took an Asset report from SAP & verified the physical asset as per the current location.
• Prepared stock verified list with current users signed.
• Manage office supplies inventory and procurement to ensure adequate stock levels.
• Coordinate office events, meetings, and appointments, providing logistical support as needed.
• Assist in administrative tasks such as filing, document preparation, and correspondence.
• make data entry of every purchasing, clearing the bill in google form

Office Maintaince

• Ensuring office clean and hygienic
• Ensure all office facilities meet health, safety, and environmental standards.
• Manage office space planning and utilization to optimize efficiency
• Coordinate repairs and renovations as needed to maintain operational continuity
• Registered online complaint for : Electrical, AC's, Civil work, telephone, Internet issues etc & took follow-up via call
• Maintain cleanliness and orderliness of the office, including restrooms, common areas, and workspaces.
• Restock supplies such as toiletries, cleaning products, and office consumables