V. RAJALAKSHMI

Senior Administrative Officer

REACH(Resource Group for Education & Advocacy for Community Health)

Chennai

11.2012 - Current

Dexterity in handling the numerous works assigned in an organization with openness
Reviewing and maintain of accounting entry in tally software of the financial transactions reviewing monthly bank reconciliation statement, Journal entries, cash entries and payments
Review all financial operations & ensure timely and accurate financial reports and practices including cash management, financial disbursement, ledgers etc
Preparing salary statement and ensuring disbursement online transfer
Ensuring that all required financial, administrative and human resource related records and data are accurately prepared and filed
Preparing purchase requisition form, placing RFQ, preparing competitive matrix and after approval of Director / Project Lead, issuing purchase order/ work order / rate contract for all procurements
Maintaining stock and asset register and updating timely for all procurements
Asset management which includes ensuring assets safekeeping (including insurance coverage) and maintenance
Writing up and Preparing Procurement documents, continuously reviewing the companies’ procurements strategy
Maintaining all books of accounts (Cash Book, Bank Book, Ledger, Journal, etc.) as per the funding agency’s guidelines & maintaining voucher files on monthly basis
Maintain HR Files, RFQ files, contract files, Timesheet etc
For the project
Sending offer letters and appointment letters for the recruited staff
Ensure collection of joining reports, and other necessary documents, from the concerned staff and safekeeping of all HR and admin related documents
Coordinating and supporting the supervisor in the recruitment process including verification of documents, reference checks etc
Provide necessary logistics support during donor and stakeholder visits, for various meetings/training and for travel undertaken by core team members, field-based staff, and other stakeholders and booking of flight tickets for the individuals
Managed and coordinated administrative operations for the organization.
Created and maintained filing systems to ensure efficient retrieval of documents.
Organized meetings, conferences, and travel arrangements for staff members.
Supervised a team of administrative assistants in their daily tasks.
Maintained records of employee attendance, leave requests, reimbursements.
Processed invoices related to purchases made by the organization.
Coordinated communication between various departments within the organization.
Responded promptly to customer inquiries via telephone or email.
Monitored inventory levels of office supplies and placed orders when necessary.
Handled confidential information in an appropriate manner according to company policy.
Performed general clerical work such as photocopying, faxing, scanning documents.
Provided support during special events organized by the organization.
Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and comply with company policies and procedures.
Coordinated arrangements for ground transportation, flight reservations, and lodging.
Maintained accurate and up-to-date filing systems, both digital and physical.
Assisted in budget preparation and expense management activities.
Managed office supply inventory, placing orders and ensuring cost-effective procurement.
Assisted with travel arrangements, including accommodations, transportation, and itineraries.
Coordinated scheduling and logistics for meetings, conferences, and special events.
Oversaw maintenance of office equipment, coordinating repairs and upgrades as necessary.
Coordinated with IT department to resolve technical issues and maintain office equipment.
Handled incoming and outgoing correspondence, including email, mail, and package deliveries.
Supported the onboarding process for new hires, including documentation and orientation schedules.
Assisted in recruiting and hiring processes by conducting phone screens, scheduling interviews, and completing reference checks.
Maintained accurate records of employee information such as wages, performance reviews, benefits, leaves of absence.
Prepared job postings for open positions on the company website and other job boards.
Updated employee database with changes in job title, salary information or contact details.
Processed paperwork associated with personnel transactions such as promotions or terminations.
Assisted with planning, organizing and coordinating company events.
Posted job announcements and pre-screened applicants to candidates for available positions.
Managed recruitment processes, including posting job ads, screening applications, and coordinating interviews.
Enforced HR policies and advised employees on labor regulations and company procedures.
Compiled and prepared reports and documents pertaining to personnel activities.
Assisted in administering employee benefit programs and worker's compensation plans.
Conducted candidate interviews to gain additional insight into professional background and skill set.
Processed, verified and maintained personnel-related documentation.
Supported recruitment with resume screening, interview scheduling and candidate job offers.
Scheduled or conducted new employee orientations.
Hired employees and processed hiring-related paperwork.
Maintained employee records, ensuring accuracy and confidentiality of all documents.
Assisted in the recruitment process by conducting phone interviews and scheduling onsite interviews.
Processed new hire paperwork and conducted onboarding orientations.
Organized company events such as team building activities or holiday parties.
Managed benefits programs such as health insurance plans, retirement accounts.
Organized and maintained filing systems for confidential documents, correspondence, and reports.
Coordinated travel arrangements, including flights, hotels, car rental reservations, and ground transportation.
Provided administrative support to department staff including typing letters and reports; preparing mailings; photocopying; collating; faxing; scanning documents.
Negotiated contracts with vendors, securing favorable terms and cost savings.
Planned staff and training meetings and scheduled conference rooms.
Handled incoming and outgoing correspondence, including email, mail, and package deliveries, ensuring timely distribution.
Reviewed and approved vendor invoices.
Provided HR administrative assistance to management team.
Stocked inventory and ordered office and kitchen supplies.
Reviewed invoices and purchase orders for accuracy and completeness prior to payment processing.
Evaluated products and services offered by vendors based on factors such as price, quality, availability, reliability.
Negotiated and finalized vendor contracts in order to optimize pricing structures and delivery schedules.
Negotiated contracts with vendors to secure the most favorable terms and pricing.
Prepared purchase orders based on approved requisitions.
Investigated discrepancies between invoices and purchase orders and contracts.
Verified purchase requisitions by comparing items requested to master list.
Maintained accurate records of all purchase orders and invoices.
Conducted cost analysis for various products and services to evaluate price competitiveness.
Ordered new materials to prevent shortages and approved delivery details and times.

Summary

Overview

Work History

Senior Administrative Officer

Admin – Secretary

Office Admin cum Front Office

Education

M.S.C - Information Technology

B.S.C - Computer Science

Skills

Disclaimer

Personal Information

Timeline

Senior Administrative Officer

Admin – Secretary

Office Admin cum Front Office

M.S.C - Information Technology

B.S.C - Computer Science

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