VIBHANSHU PRABHAKAR

Senior Administrative Officer with over [Number] years of experience providing corporate support office-based activities to encourage team business efforts. Effectively interfaces between managers on operational and administrative support issues to achieve consensus. Provides support and assistance to colleagues to deliver quality service.

• General Administration, Facility and Operations Management - Oversee daily facilities operations across multiple locations, including vendor management, AMCs, procurement, budgeting, HR/Time management, events coordination, travel management, personnel management and facility maintenance.
• Management of housekeeping, security, repair/maintenance, financial oversight and infrastructure need.
• Handling office/residence facility administration and personal management of promoters and directors.
• Ensure timely renewal and management of AMC contracts. Implementing scheduled maintenance for - paste control, air conditioning, DG sets, lifts, EPABX systems, BMS, electrical systems, gym/swimming pools equipment, CCTV and fire safety.
• Manage general insurance policies for properties, cash, vehicles, employee health and international travel, ensuring timely renewal.
• Maintain record-keeping and document control for bills, files, property documents and other critical papers along with supervision of incoming/outgoing mails, courier, material gate-pass.
• Development and enforcement of Standard Operating Procedures (SOPs) and policies.
• Vendor and Procurement Management- Selection of vendors, negotiating of discounts, obtaining quotations, securing approvals and issuing work orders.
• Coordinating order processing, payments, dispatch and invoice capture.
• Managing procurement of supplies and consumables along with maintaining purchase, stock and issue records. Overseeing asset procurement and Inventory management.
• Financial oversight of invoicing, utility bills, financial transactions, membership management, ensuring prompt payments, accurate record-keeping and proper MIS implementation.
• Managing Cash availability, disbursements, and transactions, providing accurate and timely reports to the accounting department.
• Budgeting and Audit Control- Developing annual budgets, forecasts and expenditure plans aligned with organizational requirements. Collaboration with internal or external audit teams for expense review.
• Personnel and HR Management- Spearheading personnel management including tasks assignment, performance monitoring and training programs.
• Overseeing outsource staff sourcing, background checks, salary payments and statutory compliance.
• Managing staff attendance, leave, allowance claims, overtime and duty roster.
• Coordinating with HR during onboarding and exit formalities. providing comprehensive administrative support to new joiners
• Events Coordination- Coordinating director's board meetings in Hotel, organizing events, staff birthdays, welfare programs and managing distribution of corporate gift.
• Supervising NGO activities and various training sessions.
• Travel Management- Managing domestic and international travel arrangements, including visas, flights, forex and accommodations, optimizing cost savings through vendor relationship management. Direct processing visa applications through VFS and the Embassy.
• Overseeing vehicle management, maintenance and parking including luxury cars, along with providing protocol services for the promoter's family.
• Property Management- Overseeing NCR properties including residential, farmhouses and commercial space, managing repair, maintenance, renovations, lease renewals, rent collections, CAM charges and tenant relations.
• Guest House Management- Overseeing operations of company guesthouses, managing room allocations, food provision and vehicle facilities to ensure guest satisfaction.
• Project and Liaison Work- Supervising facility projects including additions, renovations and expansions. Collaborating closely with vendors for supply needs.
• Liaisoning with government authorities, private and public entities for NOCs ensuring regulatory compliance and maintaining relation with statutory bodies.
• MIS Formations - Creating and implementing various type of MIS across multiple locations.

• ReferenceAvailable on request
• Notice Period: One Month (Negotiable)
• Date of Birth: 05/20/1978
• Marital Status: Married with one Child

• Documented and resolved [Issue] which led to [Results].
• Supervised team of [Number] staff members.
• Used Microsoft Excel to develop inventory tracking spreadsheets.
• Achieved [Result] through effectively helping with [Task].
• Collaborated with team of [Number] in the development of [Project name].