Vinod BS

• Managed P2P Process, budgeting, forecast & multi-year budget across multiple sites (Bangalore, Chennai, Hong Kong, Japan, UK & Ireland) totaling 850K square feet.
• Processed invoices and contacted appropriate parties for timely payment receipt.
• Improved financial forecasting accuracy through analytical model utilization.
• Reviewed historical data and operational trends to identify improvement opportunities.
• Managed departmental budgets to ensure accurate allocation.
• Spearheaded annual budgeting process aligned with strategic goals.
• Enhanced budget management with expense tracking and cost-reduction strategies.
• Prepared cash flow projections and conducted cost analysis.
• Audit payroll, vendor payments, and disbursements for accuracy and compliance.
• Monitored budget and revenue trends for informed leadership decisions.
• Trained staff on financial procedures and job readiness.
• Mentored junior finance team members for skill development and team cohesion.
• Streamlined month-end close to reduce time and increase accuracy.
• Participated in Transport Vendor RFPs; advised on cost-reduction options.
• Utilized Power BI for consolidated financial statement preparation.
• Streamlined control processes and reporting to improve financial reporting.
• Coordinated with auditors to ensure smooth and compliant yearly audits.
• Supported financial director with special projects and other job responsibilities.
• Proficient in financial tools: Oracle R11, R12, OBIEE, Ariba(SAP), Coupa.

Vendor Invoice Management

• Oversee the end-to-end process of vendor invoice management, including validation and approval of over 300 invoices monthly across 150+ vendors.
• Ensure timely processing in compliance with internal policies and agreed payment terms.

Procurement Support and Market Analysis

• Coordinate with vendors to obtain competitive quotations for goods and services.
• Conduct comparative analysis to ensure best market pricing and share findings with the Procurement team to support strategic negotiation.

Purchase Requisition (PR) Management in Oracle R12

• Raise and track PRs in Oracle R12 for contract-based, rate card, and one-time vendors.
• Ensure all documentation and compliance requirements are met prior to PR submission.

Labor Compliance Monitoring

• Manage monthly labor compliance for CBRE and its subcontractors, including transport and cafeteria vendors.
• Review documentation related to statutory compliance (e.g., ESI, PF, labor license, etc.) to ensure adherence to regulatory standards.

Capitalized Asset Tracking

• Track and maintain records of capitalized assets including tagging, capitalization, and retirement in line with accounting standards.
• Coordinate with internal teams to ensure accurate recording and reporting of asset movements.

E-space Tool – Seat Allocation Management

• Handle workspace allocation for new associates using the E-space tool.
• Ensure accurate tracking and assignment of seats in coordination with the facilities and HR teams for seamless onboarding.

• Oversee complete vehicle compliance processes, ensuring timely induction of vehicles in alignment with company policies.
• Plan and manage efficient routing and scheduling for associate pickups and drops.
• Liaise with multiple vendors to ensure timely cab allocation for all scheduled routes.
• Enhance associate satisfaction by addressing transport-related issues promptly and maintaining clear, consistent communication.
• Proficient in using Move In Sync tools for vendor compliance, transport billing, rostering, and other operational functions.
• Coordinated schedules and communicated changes to customers.

Manage Transport Billing MIS for Two Sites (Fidelity EGL & MTP): Oversee and maintain the transport billing Management Information System (MIS), ensuring accurate data entry, regular updates, and reporting for both sites.

• Process Invoice Payments & Billings: Ensure timely processing of invoices and billing cycles, adhering to internal policies and financial compliance standards.
• Oversee Vendor Payments: Manage end-to-end vendor payment processes, ensuring all dues are settled on time and in line with service agreements.
• Ensure Supporting Documentation for Payment Processing: Validate all payment-related transactions with proper supporting documents for audit readiness and accountability.
• Monitor Vendor Contractual Performance: Ensure vendors meet performance expectations by regularly tracking service delivery against contract terms.
• Coordinate Jones Lang LaSalle Invoice Processing: Take responsibility for the timely submission and tracking of Jones Lang LaSalle invoices and ensure accuracy in accounts receivable.
• Handle Month-End Reconciliations: Perform reconciliations and close financials monthly, resolving discrepancies to ensure accurate reporting.
• Ensure Audit-Ready Financial Reporting: Prepare all financial reports and documentation to meet internal audit standards and recognized quality frameworks.
• Train Operations Staff on Financial Systems: Conduct training and provide support to operations teams to ensure effective use of financial systems and accurate data extraction.
• Oversee Statutory Compliance of Contractors: Manage contractor compliance with statutory requirements, aiming for 100% audit scores consistently.
• Support KPI Achievement Across Contract Term: Work with leadership to track and achieve all key performance indicators (KPIs) defined in the client contract.
• Maintain Attendance Records for HK Manpower: Record and update daily attendance for housekeeping staff at Fidelity EGL and MTP.
• Manage HK Consumables Inventory: Regularly review and place orders for housekeeping consumables, ensuring availability and avoiding stockouts.
• Prepare e-Requisitions in Oracle R12: Generate and submit electronic requisitions for Fidelity soft services and transport vendors using Oracle R12.
• Track Vendor Payment Status Monthly: Maintain a tracker of vendor payments and collect No Dues Certificates to ensure no pending liabilities.
• Deliver Accurate Financial Reports: Prepare and submit financial reports on time, maintaining precision and clarity in reporting.
• Prepare Monthly Financial Statements for Two Sites: Generate monthly financial statements for both Fidelity EGL and MTP, ensuring they reflect accurate and up-to-date financial data.
• Manage Transport Compliance & Driver Coordination: Supervise compliance-related matters for transportation services and coordinate driver-related operations effectively.

Transport Trip Sheet Audit and Invoicing Workflow:

• Data Capture: Collect and digitize approximately 40,000 transport trip sheets per month, recording key details such as date, cab ID, start and end locations, and approved grid kilometers.
• Consolidation: Prepare a consolidated report of all digitized trip data and share it with the vendor for invoicing.
• Invoice Processing: Upon receipt of vendor invoices, create a summary sheet and attach it to the invoice package for internal approvals.
• Approval & Submission: Obtain necessary approvals from relevant stakeholders before submitting the invoices for payment.
• Vendor Closure: After payment, collect a No Dues Certificate (NDC) from the vendor on a monthly basis.
• Completed data entry tasks with accuracy and efficiency.
• Maintained files, records, and chronologies of entry activities.
• Scanned documents and saved in database to keep records of essential organizational information.
• Verified data files prior to entry to maintain high data accuracy.