Ashok Velpula

 Coordinating with Stores and Operational team to ensure stock items, reorder levels, POs,
PRs, and all relevant approvals.
 Liaising with clients and other staff
 Provide administrative and clerical support as necessary, including composing and editing
correspondence, reports, tender documents, etc as directed by the Operations Manager.
 Setting up and management of the filing systems and archiving of documents for all
operational activities in line with corporate control procedures.
 To respond to inquiries and general requests from within and outside the organization
 Respond to clarifications from clients after the co
 Coordinating with IT administrator and FSI to ensure the hassle-free operation of CMMS
system
 Ensure uninterrupted workflow.
 Compiling and uploading asset numbers and ensuring that the file is compatible with the
system.
 Maintain logbook for all company-owned vehicles.

 Being a part of management team to manage the supervisors and coordinators to meet contract expectations and achieve maximum operational efficiency.
 Monitor and control expenses related to budget control in accordance with allocated contract expenses.
 Ensure procurement activities and specialist services are provided in accordance with company procedures and policies.
 Ensure all personal undertake briefings and induction activities to ensure safety aspects of all works are being followed and implemented.
 Manage the departments to ensure the SLA/KPI are met in line with contract requirements.
 Monitoring the contract with respect to cost, resource deployments, time over runs and quality compliance,
 evaluating progress & taking adequate corrective actions.
 Immediate dispatch of jobs to the concerned department site supervisor via phone/emails.
 Maintaining staff personal file, preparing monthly time sheet, coordinating with head office for complete staff HR issues.
 Preparing weekly / monthly report.
 Preparing site contract CRM report.
 Ensure subcontractor accruals are posted timely and are accurately reflected.
 Handling Site petty cash statements and preparing cost sheet to finance for reimbursement.
 Cash Target / Revenue accrual updating.
 Processing fee journal/invoice proposal/Credit Note for the site contract.
 Preparing all the site contract related monthly invoices.
 Tracking all the invoices submitted to client for main contract and variation jobs.
 Raising, following up and updating Service Requests (SRs in Oracle -ERP/FSI).
 Assisting in preparing the bank letters and other correspondence.
 Maintaing permanent files (Banking related documents/Agreements/VAT returns/Contacts).
 Maintaing proper documentation and filing of important documents.
 Preparation ad hoc reports in MS office as and when instructed by Financial Controller.
 Preparation spreadsheets where extensive administrative work is involved e.g., budget upload template.
 Coordinating with PA to CFO and CEO for availability of signatories and arrange documents for their signatures.
 Arranging internal and external meeting instructed by Financial Controller.
 Raising purchase requisitions and updating on time to time.
 Follow up with the suppliers for material delivery.
 Sourcing & preparing quotation for variation job.
 Upon receipt of quotations from the Suppliers, raising a PR online and route for approval.
 Reject unacceptable goods and make necessary arrangement for vendor’s collection.
 Organize the delivery loading transferring and storage of items.
 Arrange / coordinating items delivery by vendors and subsequent items verification by respective owners / technical personnel.
 Receive and act on items / stocks request,
 Constantly keep the stock physically and ERP stock in accurately
 Always well cleaned store as well as keep the materials properly as per rack wise.
 Posting all SIV (Store Issue Voucher) on daily basis
 Reviewed findings with store operators and find out solution to improve store standards.
 Helped to reduce shortage issues.
 Well store Organizing along with appropriate documents.
 Organize performance of regular stock take, document recording and data entry into ERP system on all actions and processes as mentioned above.
procedures.

 Experience in setting up new offices at multiple locations (South India), establishing and managing HR & Admin functions including statutory compliance.
 Capability to spearhead continuous process improvements, planning and systematic objective setting.
 Prepares Monthly MIS reports by collecting and analyzing information.
 Experience in Vendor Management i.e., negotiating with vendor, finding the new vendors etc.
 Processing and tracking of all service provider invoice & follow up till the payment have been made.
 Keeping record of administration related Document, file, register & all records of inventory of asset list.
 Experience assisting management with the creation of PowerPoint presentations.
 Knowledge in MS Office, Including Word, Excel, PowerPoint, Outlook, and lotus notes.
 Experience scheduling travel arrangements for management meeting and minutes of the meetings etc.
 Prepare work orders and/or coordinate and supervise the work of outside contractors and vendors for crafts, such as carpentry, plumbing, heating, ventilating, electrical, air conditioning, auto mechanic, and inspect for completion of assignment.
 Travel booking and Visa - Issuing BEP letter, appointment with Consulate for VISA interviews, providing Travel Request Form, Travel Insurance form and other related works.
 Conducting Audit on early basis in Assets management and Electrical & Fire Alarm systems.
 Support for various activities like Housekeeping Facilities, Security and Pantry.
 Courier and Vendor Management & Calendar Management for Senior Manager and Transport, Hotel accommodations, Visiting Cards, ID card and Uniform arrangements.
 Budget Planning for various services and supplies i.e. Housekeeping services, Security, Vendor services etc.
 Using SAP to raise Purchase Requisition and follow till PO and making GRN.
 Having Intermediate level knowledge on international Freight & Logistics distribution.
 Knowledge on Customs formalities and documentation preparation process.
 Knowledge on Conversant with Customs Act, Import-Export policy and SEZ procedures and formalities.
 HR Support - Event management - Arrangements for meetings, Town Halls, Sports/fun events & other activities.
 Coordination for Statutory and compliances.
 Procurement of stationary, laptops, monitors and other accessories.
 Procurement of gifts to the employees for festival like Diwali, Christmas and Birthday gifts.
 Record and Monitor expenditures and assist with budgetary control.
 Assets & Inventory Maintenance.
 Production of documents, reports and presentations in MS Office.
 Assisting for preparing MIS reports, Leasing & Contract documentations.
 Assisted with presentations and board meeting.
 Planning of Meetings, Training and Events when required.
 Liaise with HR on the recruitment of staffs and conduct interviews.
 Support the Regional Coordinator in the implementation of Projects in PAN regions.
 Ensure databases are maintained and kept up to date.
 Ensure the effective use of resources and negotiate with vendor before going into any agreement to avail best service with best price.
 Monitor existing documents to ensure they remain thorough, accurate and up to date.

 Coordinating for setting up of smooth regional office administration.
 To ensure & implement rules & regulation as per company policy, keep update employee attendance register.
 Coordination with various service providers for operational support activities.
 Prepares MIS reports by collecting and analyzing information.
 Processing and tracking of all service provider invoice & follow up till the payment have been made.
 Keeping record of administration related Document, file, register & all records of inventory of asset list.
 F&B services and event management services for the employees on requirement.
 Experience assisting management with the creation of PowerPoint presentations.
 Knowledge of Ms Office, Including Word, Excel, PowerPoint, Outlook and lotus notes.
 Experience scheduling travel arrangements for management meeting and minutes of the meetings etc.
 Travel arrangements, Ticket bookings, accommodation bookings, arranging the transportation as per the requirement for higher management and employees.
 Handling the courier services, tracking the consignment, interacting with vendors related to quires and payment process.
 Responsible for office maintenance for all mechanical, electrical & plumbing (MEP) work.
 To handle and supervise HK, Pantry & Security outsourced staff & maintain office cleanliness.
 Perform, coordinate, and supervise duties of custodial staff, including the review and evaluation of work assignments for completion and compliance; make recommendations for improvements and modifications.
 Participate in the selection/hiring decision of subordinate staff; evaluate and recommend disciplinary action as appropriate; train and assign subordinate staff; and provide recommendations concerning performance and/or promotion.
 Develop budgets for buildings, grounds, maintenance, custodial services, safety, supplies, and vehicle fleet supplies and equipment.
 Assist in or coordinate the overall planning and decision-making for maintaining the safety, utility, and appearance of the facility.
 Prepare work orders and/or coordinate and supervise the work of outside contractors and vendors for crafts, such as carpentry, plumbing, heating, ventilating, electrical, air conditioning, auto mechanic, and inspect for completion of assignment.
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 Dealing with all vendors who is giving us services like House Keeping, Courier, Security, Telephone bills and related and other vendors.
 Manage and mange external vendor relations within Operations Department.
 Prepare work orders and/or coordinate and supervise the work of outside contractors and vendors for crafts, such as carpentry, plumbing, heating, ventilating, electrical, air conditioning, auto mechanic, and inspect for completion of assignment.
 Order custodial and grounds supplies and equipment, including storage inventory and distribution of supplies and equipment.
 Act as liaison to security, burglar, fire alarm service, pest control service, and other providers. Building Facility Manager.
 Perform and coordinate the usage of facilities by District personnel/groups and organizations within the community, set-ups, teardowns, and clean-up, staff scheduling, and the assignment of overtime.
 Maintain a building keying system and master keying record of all keys issued to and retrieved from employees.
 Develop plan for 24-7 coverage relating to building usage, custodial, grounds, maintenance, safety, security, and emergencies.

 Made travel arrangements including booking hotels and arranging for transportation.
 Coordinated meetings and ensured that conference room was ready for in-house meetings.
 Hired trained and supervised administrative staff members.
 Worked to improve overall office productivity.
 Prepared staff schedules and ensured timely pay disbursements.
 Office management & Liaison with govt authorities for trade license and certificate renewals etc.
 Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
 Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
 Represents the executive by attending meetings in the executive's absence; speaking for the executive.
 Completes projects by assigning work to clerical staff; following up on results.
 Prepares MIS reports by collecting and analyzing information.
 Secures information by completing data base backups.
 Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
 Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
 Maintains Maintaining Registers, Managing Housekeeping, Transportation, Stationery and all Office equipments.
 Contributes to team effort by accomplishing related results as needed.