Vipin Yadav

Handle procurement independently as per organization's policies. Maintain inventory levels and records. Prepare and supervise indirect budget and monitor procurement calendar. Review and place purchase orders.

Identify and work with potential vendors. Responsible for taking property on lease across 62 districts in 9 states. Organize travel arrangements and logistical arrangements for events. Manage VISA/Passport renewal, vehicle logbook, and vendor registration.

Ensure IT equipment maintenance and management. Handle asset procurement, repair, maintenance and disposal. Maintain payment records and petty cash. Prepare monthly cash/fund forecast. Supervise payment settlements.

Arrange organizational events and workshops.

Administrative In-Charge at Jan Sahas (NGO) (2021-06 – Present)

Handle procurement independently as per organization's policies. Maintain inventory levels and records. Prepare and supervise indirect budget and monitor procurement calendar. Review and place purchase orders.

Identify and work with potential vendors. Responsible for taking property on lease across 62 districts in 9 states. Organize travel arrangements and logistical arrangements for events. Manage VISA/Passport renewal, vehicle logbook, and vendor registration.

Ensure IT equipment maintenance and management. Handle asset procurement, repair, maintenance and disposal. Maintain payment records and petty cash. Prepare monthly cash/fund forecast. Supervise payment settlements.

Arrange organizational events and workshops.

• Handle procurement (complete cycle) independently as per organization's policies like PR, RFQ/RFP, Comparison statement, approvals, Issue PO/Contract, delivery, GRN preparation, payment etc.
• Maintain Inventories levels and keep records like maintain purchase register, purchase indents to negotiate with suppliers and follow up for materials, material requisition, maintain control stock to prevent inventory gaps.
• Prepared and supervise Indirect budget to entire state and monitor the procurement calendar throughout the year.
• Review and place the purchase orders including product proper specifications, amount, shipping, delivery dates and other terms and conditions.
• Identify and work with potential vendors to schedule shipping and deliveries on time and verify that the correct items and amount have been delivered then ensure proper storage of items.
• Responsible for taking property on lease at states and field office.
• Dealing & negotiation with brokers.
• Responsible for monthly rent payments and drafting lease agreements for district offices in all 62 districts across 9 states: Madhya Pradesh, Uttar Pradesh, Rajasthan, Maharashtra, Bihar, Chhattisgarh, Telangana, Jharkhand, and Delhi NCR.
• Organizing Travel arrangements for Employees & Guests. This includes hotel arrangements, and ground transportation (Air/Railways/Bus/Taxi).
• Logistical arrangements for Conference, Trainings, Workshops or other events.
• VISA/Passport Renewal for International travels for employees.
• Vehicle Logbook, Maintenance, reporting Etc.
• Identification of Potential Vendors & Vendor Registration.
• Meeting & best negotiation with vendors.
• Handling all queries related to Vendor (e.g., Billing, PO, Payment etc.)
• Periodic evaluation of Vendors for quality assurance.
• Ensure the management for Annual maintenance done for all IT equipment's as well as clear cut IT guideline to share all staffs during handover so that ensure IT assets are not misused by staffs
• Procurement & Inventory of organization assets.
• Repair and maintenance of all organization-maintained assets.
• Responsible for timely verification & disposal of assets, updating of all asset entries in on quarterly basis.
• Maintain payment record of all invoices received. Maintain payee statement records for all suppliers. Carries out payments of all regular area office expenses such as office rental, telephone bills, supplies, advances etc.
• Maintain the petty cash, with all due accounting and security precautions.
• Follow the financial manual and adhere to the rules for managing finance set by the head office.
• Prepare and supervise monthly cash/fund forecast as per programme activities.
• Supervise timely settlement of all payments (staff, vendors, others)
• Responsible for arrangement of Organization Events, Workshops, Trainings, Annual Meets/Retreat.
• Booking Venue & Making plan for particular event.
• Organizing Annual & Quarterly Planning & Review meeting, Annual Members Meet, Large Scale camps.
• Ensure all logistical arrangement.

Back Office & Operations Executive at Span Seatings Pvt. Ltd. (2021-01 – 2021-06)

• Supported sales and operations teams by managing end-to-end back-office coordination for outdoor and indoor furniture orders.
• Prepared and processed quotations, proforma invoices, sales orders, and purchase orders as per client requirements.
• Coordinated with production, warehouse, and logistics teams to ensure timely manufacturing and dispatch of furniture items.
• Maintained detailed records of product specifications, materials, finishes, sizes, and customization requests.
• Tracked order status from confirmation to delivery and shared regular updates with clients and internal teams.
• Managed inventory records for raw materials, finished goods, and accessories to avoid stock shortages or delays.
• Coordinated with vendors and suppliers for procurement of materials, fittings, hardware, and packaging items.
• Assisted accounts team with billing, invoicing, payment follow-ups, and documentation for domestic and export orders.
• Handled client communication for order clarifications, delivery timelines, and post-delivery support.
• Prepared MIS reports related to sales, dispatch, inventory movement, and pending orders.
• Ensured accurate documentation for dispatch, including delivery challans, packing lists, and transport details.
• Coordinated logistics and transportation for local, interstate, and export shipments.
• Maintained digital and physical filing of contracts, invoices, quotations, and compliance documents.
• Supported participation in exhibitions, trade fairs, and client presentations by managing product data and documentation.
• Assisted management in process improvement, cost control, and smooth coordination between departments

Admin & Finance Support Executive at Enable Health Society (NGO under Piramal Sarvajal Pvt. Ltd.) (2017-12 – 2020-12)

Translated customer and field feedback from Hindi to English for reporting and documentation. Coordinated employee travel arrangements. Prepared and maintained Excel-based work progress reports. Managed basic banking operations and cash handling.

Drafted official letters and correspondence. Maintained systematic filing and document control. Organized meetings and coordinated logistical support. Managed office inventory and supported event planning.

Prepared monthly salary sheets. Handled procurement of office hardware. Organized office spaces and meeting rooms. Assisted staff on administrative procedures. Coordinated with hotels and travel vendors.

Supported management with calendar management and travel planning.

• Translated customer and field feedback from Hindi to English for reporting, documentation, and donor communication.
• Coordinated employee travel arrangements including ticket bookings through authorized agents.
• Prepared and maintained Excel-based daily and monthly work progress reports for programme teams and shared MIS with Program Associates.
• Managed basic banking operations and cash handling, including receipts, payments, and reconciliation.
• Drafted official letters, applications, notices, and correspondence for internal and external stakeholders.
• Maintained systematic filing and document control with proper coding and indexing.
• Organized and coordinated meetings for Program Associates and Program Managers, including agenda support and MoM preparation.
• Managed office inventory including stationery, pantry supplies, and consumables; ensured timely replenishment.
• Supported planning and execution of organizational events, meetings, and promotional activities.
• Prepared monthly salary sheets and coordinated salary disbursement through bank transfers.
• Handled procurement of office hardware, equipment, and operational requirements in coordination with vendors.
• Organized office spaces, meeting rooms, and catering arrangements for internal and external meetings.
• Assisted and guided staff on administrative procedures and effective use of MS Office tools.
• Coordinated with hotels, travel vendors, and service providers for official arrangements.
• Supported management with calendar management, scheduling appointments, and travel planning.
• Provided front-desk and administrative backup support during staff absence.
• Assisted in basic project coordination to ensure tasks were completed within timelines and budgets.
• Improved administrative efficiency by streamlining correspondence, record tracking, and data management.
• Supported accounts functions including invoice processing, AP/AR tracking, and payment follow-ups.
• Maintained employee attendance, work schedules, and administrative records.
• Ensured compliance with internal processes and supported audits by maintaining accurate documentation.
• Coordinated with vendors and service providers for office maintenance and operational support.

Administrative & Accounts Officer at Spark Vidyut Pvt. Ltd. (2016-11 – 2017-12)

Scheduled office meetings and client appointments. Coordinated weekly staff meetings and maintained Minutes of Meetings. Processed vendor invoices and expenses using QuickBooks. Managed front-desk operations including phone systems and visitor coordination. Received and recorded incoming/outgoing mail and couriers. Edited and formatted proposals and project documents. Developed and maintained organized filing systems. Managed calendars for supervisors and senior staff. Coordinated with vendors for office equipment maintenance and AMC services.

Prepared

PowerPoint presentations and reports. Supported logistics for meetings and events. Conducted research and data compilation. Maintained operational records and attendance logs.

• Scheduled office meetings, client appointments, and internal reviews for staff and management teams.
• Coordinated weekly staff meetings, prepared agendas, and maintained Minutes of Meetings (MoMs) for official records.
• Processed vendor invoices, reimbursements, and expenses using accounting software (QuickBooks) to ensure timely payments.
• Managed front-desk operations including handling multi-line phone systems, visitor coordination, and message routing.
• Received, sorted, and recorded incoming/outgoing mail, couriers, and shipments.
• Edited and formatted subcontractor proposals, project documents, transmittals, and internal memorandums.
• Developed and maintained an organized filing and documentation system (physical and digital).
• Managed supervisor and senior staff calendars, including meetings, appointments, and travel coordination.
• Coordinated with vendors for office equipment maintenance, repairs, and AMC-related services.
• Prepared PowerPoint presentations and reports for management reviews and business development activities.
• Supported logistics for meetings, programs, and events including room bookings and agenda coordination.
• Conducted basic research and data compilation to support operational and project requirements.
• Maintained operational records, attendance logs, and reporting formats for internal monitoring.
• Coordinated with technical and operations teams to track daily activities and ensure smooth workflow.
• Assisted in monitoring operational parameters and maintaining

Bachelors Of Arts (Regular) from Motilal nehru College at Delhi University