Vikeshni Reddy

With two decades of experience as an administrator and and added 2 years as HR administrator, I bring a wealth of knowledge and expertise to any organizational role. I'm skilled in managing the day-to-day operations of an office, fostering a positive work environment, and navigating the complexities of human resources. My unwavering commitment to efficiency, accuracy, and compliance has contributed to the success of various organizations throughout my career.

Human Resource Administrator

System Management

Sage 300

• Capturing new starters on the Sage 300 system
• Maintaining processes on Sage 300 including but not limited to hierarchy creation, leave management and allocation, Allocation of relevant managers to employees.
• Placing of orders on the system with regards to procurement

Webregister & IQtech System

• Making sure active employees are reflecting on the system and their details are updated on a regular basis based on changes made with regards to their management etc. Making sure that employees no longer employed are made inactive and removed off reporting.
• Maintaining the time and attendance system, making sure that employees timesheets are updated and on par with monthly working hours.
• Providing support to managers on the usage of the timesheet system.
• Providing support to the employees on the biometrics and clocking system.

Employee Induction

• Assist with the induction and orientation of new employees by administering all relevant documentation.
• Creating relevant accounts on relevant systems and training new staff on the usage of those systems, i.e. ESS and Webregister

Recruitment and Placement of Staff

• Ensure that all personnel files that are submitted to payroll are recorded.
• Conduct relevant pre-employment checks prior to issuing offer letters and contracts of employment.
• Complete new starter paperwork and submit to the Payroll Department for processing.
• Printing and putting together of relevant documentation for interviews
• Assisting recruitment Officer with interviews and scoring

General Administration

• Provide comprehensive HR administrative support such as minute taking during formal and other HR meetings.
• Record and prepare procurement requests for Finance (stationery, catering, etc.).
• Support the implementation of HR systems or databases; to enter data and maintain these accordingly.
• Maintain a proper confidential system for personnel records for all employees in order to provide a comprehensive, efficient, accurate and current record of all matters pertinent to employment, transfer, tenure, retirement, leave and promotion.
• Prepare and maintain a database of all job descriptions in a consistent format.
• Maintain current and historical databases for personnel records.
• Compile relevant letters (i.e. contract renewals, transfer, increase, promotion, retirement, retrenchment, change in working conditions, maternity leave agreements, certificates of service, acknowledgment of debts, confirmation of employment etc.).
• Collate all relevant month-end input for HR and Payroll (i.e. timesheets, starter packs, etc.).
• File all relevant HR documentation including (but not limited to) pension fund, medical aid, contracts of employment, disciplinary actions, professional body registrations and other recordkeeping.
• Ensure that the relevant country travel information is made available to the HR Management Team (e.g. vaccinations, currencies, etc.).
• Provide administrative support related to the employee exit process (booking exit interviews, issue final termination documentation, etc.) to employees.

Employee Relations

• Respond to general queries from managers and employees, directing them to the appropriate policies and procedures.
• Provide administrative support to the HR Management Team in HR processes, including note taking at investigations or formal meetings.
• Act as the first point of contact in assisting employees and managers with HR-related queries.
• Answer and forward calls within the Human Resources Office.
• Take messages and direct queries where needed.
• Greet visitors to the Human Resources Office in a welcoming and friendly manner.
• Assist the HR team with the preparation of ad hoc reports.
• Produce monthly ESS / Time and Attendance reports and notify the relevant HR Manager of any discrepancies.

Employee Self-Service

• Load all new starters on the Employee Self-Service (ESS) system and ensure that the correct Line Manager is allocated for the approval process.
• Send login details to new starters.
• Maintain and update the ESS system for all employees.
• Manage manual leave application forms.
• Ensure that all terminated employees are deactivated on ESS.

Time and Attendance System

• Load all new starters on the Time and Attendance system and add employees (where applicable) to the manual timesheet register (where applicable).
• Maintain and update/approve the Time and Attendance system for all employees (i.e. manual, biometric, project).
• Manage and maintain the manual timesheet process for all employees who are not loaded on the biometric system.
• Deactivate all terminated employees from the Time and Attendance system.

Access Control

• Administer, maintain and monitor the access control system in line with Company security policies and procedures.

Training

• Training and mentoring new staff.
• Face to Face and online training given
• Creating of training manuals on various processes in line with my JD

Administrator

Research

• Assisting with SOPs
• Assisting with typing of CVs and declarations to submit to SAHPRA
• Order, control and allocate stationery according to requests received from District teams.
• Booking of clinical trial participants for their initial visit at the Research site

Office Management:

• Arrange travel and meetings (including catering) as per requests received from District teams.
• Manage assets and storerooms by receiving and transferring assets and keeping inventories up to date.
• Order, control and allocate stationery according to requests received from District teams.
• Assure quality of storerooms in Right to Care Offices by administering stock control visits.
• Implement day-to-day office management duties including (but not limited to) cleaning oversight, safety and security, hospitality and manage the meeting room booking system.
• Manage the reception desk including the answering of calls, taking messages, access control and receiving visitors.
• Orientate all new and existing staff on office standards and rules (i.e. allocation of access control tags, keys, security protocols, etc.).
• Management of petty cash and monthly reconciliation.
• Prepare relevant payment requisitions and submit these to the Finance Department for processing.

Facility and Fleet Management:

• Identify any office maintenance-related needs that must be addressed.
• Liaise with all contractors regarding office maintenance needs and requirements.
• Monitor usage of company vehicles.
• Book all company vehicles for servicing.
• Collate weekly and monthly vehicle reporting.
• Reconcile all travel documentation (i.e., boarding passes, car rental vouchers, etc.) and submit these to head office.
• Develop monthly stock reports and inventory updates.
• Update and submit the procurement tracking report monthly.

Administration:

• Manage and maintain a chronological filing system and maintain proper storage of programme files.
• Update master lists (e.g., service providers, contracts, maintenance checklists, emergency contact lists, staff lists, etc.).
• Attend to all relevant meeting administration (e.g., meeting agendas, attendance registers, IT setup, etc.).

Business Continuity:

• Perform any other relevant and reasonable tasks which may be required from time to time.
• Fill in for other admin support staff as and when required by line management.

Data Capturer

• Capturing of forms
• Reporting of daily, weekly, and monthly data to be submitted
• Order, control and allocate stationery according to requests received from District teams.
• Assure quality of storerooms in Right to Care Offices by administering stock control visits.

Virtual PA & General Manager (Virtual Assistance)

• General PA duties as well as managing staff members.
• Managing staff members (currently 1, previously 4)
• Involved in recruitment, managing junior staff & HR issues.
• Provide general secretarial / administration support to CEO.
• Organising external / internal meetings
• Responsible for answering & screening telephone calls & face to face enquiries.
• Making appointments and arranging travel and accommodation
• Handling incoming emails and faxes
• Training and mentoring new staff.
• Liaison with clients telephonically and via email, handling queries, and customer service
• General administration including but not limited to: data analysis, online research, invoicing, letter typing, tracing, negotiation, transcription, data entry & database management, data presentations, sending bulk emails, document editing and proof reading
• Cold calling, sales, and crisis management

Office Manager (Virtual Assistance)

Duration: January 2015 – December 2016

Duties

• Arrange travel and meetings.
• Order, control and allocate stationery.
• Orientate all new and existing staff on standards and rules.
• Management monthly reconciliation.
• Prepare relevant payment invoices and administrative documentation.

Virtual PA and Administrative Clerk

• Handling incoming emails and faxes
• Arranging meetings and making appointments
• General administration including but not limited to data analysis, online research, invoicing, letter typing, tracing, negotiation, transcription, data entry & database management, data presentations, sending bulk emails, document editing and proof reading.
• Cold Calling

Owner (Virtually)

• Operations Management
• Telephonic and email liaison with clients and suppliers
• Sales & cold calling
• General administration (customer queries, customer service, invoicing, letter typing)

Bond Facilitator

• Liaison with banks and estate agents
• Daily follow ups with banks via telephone and e-mail
• Assisting in submission of bonds to the bank working with bank until final grant
• Updating the relevant status of the matters on the e-bond system
• Escalations of most of my files were done by myself.
• Handling queries that need amendments at the bank
• Drawing daily reports on the e-bond system for the manager
• Assisting with the switchboard when necessary
• Assisting with capturing of new applications on the e-bond system when necessary

Data Capturer

• Capturing of all new bond applications on the ebond system (inhouse system)
• Assisting with bond facilitation when necessary
• Assisting at the switchboard when necessary
• General office administration

Field Agent Supervisor

• Preparing letters and legal documents
• Controlling of the process and administration thereof
• Liaising with other departments
• Liaising with team leaders and field agents on a national basis
• Drafting of reports, schedules and setting of targets

Legal Administrator

• Supervision of 2 data capturers that handled the incoming processes of the legal documents.
• General office administration
• Attending to legal and court documents

Queries Clerk

• General office administration (sorting faxes and capturing onto excel spreadsheets as well as onto company’s in - house system)
• Customer Service
• Query resolution – dealing with clients in this regard.
• Sending and receiving e-mails with regards to queries.
• Debt Collection
• Assisting in reception with regards to answering the phone, doing the banking, receipting, credit card payments and assisting debtors in reception.

Debt Collector

• Debt Collecting
• Data Capturing
• Customer Service

Date: 01/1993 – 12/1996

Institution: Lenasia South Secondary No 1

Description: Matriculation

Date: 06/1998 – 06/1998

Institution: Teachers’Centre District C1

Description: MS Windows 95

Date: 09/2005 – 09/2005

Institution: Bureau Education and GUI Training

Description: Experian

Date: 02/2017 – 12/2017

Institution: Boston City Campus

Description: Higher Certificate HIV/AIDS Management & Counselling

Date: 02/2018 – currently

Institution: UNISA

Description: BA Psychological Counselling

Date: 02/2022 – 09/2022 (Incomplete)

Institution: MANCOSA

Description: Higher Certificate Human Resource Management