Kalpak Nirbhawane
17+ Years of Experience in Administration, Office Operations, Vendor Management, Logistics & Financial Administration
Remote-Ready | Process Optimization | ERP & Digital Operations
Introduction
With 17+ years of professional experience in administration and operational coordination, I specialize in managing the administrative functions that keep organizations, offices and project environments organized, compliant and running efficiently. My experience includes office administration, facility coordination, documentation control, vendor management, procurement support, logistics, commercial coordination and accounts-related administration across EPC, construction, infrastructure, Oil & Gas and project-based environments.
Throughout my career, I have been responsible for coordinating day-to-day administrative activities while working closely with management, internal teams, contract personnel, vendors, government authorities and external agencies. I have handled office and facility administration, travel and fleet coordination, documentation, procurement workflows, vendor onboarding and follow-ups, invoice verification, payment coordination, contractor billing and other commercial and financial administrative activities. My experience includes managing 100+ active vendors and supporting high-volume invoice and payment processes while maintaining accuracy, documentation and operational continuity.
I bring a structured and hands-on approach to administration, with a strong focus on planning, coordination, follow-up and timely completion of assigned responsibilities. I am comfortable taking ownership of tasks from initiation through completion, coordinating with the relevant stakeholders and ensuring that pending activities do not remain unattended. I also focus on developing practical SOPs, trackers, reporting systems and organized documentation that improve visibility, accountability and consistency in day-to-day operations.
I am equally comfortable working independently in remote or distributed environments where communication, reliability, time management and self-discipline are essential. I place strong importance on punctuality, meeting committed timelines, maintaining regular follow-ups and ensuring continuity of work with minimal supervision. My professional toolkit includes NetSuite ERP, Tally ERP, Advanced Microsoft Excel, Microsoft Word, PowerPoint, Outlook, Google Workspace, digital document management and AI productivity tools, enabling me to manage administrative information and workflows efficiently in modern work environments.
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Borholla, Jorhat, Assam, India
What I Bring to Your Organization
I don't just manage administrative tasks — I bring structure, control, coordination and continuity to day-to-day operations.
Operational Excellence & Control
Bringing structure, discipline and accountability to day-to-day administration and operations, ensuring tasks, documentation, approvals and follow-ups are properly controlled.
Process & SOP Improvement
Developing practical SOPs, workflows, trackers and reporting systems that improve consistency, visibility, documentation and operational efficiency.
Vendor & Stakeholder Management
Coordinating vendors, service providers, internal teams, management and external agencies to ensure requirements are followed through and delivered on time.
Management & Administrative Coordination
Providing dependable administrative coordination through reporting, documentation, stakeholder coordination, travel arrangements, follow-ups and timely communication with key stakeholders.
Financial & Commercial Discipline
Supporting invoice verification, vendor payments, procurement, contractor billing, petty cash and financial documentation with accuracy, control and attention to detail.
Problem Solving & Ownership
Taking ownership of operational challenges, coordinating the right people and resources, and following issues through to practical resolution.
Digital & Remote-Ready Operations
Using NetSuite ERP, Excel, Google Workspace, digital documentation and AI productivity tools to create organized, accessible and efficient administrative workflows.
The Value I Bring
When you hire me, you are not simply adding an administrator to your team. You are gaining a professional with 17+ years of practical experience who understands how people, processes, vendors, finance and operations need to work together to keep an organization running smoothly.
My focus is simple: bring structure, take ownership, solve problems and make day-to-day operations more efficient and dependable.
Core Administration & Operations Expertise
Office Management • Facility Management • Daily Operations • Administrative Coordination • Documentation Control
Management Reporting • Calendar & Travel Coordination • Executive Communication • Meeting & Documentation Support
SOP Development • Workflow Standardization • Process Improvement • Documentation Systems • Compliance Tracking
Team Coordination • Staff & Contract Personnel Coordination • Interdepartmental Communication • Operational Continuity
Government Coordination • External Agency Communication • Statutory Documentation • Regulatory Follow-up
GST & TDS Support • Labour Documentation • Statutory Records • Compliance Monitoring • Audit Readiness
Vehicle & Fleet Coordination • Asset Registers • Equipment Movement • Machinery Allocation • Travel Logistics
Vendor Sourcing • Vendor Onboarding • Quotation Evaluation • Commercial Coordination • Vendor Documentation
RFQ Management • Rate Comparison • Commercial Negotiation • Purchase Orders • GRN Validation • Approval Workflows
Material Movement • Inward/Outward Registers • Dispatch Coordination • Inventory Control • Site-to-Site Logistics
Accounts Payable • Vendor Invoice Verification • NetSuite ERP • RA Bill Verification • Contractor Billing • Petty Cash & Budget Tracking
Digital Toolkit & Professional Systems
Professional Strengths
Remote Work Readiness
Experienced in working independently with strong communication, time management, task ownership and follow-up discipline. Comfortable coordinating across distributed teams, maintaining digital records and ensuring operational continuity with minimal supervision.
About Me
I am a senior administration and operations professional with 17+ years of experience supporting organizations, offices and project environments across EPC, construction, infrastructure, Oil & Gas and other project-based industries. My career has focused on ensuring that administrative, commercial and operational activities are coordinated efficiently, documented properly and completed within committed timelines.
I take a structured, practical and hands-on approach to work. I focus on understanding the requirement, organizing the workflow, coordinating with the relevant stakeholders, tracking pending actions and following through until completion. I believe good administration is built on discipline, visibility, documentation, communication and consistent follow-up.
Professional Approach
Organizing responsibilities, defining priorities, tracking actions and ensuring timely completion of assigned work.
Maintaining clear communication with management, teams, vendors, contractors, authorities and external agencies.
Maintaining accurate records, trackers, registers, approvals, invoices, supporting documents and operational reports.
Identifying opportunities to simplify workflows, improve visibility and establish practical processes and SOPs.
Qualification
Scholar Institute of Management and Technology
2009 | New Delhi, India
S.I.E.S College of Arts and Science, State Board of Maharashtra
2005 | Mumbai, India
S.I.E.S High School, State Board of Maharashtra
2002 | Mumbai, India
Remote Capabilities
My administration and operations experience can be effectively applied in remote and distributed work environments. I am comfortable managing digital workflows, coordinating stakeholders virtually, maintaining cloud-based documentation, tracking tasks and ensuring that administrative responsibilities continue smoothly without requiring constant supervision.
Scheduling meetings, coordinating participants, preparing documentation and maintaining follow-up actions.
Creating, organizing, maintaining and retrieving digital records, trackers, reports and supporting documentation.
Coordinating distributed teams, vendors, service providers and stakeholders through digital communication channels.
Maintaining task trackers, status reports, vendor follow-ups, invoice records and management reporting systems.
Working with Google Workspace, digital document systems and cloud-based collaboration tools.
Using AI productivity tools to support research, drafting, documentation, organization and administrative workflows.
Remote Working Strengths
Professional Experience
- Manage day-to-day administration and operational coordination, including office/site facilities, guest house operations, travel arrangements, vehicle fleet, office assets and administrative requirements.
- Coordinate administrative activities for 67 contract personnel and a core 7-member cross-functional team, maintaining workforce coordination, attendance and related administrative records.
- Manage administrative reporting and Excel-based dashboards/Daily Progress Reporting (DPR) to provide operational visibility and support management decision-making.
- Establish and maintain centralized digital documentation and records through Google Drive, improving document control, accessibility and compliance tracking.
- Coordinate with government authorities, external agencies and statutory stakeholders for administrative and regulatory requirements.
- Manage 100+ active vendors, including vendor documentation, quotations, commercial coordination, negotiations and approximately 20–40 Purchase Orders per month.
- Coordinate procurement administration, including purchase requirements, approvals, material documentation and vendor follow-up.
- Maintain inward/outward material records, equipment movement, site supply dispatch and GRN reconciliation across project locations.
- Manage Accounts & Finance Administration, including Accounts Payable, vendor invoice verification, contractor billing, RA Bill verification and payment documentation.
- Administer and audit approximately ₹5–6 crore in monthly vendor payments through NetSuite ERP, ensuring accuracy and proper supporting documentation.
- Verify 100+ vendor invoices per month, coordinate discrepancies and maintain timely processing and follow-up.
- Track project budgets and maintain GST/TDS-related statutory documentation and supporting financial records.
- Develop and maintain administrative SOPs, workflows, trackers and documentation systems to strengthen process control, audit readiness and operational efficiency.
- Led site administration and day-to-day administrative coordination for major highway construction packages, maintaining statutory documentation, labour records and operational reporting.
- Managed high-volume administrative records and documentation, coordinating office communications across multiple subcontractor units and project stakeholders.
- Coordinated site logistics, heavy machinery movement, fleet tracking and worker accommodation, ensuring continuity of administrative and operational requirements.
- Managed vendor and procurement administration, including local vendor sourcing, material requisitions, agreement documentation, supplier coordination and commercial negotiations.
- Coordinated operational requirements with subcontractors, suppliers and internal stakeholders, ensuring timely follow-up on materials, services, documentation and approvals.
- Prepared and maintained client RA bills, contractor statements, machinery expense records and weekly ledger reconciliations, supporting accurate commercial and financial administration.
- Maintained structured administrative and commercial records, ensuring documentation was accurate, complete and available for operational follow-up.
- Supported process coordination across site administration, procurement, logistics and commercial activities to ensure project requirements were completed within agreed timelines.
- Managed office and project administration, coordinating day-to-day administrative requirements and supporting smooth project operations.
- Coordinated with contractors, vendors and internal stakeholders for project requirements, documentation, materials and administrative follow-up.
- Handled procurement administration, including vendor coordination, material requirements, purchase documentation and follow-up.
- Maintained material records, inward/outward documentation and project-related administrative records to support operational control.
- Coordinated vendor invoices, billing documentation and payment records, ensuring accurate records and timely follow-up.
- Managed petty cash administration and related financial records, maintaining supporting documentation and expense records.
- Supported project administration through documentation, correspondence, coordination and tracking of operational requirements.
- Maintained regular communication with vendors and project stakeholders to resolve administrative and operational requirements within agreed timelines.
Earlier Professional Experience
- Managed day-to-day office and administrative activities, ensuring smooth coordination of routine administrative requirements.
- Coordinated travel arrangements, itineraries, schedules and logistics for management and project requirements.
- Handled official correspondence, documentation, filing and record management, maintaining organized administrative records.
- Coordinated with vendors and service providers regarding invoices, supporting documents and payment follow-up.
- Maintained administrative and commercial documentation, ensuring records were accurate, complete and readily accessible.
- Coordinated with internal teams, vendors and external stakeholders for administrative requirements, documentation and follow-up actions.
- Supported procurement and vendor-related administrative activities, including documentation, communication and coordination.
- Maintained structured administrative workflows and followed up on pending requirements to ensure timely completion of assigned tasks.
- Supported management through administrative coordination, reporting, documentation and day-to-day follow-up.
- Managed front-office and day-to-day administrative operations, including facilities coordination, staff attendance records and site-to-office communication.
- Coordinated vendor onboarding documentation, local procurement requirements and administrative records.
- Maintained petty cash records, dispatch documentation and incoming/outgoing correspondence with appropriate supporting records.
- Maintained organized administrative files and records, supporting accurate information retrieval and day-to-day office coordination.
- Coordinated administrative requirements with staff, vendors and other stakeholders to ensure smooth operational continuity and timely follow-up.
- Coordinated logistics operations, inventory documentation and dispatch activities.
- Maintained inward/outward material registers and courier tracking.
- Handled petty cash and administrative expense documentation.
- Maintained attendance records and employee documentation.
- Coordinated travel bookings, office correspondence and stationery procurement.
- Supported administration and vendor coordination activities.
- Handled passenger service operations, flight documentation and customer support in a fast-paced environment.
- Coordinated passenger queries and baggage-related support activities.
Experience at a Glance
Get in Touch
I am open to opportunities in administration, operations, office management, executive support, vendor management, procurement coordination, commercial administration and remote administrative roles.