SWATI KULKARNI
Northridge,CA
Summary
Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
19
19
years of professional experience
Work History
Department Coordinator
California State of Northridge
10.2023 - 11.2024
- Company Overview: Linguistics/TESL, Jewish Studies, Queer Studies, and Middle Eastern and Islamic Studies
- In coordination with the chair and program directors provides tracking, reporting, and transaction processing of budget, course schedule, time and labor, facilities, travel, faculty hires, department supplies, and all department activities
- Manages department office; maintains faculty and student files; facilitates full-time faculty search process; tracks faculty entitlements; reports and reconciles department expenses; processes and keeps records of financial and human resources transactions; tracks absences and tracks and enters additional pay into the system; orders office supplies, equipment, and services; provides direction and delegates work to office staff and student assistants; and keeps other records as necessary
- Assists the Chair and Directors with developing the class schedule and room assignments; Performs other duties as assigned
- Linguistics/TESL, Jewish Studies, Queer Studies, and Middle Eastern and Islamic Studies
Human Resources – Operations and Payroll Coordinator
California State of Northridge
10.2022 - 10.2023
- Company Overview: Linguistics/TESL, Jewish Studies, Queer Studies, and Middle Eastern and Islamic Studies
- Collaborates closely with administrative support staff to ensure completion of all day-to-day work
- Receives and distributes daily incoming mail including various transaction documents (PARs, Leave of Absence Forms, Separation/Clearance Forms, “Prep for Hire” packets, Student Job Data Change Forms) ensuring accurate and timely forwarding to the appropriate HR Operations Technician or Manager of Academic Personnel and Payroll Operations
- Provides support to Operation Technicians to locate and match documents needed for processing and/or audits
- Coordinates employee address changes via PS Self Service and ensures updates to PIMS are completed in a timely manner
- Conducts audits of Position Managements, Blended Overtime, Faculty Early retirement program (FERP), General Salary Increase (GSI), Employee Stipend, Citizen Status update (DACA)
- Run the Accounts Receivable Weekly report every Monday of the week
- Communicate with employees separated and active for the payment of the Account receivable numbers generated
- Set up a payroll deduction using ConnectHR
- Assist the Benefits team in setting up of the payroll deductions
- Accept exact cash or cheque and deposit to Cash services
- Process Direct Deposit forms in Connect HR
- Send the Staff and employees California employee Connect login details to retrieve W2 and Salary information
- Linguistics/TESL, Jewish Studies, Queer Studies, and Middle Eastern and Islamic Studies
Accounting Assistant
Sysparc
03.2019 - 06.2021
- Company Overview: SysParc has been manufacturing and distributing automated parking equipment for the garages, hotels, airports, hospitals and entertainment center
- Assists with purchasing items for the company
- Accounts receivable customer Service, Bank deposits and entering of Credit card statements in Quick
- General office duties, filing, client billing, accounts payable and receivables
- Screening phone calls and mail
- Corresponding with clients
- Coordinating meetings and events
- SysParc has been manufacturing and distributing automated parking equipment for the garages, hotels, airports, hospitals and entertainment center
Accounting & Administrative assistant
Monarch Art and Frame
10.2018 - 02.2019
- Company Overview: Monarch Art & Frame, Inc
- Is a high-end custom frame source through Custom Framing, Custom Fine Art Commissions, Art reproduction
- Handled calls and direct them to the Project Managers accordingly
- Generating Packing slip and shipping labels when the order is ready for pick up or shipping
- Also take a note of any backordered items
- Accurately and efficiently create shipping documents, record shipment information, check order status and resolve emerging problems of the valued customers
- Record shipment data, (i.e., weight, charges, space availability, damages and discrepancies
- Communicating with vendors such as R & L, USF Reddaway, YRC
- Coordinate with Warehouse on prioritizing orders
- Check the status of all orders
- Troubleshoot any/ all shipment related issues
- Receiving products
- Worked on Invoicing, Accounts Receivable, data entry and general clerical duties
- Monarch Art & Frame, Inc
- Is a high-end custom frame source through Custom Framing, Custom Fine Art Commissions, Art reproduction
Accounting & Administrative assistant
Monarch Art and Frame
03.2017 - 01.2018
- Company Overview: Monarch Art & Frame, Inc
- Is a high-end custom frame source through Custom Framing, Custom Fine Art Commissions, Art reproduction
- Handled calls and direct them to the Project Managers accordingly
- Generating Packing slip and shipping labels when the order is ready for pick up or shipping
- Also take a note of any backordered items
- Accurately and efficiently create shipping documents, record shipment information, check order status and resolve emerging problems of the valued customers
- Record shipment data, (i.e., weight, charges, space availability, damages and discrepancies
- Communicating with vendors such as R & L, USF Reddaway, YRC
- Coordinate with Warehouse on prioritizing orders
- Check the status of all orders
- Troubleshoot any/ all shipment related issues
- Receiving products
- Worked on Invoicing, Accounts Receivable, data entry and general clerical duties
- Monarch Art & Frame, Inc
- Is a high-end custom frame source through Custom Framing, Custom Fine Art Commissions, Art reproduction
Accounting Clerk
Graphic Research
04.2016 - 03.2017
- Company Overview: Graphic Research, Inc
- Is a leading fabricator has been engaged in the design and development of printed wiring boards for the defense, space and commercial industries
- Process Full Cycle Accounts Payable- 3 way invoicing
- Prepare Production reports daily
- Worked on the Job Accounting System (JAS), tool for creating Invoices, Packing Slips, Purchase Orders, receive Customer Payments
- Also Export/Import Invoices to Quick books
- Post payments on Accounts Receivable and make daily deposits
- Data Entry and Filing
- Perform Administrative duties such as updating and maintaining records in Excel and Word
- Issue checks for Accounts Payable
- Prepare monthly Bank reconciliation
- Provide Front desk customer service
- Preparing RFQ (Reference for Quotation) in Word after quoted by Quality/ Sales Manager and emailing to clients like Northrop Grumman, Raytheon and Natel Engineering
- Generating Sales Invoices once the Purchase Order is received from the Clients
- Prepare shipment labels for DHL/ FEDEX/UPS
- Preparing driver’s log daily log and coordinating with customers and vendors with pickup and drop offs
- Graphic Research, Inc
- Is a leading fabricator has been engaged in the design and development of printed wiring boards for the defense, space and commercial industries
Content research associate & Students Counsellor
Universal Training Solutions Pvt. Ltd
06.2011 - 05.2012
- Company Overview: Subsidiary of Maharashtra Institute of Technology (MIT) for distant education
- Responsibilities were content development from web libraries and open-source contents in the internet resulting in content development of a relevant, advanced enriched and superior course curriculum
- Counselling students on the phone to enroll for Graduate and Post graduate courses and providing guidance on courses of study, financial aid, scholarships and other information
- Subsidiary of Maharashtra Institute of Technology (MIT) for distant education
Billing & Accounting Analyst
Amdocs Business Services Pvt. Ltd.
06.2005 - 02.2007
- Company Overview: Amdocs is the market leader in customer experience software solutions and services for the world’s largest communications, entertainment and media service providers
- Projects: Nextel, Sprint and Bell Canada
- Performed pre-cycle preparation, which included coordinating QA sample accounts, determining readiness based on issues found in previous cycles, and creating billing cycle folders and tracking tools
- Performed billing audits, which includes financial trending and analyzing and investigating exceptions
- Performed billing approval and confirmation, which included coordinating audit completions and cycle approvals with internal and customer teams and reporting and tracking approvals, confirmations, and fulfillment activities
- Amdocs is the market leader in customer experience software solutions and services for the world’s largest communications, entertainment and media service providers
Education
MBA - Business
California State University, Northridge
Northridge, CA05-2027
Skills
- Report preparation
- Meeting facilitation
- Document control
- Scheduling coordination
Languages
English
Full Professional
Hindi
Full Professional
Marathi
Professional Working
Timeline
Department Coordinator
California State of Northridge
10.2023 - 11.2024
Human Resources – Operations and Payroll Coordinator
California State of Northridge
10.2022 - 10.2023
Accounting Assistant
Sysparc
03.2019 - 06.2021
Accounting & Administrative assistant
Monarch Art and Frame
10.2018 - 02.2019
Accounting & Administrative assistant
Monarch Art and Frame
03.2017 - 01.2018
Accounting Clerk
Graphic Research
04.2016 - 03.2017
Content research associate & Students Counsellor
Universal Training Solutions Pvt. Ltd
06.2011 - 05.2012
Billing & Accounting Analyst
Amdocs Business Services Pvt. Ltd.
06.2005 - 02.2007
MBA - Business
California State University, Northridge
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