Summary
Overview
Work History
Education
Skills
Certification
Timeline
Generic

Rachna Sharma

Box Hill,NSW

Summary

Experienced Contracts Administrator with 10+ years in the field. Proficient in

contract negotiation, creating and managing contracts, and providing legal

advice. 6 years plus in-house accounting experience with the focus on month end

closing, ERP systems migration (SAP/ IFS/ Manhattan and MRI sysytem, reporting and statutory compliance.

Overview

16
16
years of professional experience
1
1
Certification

Work History

Contract and Data Administrator

Tomra Collection Pty Ltd
02.2023 - Current
  • Oversee daily management of company contracts and license agreements, ensuring compliance with TOMRA’s contractual and legislative requirements
  • Maintained a comprehensive contracts database and organized files containing original contracts, relevant correspondence, key terms, and payment schedules
  • Supported the installation process of new sites, managing and communicating contract status with internal and external stakeholders
  • Reviewing contracts, verifying accuracy and resolving discrepancies in line with company rules and guidelines
  • Monitor contract performance, manage variations
  • Title searches and IDD checks
  • Designing standardised language and guidelines for contracts
  • Collaborating with internal Sales, Partnerships and Finance teams to ensure contracts compliance
  • Sharing and clarifying contract processes, conditions and details with management, business partners and employees
  • Obtaining contract-related information from relevant parties
  • Ensuring relevant documentation accompany contracts, and maintaining digital and hard copies of relevant documentation
  • Identifying potential risks contract changes may pose to company
  • Maintain the licence agreement database, ensuring all records are accurate and up to date
  • Maintaining the PPSR in a timely fashion
  • Quarterly FIRB preparation and lodgement
  • Providing regular status reports regarding contract progress
  • Monthly review and approval of customer Licence invoices
  • Acting as a point of contact for customers regarding Licence fee payment schedules
  • Liaising with external legal partners
  • General administration duties
  • Administration support as required by the Sales & Partnerships team
  • Manage the day-to-day functions of Accounts Payable functions
  • Review and approve invoices for accuracy, completeness, and compliance with company policies
  • Investigating and resolving variances and discrepancies
  • Address vendor inquiries and resolve payment-related concerns promptly
  • Monitor accounts to ensure payments are up to date
  • Setting up new vendor accounts and verifying bank details
  • Ensure timely closure of Accounts Payable at the end of each month

Key Responsibilities

Optus Pty Limited
01.2021 - 01.2023
  • Manage relationship with legal for lease reviews (internal /external)
  • Liaise with landlords
  • Lease reviews when it comes to expire and renewal process
  • Assisting with any projects, or undertaking additional duties as reasonably required
  • Auditing lease terms on SAP to ensure they are accurate as per the legal documents
  • Following through on any errors and rectified in timely manner
  • Review portfolio to identify sites at risk and portfolio opportunities as a consequence of lease expiry, lease breaks, notice periods, notifying and providing appropriate recommendations to management
  • Responding to enquiries re change of Lessor and / or Lessor bank account or other contact details, including confirmation of legal entities, Letters of Attornment, agency appointments, ABN, GST requirements and set-up, bank documentation, verification, etc
  • Maintaining accurate lease data is accurate and up to date in all Optus systems including SAP and MNIS
  • Maintaining an online WIP of all activity for easy reference by team members
  • Managing data for outgoings, electricity, legal fees, etc
  • In line with lease obligations
  • Managing lease being placed on and off hold while account changes are being managed, lease renewals progressed, or other leasing matters being investigated
  • Working closely with internal and external stakeholders including Property Managers, Negotiators and Deployment to support site access, lease renewals, upgrade works, terminations, lease amendments, etc
  • Assisting in monitoring and actioning lease critical dates such as rent reviews, lease expires and options
  • Execution Packs - Site licence, Title searches and Tenure Renewal
  • Setting up new leases in SAP system

Leasing Administrator

Colliers International
04.2018 - 05.2019
  • Responsible for day-to-day management of property administration tasks for 'Vodafone Hutchinson Australia' collating data for monthly pay run reports Network leases
  • Undertaking system updates, invoice and payment validations, maintaining landlord and vendor details and maintaining close liaison with other team members and clients, issuing of insurance certificate of currency and compliance as per the lease agreement
  • Invoice and Payment validation - Manhattan and MRI updates and verification
  • Manhattan is the property administration database used by Colliers International to administer payments on behalf of the client
  • General office and account administration
  • Data Entry of all the leases and process invoices
  • Setting up new leases in Manhattan and ensure paid on time
  • Maintain document files and records of correspondence
  • Auditing lease terms on Manhattan to ensure they are accurate as per the legal documents
  • Following through on any errors to ensure account reconciled and rectified in timely manner
  • Assisting in organising repairs and maintenance obligation under the lease
  • Check all lease proposals, agreements, and all associated documentation
  • Review portfolio to identify sites at risk and portfolio opportunities because of lease expiry, lease breaks, notice periods, notifying and providing appropriate recommendations to management
  • Responding to enquiries re change of Lessor and / or Lessor bank account or other contact details, including confirmation of legal entities, Letters of Attornment, agency appointments, ABN, GST requirements and set-up, bank documentation, verification, etc
  • Process and administer Accounts Payable invoices
  • Liaise with the accounts team regarding payable and receivable queries
  • Manage leasing portfolio reporting
  • Manage change of Vendor and landlord details including validation and system updates - Issuing of insurance certificate of currency and compliance where required
  • Verification checks on lease documents
  • Action lease documentation and complete checks (valuations, title searches, company searches)
  • Generate Client Invoicing for electricity, review and send to relevant department
  • Maintain communication channels to ensure client expectations/outcomes are achieved
  • General liaison with client, property owners and property management teams
  • Telstra & NBN portfolios monthly rents and other ad-hoc pay runs

Purchasing Officer – Novated Leasing

SG Fleet Pty Ltd
04.2016 - 12.2017
  • Manage the key events/tasks of the vehicle purchasing process life cycle - with all stakeholders, in accordance with company leasing purchasing policy and procedures
  • Manage and ensure required lease paperwork is for the credit application process
  • Checks on Loan papers (statements, pay slips, ID’s etc)
  • Enter all the lease paperwork into system (Data Entry)
  • Verification on documents before sending to bank for final settlement
  • Liaise with Common wealth Bank, Macquarie bank and St George for Loan settlements and invoices
  • Liaise with Accounts to process loan payments and manage payment related queries from dealers
  • Manage and process dealer paperwork and lease documents ensuring they meet the Financiers requirements
  • Provide advice and guidance to stakeholders (clients/sales/purchasing team) on the most effective purchasing decisions
  • Assist stake holders with inquiries on vehicle availability, pricing, and expected delivery
  • Source and place vehicles with suppliers to ensure on-time delivery, in accordance with each vehicle order
  • Track purchase orders and arrange delivery dates
  • Monitor and co-ordinate delivery of third-party accessories between suppliers to ensure vehicle delivery occurs on time
  • Ensure information on each vehicle order is maintained accurately and up to date, to ensure client is always provided correct information
  • Manage and process vehicle and third-party accessory purchase orders
  • Follow up purchasing / supplier queries
  • Manage and process delivery advices
  • Manage internal reports on outstanding deliveries
  • Continually review, assess, and follow up overdue/outstanding orders in company’s systems
  • Maintain a database of suppliers and supplier pricing
  • DRIVE/Jenny System/Autopax
  • Manage the dealer portal

Leasing Settlement Coordinator

Smart Salary
02.2011 - 12.2014

Sale Support Coordinator

Appco Group Pty Ltd
02.2010 - 02.2011

Administration (Contract)

State Transit Authority (Sydney Buses)
02.2009 - 12.2009

Education

Bachelors of Commerce

Delhi University
New Delhi
07-2001

Skills

  • Contract management
  • Database management
  • Regulatory compliance
  • Data management
  • Document preparation
  • Invoice verification
  • Data monitoring
  • Data reporting
  • Data compliance
  • Accounts payable
  • Risk assessment
  • Database administration

Certification


• MS-Office (Word, Excel, Power Point, Access, Outlook Express)

• Lotus Notes, Lotus Organizer & Integrated Banking systems) and Internet.

• System used Atlas2, Oracle, SAP, Manhattan for Lease payments, Sales force, HIS and CRM/RPS database systems, Great Plains

Timeline

Contract and Data Administrator

Tomra Collection Pty Ltd
02.2023 - Current

Key Responsibilities

Optus Pty Limited
01.2021 - 01.2023

Leasing Administrator

Colliers International
04.2018 - 05.2019

Purchasing Officer – Novated Leasing

SG Fleet Pty Ltd
04.2016 - 12.2017

Leasing Settlement Coordinator

Smart Salary
02.2011 - 12.2014

Sale Support Coordinator

Appco Group Pty Ltd
02.2010 - 02.2011

Administration (Contract)

State Transit Authority (Sydney Buses)
02.2009 - 12.2009

Bachelors of Commerce

Delhi University
Rachna Sharma