RACHANA GHASWALLA
Office Manager |EA to Country Head India|
Mumbai
Summary
Experienced Office Management and Administration Professional with 15 years of experience 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. Personable Office Manager with outstanding knowledge of office management. Proven improvement of office functionality through streamlining the organization. Committed to a detail-oriented organization and effective communication. Strong employee relationship builder excels in uncovering employee needs, providing solutions, handling objections, and closing issues.
Overview
22
22
years of professional experience
1
1
year of post-secondary education
Work History
Executive Assistant to Country Head India
Interpolitan Global Private Limited
06.2021 - Current
- Provide high-level administrative support to the Country Head India
- Arrange extensive travel itineraries, including flights, accommodations, and ground transportation
- Assist in HR-related tasks such as onboarding new employees and managing personnel records
- Coordinate events, conferences, and meetings, ensuring seamless execution
- Handle sensitive and confidential information with utmost discretion
- Liaise with internal and external stakeholders on behalf of the Country Head
- Manage office supplies, equipment, and facilities, ensuring smooth operations
- Support financial tasks such as expense tracking, invoice processing, and budget management.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
- Used advanced software to prepare documents, reports, and presentations
Office Manager |Executive Assistant to Country Head India
Interpolitan Global Private Limited
- Current
- Manage day-to-day administrative tasks such as answering phones, responding to emails, scheduling appointments, and maintaining office supplies
- Oversee office facilities including maintenance, cleanliness, and safety protocols
- Assist with financial tasks such as budgeting, expense tracking, and invoice processing
- Handle HR-related tasks such as onboarding new employees, maintaining personnel records, and managing employee benefits
- Partner with hiring managers to understand staffing needs and develop effective recruitment strategies
- Develop and enforce office policies and procedures
- Coordinate company events, meetings, and conferences
- Serve as a point of contact for IT-related issues
- Manage relationships with external vendors and service providers
- Ensure compliance with health and safety regulations
- Maintain and organize company records, documents, and files
- Act as a resource for employees by addressing inquiries, providing assistance, and resolving issues promptly
- Assist with special projects or initiatives as assigned by senior management
- Facilitate communication between different departments within the company
- Identify areas for improvement in office processes and procedures.
Office Manager
Sasol India Pvt Limited
07.2019 - 01.2021
- Manage day-to-day administrative tasks
- Oversee office facilities including maintenance, cleanliness, and safety protocols
- Assist with financial tasks such as budgeting, expense tracking, and invoice processing
- Handle HR-related tasks such as onboarding new employees, maintaining personnel records, and managing employee benefits
- Partner with hiring managers to understand staffing needs and develop effective recruitment strategies
- Develop and enforce office policies and procedures
- Coordinate company events, meetings, and conferences
- Serve as a point of contact for IT-related issues
- Manage relationships with external vendors and service providers
- Ensure compliance with health and safety regulations
- Maintain and organize company records, documents, and files
- Act as a resource for employees by addressing inquiries, providing assistance, and resolving issues promptly
- Assist with special projects or initiatives as assigned by senior management
- Facilitate communication between different departments within the company
- Identify areas for improvement in office processes and procedures.
Executive Assistant to Chairman & Office Admin
JMP Advisors Pvt Ltd
02.2018 - 07.2019
- Provide support to the Chairman in delivering overall strategic objectives
- Provide administrative services including diary management, booking meetings, planning events, organizing travel and preparing travel itineraries, correspondence and prioritizing emails for the Chairman
- Work closely with the Chairman and Senior Leadership Team through regular correspondence, arrange meetings and prepare briefing materials for the Chairman
- Provide administrative support in the delivery of assignments and initiatives on behalf of the Chairman's office as and when required
- Ensure all correspondence and relevant materials are produced in a timely and accurate manner
- Coordinate departmental reports and documentation for the Board of Trustees meetings and other meetings with outside partners
- Coordinate, attend and take minutes for the Chairman's meetings and any other relevant meetings
- Conduct research/analysis as directed by the Chairman
- Produce reports for the Chairman as and when required
- Follow up on action points from meetings on behalf of the Chairman
- Provide administrative support to the Chairman in implementing organizational policies
- Provide administrative services to field offices such as responding to queries, issuing memos and following up on Chairman Requests
- Manage office management tasks such as vendor management, asset register, inventory management, post and couriers handling, housekeeping/security/maintenance of premises, stationery control, attendance monitoring, utilities management, and more
- Assist in financial tasks such as invoice processing, expense tracking, and budget management.
Administration Manager
IG Petrochemicals Chemicals Ltd
01.2017 - 11.2017
- Recruit and train personnel and allocate responsibilities and office space
- Assess staff performance and provide coaching and guidance to ensure maximum efficiency
- Ensure the smooth and adequate flow of information within the company to facilitate other business operations
- Manage schedules and deadlines
- Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
- Monitor costs and expenses to assist in budget preparation
- Organize and supervise other office activities
- Ensure operations adhere to policies and regulations
- Keep abreast with all organizational changes and business developments
- Support the Chairman with daily clerical tasks
- Manage the running of the serviced office business
- Manage meeting room bookings and calendar
- Greet and provide general support to visitors
- Manage invoicing and expense control relating to the management of the premises and serviced office environment
- Ensure company's policies and security requirements are met
- Log all incoming invoices to the separate companies in the appropriate system
- Ensure invoices are paid on time
- Assist with the billing of customers and perform credit control duties
- Keep cash flow statements up to date
- Manage contract and price negotiations with office vendors, service providers, and office lease
- Manage office G&A budget
- Provide general support to visitors
- Assist in the onboarding process for new hires
- Address employees' queries regarding office management issues
- Liaise with facility management vendors
- Plan in-house or off-site activities
- Ensure compliance with health and safety regulations
- Maintain and organize company records, documents, and files
- Act as a resource for employees by addressing inquiries, providing assistance, and resolving issues promptly
- Assist with special projects or initiatives as assigned by senior management
- Facilitate communication between sites and head office
- In charge of job functions of support staff
- Maintain executive's appointment schedule
- Welcome guests and customers
- Maintain customer confidence and protect operations
- Complete projects by assigning work to clerical staff
- Ensure safety and security in the workplace
- Manage event management activities
- Comply with internal/external/client audit standards
- Generate MIS reports
- Write reports, plan budgets, and develop policies
- Design spreadsheets, slide shows, presentations, charts, graphs, and other documentation
- Handle office cash receipts and petty cash drawer
- Serve as a liaison between senior management, customers, colleagues, and vendors
- Work closely with Finance & Audit team for releasing payments.
Deputy Manager
MATIX FERTILISERS AND CHEMICALS LTD
05.2011 - 12.2016
- Handle hospitality, travel management, accommodation management, and health and safety
- Independently handle travel desk tasks
- Manage office management tasks such as vendor management, asset register, inventory management, post and couriers handling, housekeeping/security/maintenance of premises, stationery control, attendance monitoring, utilities management, and more
- Coordinate meetings with other department managers
- Handle HR tasks such as leave and attendance management, mediclaims, birthday and anniversary celebrations, data management, new joinee formalities, ID card and V card printing, welcome kit, and space allocation
- Handle training tasks such as daily instruction, weekly training, performance observation, training materials, and form filling
- Complete projects by assigning work to clerical staff
- Provide supplies by identifying needs for reception, switchboard, mailroom, and kitchen
- Manage facility up-keeping tasks
- Manage commercials such as purchase orders, invoice clarification, on-time payment, tracking AMC's, contract renewal, and cost reduction
- Negotiate and finalize AMCs
- Control administrative costs
- Ensure proper communication between sites and head office
- In charge of job functions of support staff
- Maintain executive's appointment schedule
- Welcome guests and customers
- Maintain customer confidence and protect operations
- Complete projects by assigning work to clerical staff
- Ensure safety and security in the workplace
- Manage event management activities
- Comply with internal/external/client audit standards
- Generate MIS reports
- Write reports, plan budgets, and develop policies
- Design spreadsheets, slide shows, presentations, charts, graphs, and other documentation
- Handle office cash receipts and petty cash drawer
- Maintain and organize staff calendar/reminder system
- Serve as a liaison between senior management, customers, colleagues, and vendors
- Work closely with Finance & Audit team for releasing payments
- Work with SAP implementation
- Closely work with Finance & Audit team for releasing payments.
Sr Executive Administration
Hard Castle Restaurants Pvt Ltd, Mc Donald's
06.2008 - 01.2011
Sales Executive
The Shalimar Hotel
04.2006 - 12.2007
- Identify new contacts and develop sales leads
- Ensure enquiries become confirmed business
- Upsell where possible
- Produce written quotations and confirmation
- Check customer satisfaction and resolve any issues to ensure repeat business.
Call Co-coordinator
CDP India Pvt Ltd
04.2002 - 03.2005
- Support call for Citibank to IBM for laptop-related tasks
- Work as a marketing executive and call coordinator
- Handle support department tasks
- Install machines and laptops
- Prepare reports
- Assign calls to engineers
- Work on e-claim software for IBM
- Work on HP software for call login
- Coordinate with IT vendors
- Handle support call for Citibank to IBM for laptop-related tasks
- Work as a marketing executive and call coordinator
- Handle support department tasks
- Install machines and laptops
- Prepare reports
- Assign calls to engineers
- Work on e-claim software for IBM
- Work on HP software for call login
- Coordinate with IT vendors.
Education
Bachelor of Arts (B.A) -
Bhartiya Shiksha Parishad
01.2003 - 04.2003
Diploma - undefined
Network Institute of Computer Education
01.2003 - 04.2003
Skills
- Data Management
- Employee relations
- Event Management
- Negotiations
- Office Management
- Time management
- Travel arrangements
- Vendor Management HR support
- HR understanding
- Administrative support
- Staff Management
- Scheduling
- Office management
- Policy and procedure modification
- Time management
- Contract negotiations
- Account Reconciliation
- Records management
- Meeting arrangements
- Accounting familiarity
- Travel administration
- Contract Negotiations
Timeline
Executive Assistant to Country Head India
Interpolitan Global Private Limited
06.2021 - Current
Office Manager
Sasol India Pvt Limited
07.2019 - 01.2021
Executive Assistant to Chairman & Office Admin
JMP Advisors Pvt Ltd
02.2018 - 07.2019
Administration Manager
IG Petrochemicals Chemicals Ltd
01.2017 - 11.2017
Deputy Manager
MATIX FERTILISERS AND CHEMICALS LTD
05.2011 - 12.2016
Sr Executive Administration
Hard Castle Restaurants Pvt Ltd, Mc Donald's
06.2008 - 01.2011
Sales Executive
The Shalimar Hotel
04.2006 - 12.2007
Bachelor of Arts (B.A) -
Bhartiya Shiksha Parishad
01.2003 - 04.2003
Diploma - undefined
Network Institute of Computer Education
01.2003 - 04.2003
Call Co-coordinator
CDP India Pvt Ltd
04.2002 - 03.2005
Office Manager |Executive Assistant to Country Head India
Interpolitan Global Private Limited
- Current
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