RACHANA GHASWALLA
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
Work History
Executive Assistant to Country Head India
- Provide high-level administrative support to the Country Head India
- Manage complex calendars, prioritize appointments, and coordinate meetings
- 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.
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 operations and vendor management
- Ensure company's policies and security requirements are met
- Log all incoming invoices and ensure invoices are paid on time
- Assist with the billing of customers and perform credit control duties
- Keep cash flow statements up to date.
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
- Maintain executive's appointment schedule
- Maintain customer confidence and protect operations by keeping information confidential
- Complete projects by assigning work to clerical staff
- Ensure safety and security in the workplace
- Manage contract and price negotiations with office vendors, service providers, and office lease
- Manage office budget and provide general support to visitors
- Assist in the onboarding process for new hires
- Address employees' queries regarding office management issues
- Plan in-house or off-site activities
- Manage administrative costs within the budget
- Ensure proper communication between sites and head office.
Deputy Manager
MATIX FERTILISERS AND CHEMICALS LTD
05.2011 - 12.2016
- Independently handle travel management and accommodation
- Manage office operations and vendor management
- Smooth day-to-day operation without any ambiguity
- Asset register and inventory management
- Handle post and couriers handling
- Maintain office furniture, computer, and stationery
- Salary processing for housekeeping, security, and guest house agencies
- Coordinate meetings and handle HR-related activities
- Provide supplies and manage facility up-keeping
- Manage administrative costs within the budget
- Ensure proper communication between sites and head office
- Maintain executive's appointment schedule
- Maintain customer confidence and protect operations by keeping information confidential
- Complete projects by assigning work to clerical staff
- Ensure safety and security in the workplace
- Manage contract and price negotiations with office vendors, service providers, and office lease
- Manage office budget and provide general support to visitors
- Assist in the onboarding process for new hires
- Address employees' queries regarding office management issues
- Plan in-house or off-site activities
- Manage administrative costs within the budget
- Ensure proper communication between sites and head office.
Sr Executive Administration
Hard Castle Restaurants Pvt Ltd, Mc Donald's
06.2008 - 01.2011
- Handle front office and travel desk
- Arrange lunch and dinners for senior management
- Handle event management and video conferences
- Manage meeting bookings and handle couriers
- Handle corporate deals and process time attendance
- Coordinate maintenance and manage vendors
- Assist in HR-related activities
- Manage administrative costs within the budget
- Ensure proper communication between sites and head office
- Maintain executive's appointment schedule
- Maintain customer confidence and protect operations by keeping information confidential
- Complete projects by assigning work to clerical staff
- Ensure safety and security in the workplace
- Manage contract and price negotiations with office vendors, service providers, and office lease
- Manage office budget and provide general support to visitors
- Assist in the onboarding process for new hires
- Address employees' queries regarding office management issues
- Plan in-house or off-site activities.
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 work
- Handle marketing and call coordination
- Prepare reports and assign calls to engineers
- Work with different vendors and coordinate with IT
- Handle corporate deals and perform data management
- Coordinate maintenance and manage vendors
- Assist in the onboarding process for new hires
- Address employees' queries regarding office management issues
- Plan in-house or off-site activities.
Education
Bachelor of Arts (B.A) - Bhartiya Shiksha Parishad
01.2003
Diploma - Network Institute of Computer Education
01.2003
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
- Travel coordination
- Multi-line Telephone Systems
- Policy and procedure modification
- Filing and data archiving
- Documentation and reporting
- Contract negotiations
- Account Reconciliation
- Records management
- Meeting arrangements
- Employee timesheet processing
- Recordkeeping
- Accounting familiarity
- Travel administration
- Attendance record management
- Office Administration
- Excellent multi-tasking ability
- Scheduling and calendar management
- Payroll Processing
- Document Management
- Policy Implementation
- Technical Support
- Budgeting expertise
- Budget Administration
Timeline
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
Call Co-coordinator
CDP India Pvt Ltd
04.2002 - 03.2005
Executive Assistant to Country Head India
Office Manager |Executive Assistant to Country Head India
Interpolitan Global Private Limited
- Current
Bachelor of Arts (B.A) - Bhartiya Shiksha Parishad
Diploma - Network Institute of Computer Education
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