Rachna Porecha

Administration Management Professional seeks opportunities where experience in internal program development and management, employee relations and project management will enhance a company's overall strategic plan and direction.

Assistant Manager - Administration & HR - Intransure Technologies Pvt. Ltd

(2015-04)

Managing complete Office Administration and HR backhand department all duties and responsibilities assigned from time to time as per the Organization's requirement.

• Adept at managing administrative activities involving purchase of equipment's, maintenance of procurement, housekeeping, safety, security, employee joining induction etc.
• Planning and preparing monthly reports pertaining to finance required for maintaining office infrastructure and facilities.
• Budgeting and Cost control measures.
• Vendor Management- oversee acquisition, installation and commissioning of equipment's that are required for the Facility – IT Systems, Office equipment's etc.
• Handling all relationships with a suppliers and vendors of the company.
• Communicating effectively with the finance department and management teams with company for cost control and quality.
• Negotiation with vendors for cost controlling.
• Public relation/ Media related work, corporate communication
• Preparation of Client quotation and proposals
• Asset management of all site operations assets across multiple locations.
• Processes, Documentation, Business Control Checks, Audits Etc.
• Managing repair, maintenance & replacement of office equipment's, appliances, furniture, furnishings, vehicles, building, etc.
• Providing help and advice to customers using your organization's products or services.
• Communicating courteously with customers by telephone, email, letter and face to face.
• Keeping accurate records of discussions or correspondence with customers.
• Developing feedback or complaints procedures for customers to use.
• Specialization in handling back office operations, Inter-Office correspondence, confidential mails, quotations, monthly billing, cheques & payments, Etc.
• Event Management, Organizing Meetings, conferences, making travel arrangements and hotel reservations for guests & foreign delegates.
• Managing end-to-end HR activities to ensure smooth functioning of Intransure Employee Life Cycle
• Prepare and maintain company salary structure, job documentation, and job evaluation systems.
• Conduct new employee orientations.
• Tracking and maintaining Leave records.
• Administer and explain benefits to employees, serve as liaison between employees and insurance carriers.
• Recommend, develop, and schedule training and development courses.
• Provide advice, assistance, and follow-up on company policies, procedures, and documentation.
• Recommend, develop, and maintain human resource manual filing systems.
• Develop and update tracking systems necessary in daily operation.
• Develop and maintain employee handbook.
• Perform specific research/investigation into operational issues, as requested.
• Conduct orientation sessions for new employees to explain personnel policies, compensation, and benefit programs.
• Maintain employee files and records, assures completeness of files.
• Responds to public inquiries on positions available in employment.
• Conduct Performance Appraisal on quarterly basis.
• Helping HR on Company's payroll.
• Conducting Employee's engagement programs.
• Identifying manpower need and Recruiting candidate.
• Initiating Induction and orientation.
• Taking care of joining formalities and exit formalities of employees.
• Acting as a breach between the branches and Head Office.
• Providing solutions to branches of work related with entire operations.
• Responsible for Management Representative Responsibilities of ISO 9001-2015 (Quality Management System) as per the standard and executing the procedures as defined.
• Ensure Quality Management System processes are "established, implemented and maintained"
• Report to "top management" on the QMS performance and where improvements are needed
• Train all company personnel in the documented company policies
• Management Review Meeting every 6 month after 6 monthly audits: Management Review Meeting Report
• Ensure all the master files are maintained as per additions or deletions: List of Documents, List of Records, List of Objectives, List of Risk Management, List of SOPs
• Ensure QMS related SOPs are maintained & adhered: Internal Audit, Risk Management
• Adherence to QMS formats & updating QMS Manual: QMS Formats, Quality Manual
• Ensure all new joiners are inducted with ISO procedures of respective department: Induction Presentation
• Coordinate for External Audits & Payments with Bureau Veritas: External Audit Reports
• Reviewed and analyzed bid proposals.
• Proficient in drafting proposals and preparing detailed bids for multiple projects
• Solid understanding of placing bids for both Private and Government sector projects
• Documented bid dates and final outcome of each bid proposal.
• Collected and evaluated data pertaining to business development processes
• Maintained contact with clients through every phrase of the bid process.
• Prepared and verified budget estimates.
• Technical & Financial Bid preparation.
• Maintained database tracking results of all bid proposals.

Administration Executive cum Front Line Operations - Clear Cell

(2012-05 - 2015-04)

• Provide administrative services/ Administration support.
• Handle all reception related activities independently.
• Responsible for coordinating with House Keeping for cleaning & general maintenance of the office.
• Taking care of all the correspondence, welcoming visitors & guest, attending queries & escalating it to concerned dept., looking into follow ups, drafting letters, stationery mgt., pantry look after, maintenance of office records/files/folders as per requirement.
• Insurance policy management.
• Handling the calls/emails of employees on leave and its proper communication.
• Taking care of Good morning, Happy Birthday etc. emails and basic routine HR email responsibilities.
• Helping accounts dept. in collecting and properly setting of reimbursement bills.
• Handling various activities of office like: Potluck, managing of one day outings for employees, buying of gifts for employees, taking care of welcome and farewell parties, managing family gatherings, etc.
• Managing of the office boys in case of extra working.
• Taking care of employee's personal bill payments on working hours.
• Keeping a track of Employee / Visitor cards for entry.
• Gym and its tools maintenance.

Front Office Assistant in Admin Department - Aditya Birla Insulators (A Unit of Aditya Birla Group)

(2007-07 - 2012-03)

• Incoming/Outgoing Calls.
• Dispatch (in/out) mails & office goods.
• Office attendance
• Attending walk-in guests
• Domestic travel (taxi) bookings
• Cost cutting measures
• Scheduling weekly meetings
• Reporting IT complains
• Ordering office stationary
• Annual maintenance contracts
• Follow ups
• Servicing of all electronic equipment.
• Attendance report for Time office
• ABI bill approvals by CMO for regional offices across India
• Yearend office expenses report
• Responsible for coordinating with House Keeping for cleaning & general maintenance of the office.
• Scheduled appointments and maintained and updated appointments.
• Transmitted information and documents to customers, using computer, mail and facsimile machine.
• Filed and maintained records.
• Heard and resolved complaints from customers and public.
• Analyzed data to determine answers to questions from customers and members of the public.
• Operated telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments.
• Received payment and recorded receipts for services.
• Greeted guests entering establishment, determined nature and purpose of visit and directed and escorted them to specific destinations.
• Provided information about establishment, such as location of departments and offices, employees within the organization and services provided.

Senior Front Office executive - Express Hotels Pvt. Ltd

(1998-12 - 2007)

• Public Relations with clients, and in-house
• Travel Desk (Car booking/ Domestic & International Flight bookings/ Railway bookings etc.)
• Money Encashment (Foreign Exchange)
• Billing Cash/ Credit Card/ Chq/DD etc.
• Reservations
• Also, was responsible for generating reports like MIS reports, training Report, Admin, Daily ActivityReport, forwarding literatures to clients, and following them with WIP (work- in –progress).
• Coordinating with other departments like House-Keeping, Stores, Maintenance, Room Service and Handling of EPABX for the entire unit.

B Com - Commerce - M S University

Certificate - Hotel Management - M. S. University

Diploma - Office Administration - National Institute of Labour Education & Management (NILEM)

Diploma - Business Management - National Institute of Labour Education & Management (NILEM)