Ankita Thakkar

Calendar Management of MD and COO

• Giving slot to employees for meeting with MD / COO
• Organizing meetings for MD / COO as and when required
• Coordinating with SA & US team for slots, availability & required data
• Proactively looking for clashes and resolving them as per the availability of the task
• Accepting / declining meeting on their behalf
• Making sure agenda for the meeting is available well in advance
• Preparing MOM for the meetings and sending it out to the respective group
• Preparing PPTs for the meetings as and when required

Travel Management

• Arranging & Negotiating quotes from vendors for international travel
• Arranging documents for visa processing
• Booking of domestic flights and cabs as and when required
• Web check-in for all the flights
• Maintaining itinerary for domestic & international travel
• Booking domestic stays

Marketing, Branding & Social Media Management

• Coordinating with marketing team from India standpoint
• Getting posts and communications ready from SA team for the activities & festivals in India
• Coordinating with the team for budget approvals for end of busy season party and videography done on India level
• Coordinating with team for India content for the monthly scoop
• Making sure that all communications are aligned to company branding guidelines
• Inviting new connections and individuals to company page to increase B2B connections
• Coordinating with marketing team and releasing the communications on social media account to increase the company visibility
• Checking the posts on social media by employees to make sure the contents are not affecting the company brand.

Administration

• Welcoming all the new joiners to the office
• Providing them the joining kits
• Helping with the process of activation of access cards
• Sending email to the CoWrks team and arranging for access cards
• Informing the process & charges of lost / damage / forgotten access card
• Organizing lunch for new joiners
• Heading the employee engagement committee and planning for monthly activities
• Preparing budget and prizes for activity
• Arranging approvals for the planned activities
• Designing communications of the events and sending out to employees
• Organizing the event on the actual day
• Organizing other office events and team lunch / dinner
• Booking of venue, caterers, decors & menu finalization for company events
• Coordinating with the DIBS committee in SA & US for organizing CSR activity in India with accordance to the global calendar
• Managing CSR group in India
• Planning & organizing activity in India level
• Organizing activity on the actual date
• Assisted in creation of various policy creation like WFH, reimbursements, gifting policy, ID card policy, VMS
• Constantly reviewing the process and making changes as and when required
• Act as an ambassador upholding SAPRO policies & Culture
• Making sure all the processes are aligned to global level
• To make timely reports and share it with respective departments as and when required

Facilities and Administration - End to End management of 5+ office locations across India

Reception Management

• Ensure that a high level of internal and external customer service is provided
• Effectively and efficiently receive, scan and direct incoming telephone calls
• Maintain and manage the visitor sign in process
• Ensure that the reception area is welcoming, calm and tidy
• Supervised the reception, pantry for tea/coffee and refreshments for visitors

Access Control Management

• Issuing access cards
• Maintaining attendance
• Handling matrix (attendance) software

General Administration

• Premises maintenance includes plumbing, electrical, civil, pest control, EPBAX and society related matters
• Taking special care for server room, UPS room, Electrical room, and AHU room
• Taking care of housekeeping including overall office cleanliness and tidiness
• Managing society parking along with allocation of vehicles
• Office agreements includes extensions or closure as per requirement/instructions
• Arrangements for serving tea, coffee, and milk to the employees on time and regularly
• Stock of all the HK, pantry, and office stationery at the cost-effective method
• Maintenance & arrangements of requirements of the pantry with respect to the utensils, electric equipment
• Purchase and repair of all the electrical equipment, furniture, biometric and all other physical items of the offices
• Keeping accountability of all the office properties
• Numbering and labelling of all office properties
• Accountability of all the scrap items along with the scrap value received
• Handling Diwali gift distribution with pre planning for employees and for clients
• Updating employee list on monthly basis
• New year diaries and greetings distribution
• Printing of visiting cards, letterheads, envelopes, and any other stationery required at best cost
• Coordinating with the marketing department / L&D department for finalizing the design and format
• Monitoring stationery consumption and stock
• Recycling of possible stationery for cost saving
• Issuing and collecting the stationery in case of new employees and left employees
• Discard of the scrap papers safely
• Maintaining newspapers and magazines up to date
• Managing the staff & support team
• Ensuring optimum utilization of the staff wherever required
• Quality arrangements of yearly anniversary, Diwali parties, monthly birthday, and all other events
• Organizing internal competitions
• Organizing TAC, picnic, and yearly sports day

Vendor Management

• Handling vendor monthly billing
• Vendor payment follow ups
• Negotiation and acquiring quotation as per the purchase requirements and AMC
• Ensuring competitive quotes for required services from all associated vendors
• Follow up for scheduled - preventive + D4 maintenance as per mentioned in AMC's and their service report
• Maintaining purchase orders, AMC renewal and rate contracts
• Preparing payment summary, admin provision, seating data, electricity bill MIS, Water bill MIS, petty cash MIS, ID card printing MIS and printing stationery MIS

Health & Safety

• Ordering Medicine
• Ensuring safety to employees, security controls and maintaining healthy environment
• First aid box is maintained by keeping all the basic medicines
• Wellness room cleanliness and decorum is maintained
• Fire evacuation drill is done half yearly basis and trained securities/housekeeping supervisor/pantry boy to handle the fire panel in case of emergency

Administration

• Prepared reports for a wide variety of company departments, such as accounting and human resources, using the entire Microsoft suite software
• Initiated new filing system to gain optimal accessibility of information
• Updated office policies regarding business software and its uses
• Organized group meetings, seminars, on-site meeting arrangements and schedules; accompanied senior management to off-site meetings to ensure meeting logistics were efficiently executed
• Initiated a travel expense filing system also maintaining the same in excel
• Made travel arrangements for executive and updated them based on changing schedule, Coordinating with forex agency for currency requirement of international travellers
• Kept online filing system updated as needed
• Answered client incoming calls and properly routed them according to office procedure
• Negotiated with stationery vendor for rates and maintained stationery/office supplies
• Managed information request received by the department that may be made by telephone, email, letter or in-person visits to the office
• Coordinated with government official for shop and establishment license
• Issued NOC application letters to employees for Police Verification for airport staff
• Coordinated with printing department for all the visiting cards, letter heads, and courier envelopes to get printed on time
• Maintained all the machinery and fixtures for smooth running of the organization by getting all the AMCs on time
• Managed housekeeping and pantry staff and providing them with the worksheet checklist

Human Resource

• Supported On-boarding and Off-boarding of employees.
• Coordinated recruiting activities and scheduled interviews.
• Managed employment verification and processed new hire documentation.
• Configured leave quota for all employees on system, keeping track of leave balance.
• Prepared miscellaneous deductions, career service payments and withholdings
• Managed the employee payroll records on system including the verification of attendance, hours worked and payroll adjustments.
• Reviewed time reports, work charts, wage computation, and other information. Recommended pay adjustments as and when required.
• Maintained payroll records, files, documentation, recorded employee information in system, new hires, terminations, exemptions, transfers, salary adjustments, bonuses etc.
• Processed and issued employee pay slip and statements of earnings and deductions.

Branding and Marketing

• Managing company website (www.muftijeans.in) and ensuring all offers/discounts are functioning correctly.
• Partner with the digital marketing team for any modification required.
• Partner with Marketing Manager to create new product content to be uploaded on the website
• Ensure errorless and accurate content on the website, escalating issues to the digital marketing team
• Supporting PR team to maintain the data (press release and interviews) in the specific format
• Ensured that Stores are updated about the offers and coordinate with IT team to update the systems accordingly
• Supporting the creative team for making graphics (video/Gifs/images) for special occasion or certain days

• Managing front desk & facilities along with HR related activities
• Managed front desk and petty cash
• Managed daily expenses of field employee
• Managed stationery and other office supply
• Booked Conference Room for important meetings
• Managed housekeeping staff and ensured cleanliness in office
• Took telephonic round of interviews and call the shortlisted candidates for final round
• Assist CEO with office related activities and participate in meetings
• Vendor Management - submit the bill copy and collect payment cheques
• Made calls to the important clients, ask their requirements, and pass the information to the desired department
• Screened and transferred incoming calls, took down messages, and transmitted information and documents to internal personnel.

• Managing front desk & Admin related activities
• Managed front desk and petty cash
• Managed daily expenses of field employee
• Gave reminder of ECS for LIC holding clients Managed stationery and other office supply
• Booked Conference Room for important meetings
• Managed housekeeping staff and ensured cleanliness in office

• Handlin inbound calls from international customers
• Initially worked for Uninor as Channel Help Line Desk (Inbound)
• Later was transferred for MTS as Channel Help Line Desk (Inbound)
• To manage calls of retailer and distributor and solve their query