Pooja Gaikwad
Mumbai
Summary
Facility Executive with over 8 years of experience in administration and facility management, specializing in vendor coordination and event management. Demonstrates a strong track record in managing daily operations, procurement, and workplace hygiene while driving cost-saving initiatives. Known for exceptional negotiation skills and problem-solving abilities, consistently delivering outstanding support for corporate events and executive meetings. Committed to fostering efficient office environments with an emphasis on operational excellence.
Overview
13
13
years of professional experience
Work History
Jones Lang Lasalle
Mumbai
10.2024 - Current
- Manage bills & invoices – collection, maintenance, and submission.
- Arrange event setups for leadership visits and corporate meetings.
- Monitor office seating capacity and space utilization.
- Conduct facility inspections, addressing housekeeping, maintenance, and cafeteria issues.
- Oversee vendor staff (housekeeping, maintenance, security) and services.
- Assist in employee onboarding and facility-related requests.
- Manage office supplies inventory, and track facility expenses.
- Handle mailroom services and vendor staff attendance tracking.
- Track service reports for FAS, and ensure compliance.
- Process purchase orders (PO) in JD Edwards, and follow up on vendor payments.
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Media.Net Software Service PVT
Mumbai
02.2020 - 10.2024
- Experienced Facility Executive with expertise in facility operations, administration, and vendor management.
- Skilled in travel coordination, procurement, inventory control, and cost optimization.
- Proficient in event planning, employee engagement, and workplace hygiene management.
- Adept at MIS reporting, process improvement, and budget management to enhance operational efficiency.
- Strong ability to oversee housekeeping, repairs, maintenance, and compliance with company policies, while ensuring seamless office support services.
_
Intellect Design Arena Limited
Mumbai
11.2017 - 01.2019
- Managing day-to-day administrative operations to ensure seamless workplace functionality.
- Overseeing facility services, housekeeping checklists, and cleanliness standards.
- Conducting daily huddles, training, and induction sessions for the housekeeping team.
- Coordinating with food vendors to ensure timely, hygienic meal arrangements.
- Monitoring pantry stock, maintaining hygiene standards, and ensuring smooth service.
- Assisting the office board in the absence of a front-office assistant.
- Handling reception duties, including guest management, and associate calls.
- Organizing client visits and board meeting arrangements.
- Managing procurement and inventory, ensuring timely replenishment of office essentials.
- Processing purchase requests, maintaining approval records, and optimizing office supplies.
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Think Healthy PVT
Mumbai
11.2016 - 08.2017
- Managing front office operations, including logbook verification, key management, and priority list circulation.
- Handling customer service, guest interactions, and complaint resolutions with corrective actions.
- Coordinating document arrangements for KHO, PPSV processes, and company notices.
- Overseeing inventory at the front office and business center, while managing procurement.
- Reviewing and processing support staff bills, utility payments, and maintaining financial records.
- Managing security operations, duty rosters, and transportation coordination.
- Conducting staff briefings, training sessions, and key meetings for seamless operations.
_
WNS Global Service
Mumbai
06.2015 - 11.2016
- Managing and resolving resident queries raised on the company portal with timely follow-ups and support.
- Handling helpdesk emails, ensuring prompt responses, and issue resolution.
- Overseeing conference room scheduling and management for seamless operations.
- Planning and executing events within the complex, coordinating logistics, and vendor support.
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M/S Rainbow Site Boulevard Mall
Mumbai
03.2014 - 03.2015
- Handling petty cash transactions and maintaining accurate financial records.
- Assisting vendors with queries, payments, and service coordination.
- Managing portal-related bill and voucher queries for seamless processing.
- Coordinating with the head office for account reconciliation and invoice management.
- Overseeing attendance tracking for support staff.
- Managing stationery inventory and ensuring timely replenishment.
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Lodha Aqua Dahisar & Oberoi Mall
Mumbai
02.2012 - 02.2014
- Overseeing reception operations to ensure smooth guest interactions.
- Processing and recording payments for additional guest services.
- Managing business center bookings, and maintaining accurate records.
- Issuing and renewing ID cards for residents.
- Handling bookings for residential amenities, including the Party Hall, Massage Room, Squash courts, and Lawn Tennis courts.
Education
Bachelor Of Mass Media - Mass Media
Vivek College
Mumbai02-2011
Skills
- Invoice processing
- Event management
- Vendor management
- Procurement coordination
- Budget management
- Facility operations
- Office administration
- Problem solving
- Effective communication
- Process improvement
- Multitasking
- Time management
- Cost optimization
- Customer service
Accomplishments
- Recognized for Excellence: Awarded by senior managers for exceptional attention to detail and seamless execution of major corporate events.
- Successful Event Management: Efficiently managed high-profile events, including company townhalls, RNR ceremonies, board meetings, and external visits, ensuring smooth operations.
- Cross-Functional Support: Praised by team leads for stepping in during staff absences and ensuring continuity of operations.
- Vendor & Cost Optimization: Negotiated better pricing and discounts with vendors, optimizing budgets while maintaining quality.
- Regulatory Compliance: Successfully obtained necessary licenses and approvals for event-related procurement and compliance.
- End-to-End Coordination: Led multi-departmental collaboration, ensuring seamless execution of events with efficient logistics, hospitality, and resource management.
Timeline
Jones Lang Lasalle
10.2024 - Current
_
Media.Net Software Service PVT
02.2020 - 10.2024
_
Intellect Design Arena Limited
11.2017 - 01.2019
_
Think Healthy PVT
11.2016 - 08.2017
_
WNS Global Service
06.2015 - 11.2016
_
M/S Rainbow Site Boulevard Mall
03.2014 - 03.2015
_
Lodha Aqua Dahisar & Oberoi Mall
02.2012 - 02.2014
Bachelor Of Mass Media - Mass Media
Vivek College
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