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Ruchi Pandya
Administration and Operations | Event and Travel | Vendor Relations |
Pune
Summary
A goal-driven professional with expertise in Workplace Services and Employee Experience. Skilled at creating inclusive office environments, designing initiatives, and overseeing programs that enhance collaboration, foster community, and cultivate culture. Known for being approachable, adaptable, and passionate about excellence, with a strong ability to manage, train, and empower teams while overseeing vendor performance.
Overview
11
11
years of professional experience
1
1
year of post-secondary education
4
4
Languages
Work History
Vice President
Bank of New York
01.2024 - Current
- Café Operations & Management -Oversee daily operations of the café, ensuring high-quality food and service across all office in Pune.
- Employee Experience & Engagement -Enhance the café experience, creating a welcoming atmosphere and promoting a sense of community.
- Employee engagement - Actively collect and analyze employee feedback to improve CSAT
- Drive collaboration by scheduling monthly meeting with stakeholders and various committee members.
- Event and Visitor Management - Planning, organizing and implementing company wide events (on-site and off-site, townhalls, annual day, )
- Work with Global team on streamlining practices, policies and procedures and driving various initiatives across regions.
- Liaison with various hotels and co-ordinate travel arrangements for team members and visitors.
- Vendor management - Mange and track vendor performance ensuring contract compliance and governance. Responsible for strengthening various vendor partner relations along with timely submissions of invoices, managing budgets, purchase orders, expense reports and various payments transactions.
- Closely with with various departments HR, IT, Security and leaders for enhancing employee experience.
- Ensure all statutory compliances are met and maintain all MIS and monthly reports. Prepare and timely submission of KPI and vendor performance score cards.
SERVICE DELIVERY HEAD
NUANCE COMMUNICATIONS
01.2019 - 07.2023
- Manage operations for portfolio of around 2M sqft, for India, Australia including co-working spaces across APAC.
- Collaborated with disciplinary heads to ensure employee services like HK, Pantry, Food Court, Shifting, Pest control, tea vending, furniture, supplies, shipments, techincal, and other utilities are carried out
- Ability to manage direct and indirect employees, contractors and vendors for a smooth, well-functioning and optimized facilities operation across countries
- Managing all contracts & costs including new leases, current leases, and facilities management
- Working closely and productively with internal regional as well as corporate stakeholders such as procurement, IT, finance, and others to provide best-in-class real estate and facilities services to internal customers
- Expertise in Cafeteria management, transport management, space management, event management
- Helpdesk operations and manage indirect purchases
- Developing a reliable & cost-effective vendor base for ensuring timely supplies of standard material
- Maintaining inventory control & zero down time in account of material issues as per requirement
- Suggest and implement new technologies in the FM industry across the industry
- Vendor management - Selection of vendors, working on performance scorecard.
- QBR and maintaining KPI & SLA tracker to monitor site performance across different geographies
- Actively participate and support organizational goals and programs like Branding, CSR, Cultural Events and offsites
- Creating an optimized workspace through work with internal stakeholders and external resources
- Working with Real Estate brokers, Landlords and their representatives, project management companies, and other vendors as required
- Manage operational budgets, inventory controls, vendor management
- Collect feedback & drive improvement based on employee surveys
- Facilitating open communication channels to promote transparency and better stakeholder management
SITE LEAD at CAPGEMINI
CBRE SOUTH ASIA PVT. LTD.
03.2016 - 01.2019
- Manage operations for portfolio of around 2.5M sqft, for multiple sites in Pune
- Upkeep of office administrative facilities and ensure availability of daily miscellaneous requirements to provide harmonious work culture to employees
- Preparing client database and operations tracker to track progress & bottlenecks in daily operations
- Expertise in Leadership and Client Visit arrangement
- Coordinate and collaborate with various internal and external stakeholders for smooth operations
- Preparing and compiling MIS reports and monthly management reports
- Updating and publishing reports as per SLA
- Assist in various audits and compliance checks, coordination with vendors and BU's on closure
- Contract and PO management: Purchase Order creation and review
- Timely follow up of distribution of Salary, bonus, salary slip and full & final settlements
- Monitor closure of issues/tickets raised within the SLA
- Managing and tracking invoices - validation and payments
TRAVEL CONSULTANT
FUN HOLIDAYS
04.2015 - 03.2016
- Meeting client requests for worldwide hotel and tour requirements, co-coordinating with overseas suppliers and hotels, making hotel and tour reservations online and offline
- MIS: Preparing reports
- Sending weekly, monthly, and quarterly sales reports to head office
- Coordinating & Managing suppliers & customers and effectively communicating with them
- Designing itineraries, vacation packages, costing and hotel booking
- Providing quotations to various clients depending on requirement
- Understanding the complete cycle of the process, visas, and coordinating with the accounts department for payments / remittances
BUSINESS CO-ORDINATOR
TECH MAHINDRA
05.2014 - 03.2015
- End to end recruitment: Sourcing, Staffing, scoping, and on boarding candidates
- Screening: short listing candidates sourced through portal and validating them on their experience
- Lateral Hiring: Identifying right candidates with required Skill set and experience and make sure that it should match with the requirement as per the job description
- Short listing the profiles sourced and sending it to the respective hiring managers
- Hiring inputs: Meeting hiring managers to understand niche skill profiles
- HR Round: Conducting HR round for the selected candidates and negotiating salaries on company standards
- Promptly inform the rejected candidates about the reason for the rejections
- MIS: Preparing reports on the no of closure, internal movements, and offer decline numbers to ensure the flow of work to reach the aspire rates
- Sending weekly, Monthly, and quarterly headcount and hiring report
- Vendor Management: Coordinated with various manpower consultants to procure resources for its operations across India, general screening of the candidate's profile, short-listing them for the interviews, worked on portals
- Background Verification of new joiners
Education
MBA -
SADHU VASWANI INSTITUE OF MANAGEMENT SUDIES
Pune 04.2015 - 12.2015
Skills
Operations Management
Stakeholder Management
Event Management
Travel and Expense
Team Building
Communication and Collaboration
Strategic Planning
Vendor Management
Accomplishments
- Awarded Star of the Quarter and Going Above & Beyond by People & Places Team in 2019.
- Awarded Best Practices in Workplace by iNFHRA in 2019-20.
- Awarded Excellence in Employee Wellness & Health Program for Remote Workers for Pune & Excellence in Corporate Real Estate Consolidation for Bangalore in 2020-21.
Personal Information
- Date of Birth: 02/23/92
- Nationality: India
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Work Preference
Work Type
Full TimePart TimeContract WorkInternshipLocation Preference
RemoteOn-SiteHybridImportant To Me
Work-life balanceCompany CultureFlexible work hoursWork from home optionPaid time offStock Options / Equity / Profit SharingHealthcare benefitsPersonal development programsCareer advancementTeam Building / Company Retreats4-day work weekInterests
Travelling
Timeline
Vice President
Bank of New York
01.2024 - Current
SERVICE DELIVERY HEAD
NUANCE COMMUNICATIONS
01.2019 - 07.2023
SITE LEAD at CAPGEMINI
CBRE SOUTH ASIA PVT. LTD.
03.2016 - 01.2019
MBA -
SADHU VASWANI INSTITUE OF MANAGEMENT SUDIES
04.2015 - 12.2015
TRAVEL CONSULTANT
FUN HOLIDAYS
04.2015 - 03.2016
BUSINESS CO-ORDINATOR
TECH MAHINDRA
05.2014 - 03.2015