Rujuta Ramesh Dalvi
Mumbai
Summary
Results-driven and highly organized administrative professional with a strong ability to manage diverse office operations, optimize workflows, and provide top-tier support to executives and teams. With expertise in multitasking, problem-solving, and maintaining confidentiality, I am eager to contribute to a fast-paced environment where I can enhance productivity, streamline processes, and ensure seamless day-to-day operations. Seeking to bring my proactive approach, attention to detail, and excellent communication skills to support the success and growth of a dynamic organization.
Overview
8
8
years of professional experience
Work History
Front Desk Admin
Narvik Marine Support Pvt Ltd
Mumbai
02.2025 - Current
Executive – Front Office / Administration
Marshal Ship Management Pvt Ltd
Mumbai
06.2020 - 02.2025
- Managed the executive calendar for the Director and Manager, ensuring optimal scheduling of meetings and appointments.
- Documented and distributed minutes of meetings (MOM) for official discussions across various locations.
- Coordinated and executed corporate events, ensuring all logistics were organized for various occasions.
- Supervised, trained, and mentored office clerks in daily office procedures and administrative tasks.
- Administered office petty cash, and ensured timely submission of financial reports to the accounts department.
- Arranged domestic and international travel for employees, including visa processing, flight bookings, hotel reservations, travel insurance, and per diem allowances.
- Provided excellent guest service by greeting visitors, candidates, and staff, while maintaining a well-organized visitor management system, and ensuring accurate documentation.
- Managed meeting room reservations across multiple office locations for daily meetings and crew onboarding, based on requirements.
- Oversaw office maintenance, vendor management, and annual maintenance contracts (AMCs), coordinating office repairs, and other essential services.
- Directed incoming calls and routed them to the appropriate departments.
- Managed inventory, including office supplies, pantry stock, and housekeeping materials, ensuring accurate daily tracking and procurement.
- Coordinated the booking and tracking of both international and domestic couriers, ensuring timely and accurate record-keeping.
- Oversaw the invoice and billing process for vendors, covering areas such as office supplies, travel, housekeeping, couriers, office amenities, and repair work.
- Maintained detailed records of utility, travel, and other related invoices, following up with the accounts team on pending payments.
Front Desk Executive
PBS Watertech Pvt Ltd
Mumbai
04.2019 - 01.2020
- Greeted and assisted visitors with a warm, welcoming approach, ensuring their comfort during their visit.
- Answered and directed phone calls to the appropriate departments, providing efficient communication.
- Maintained and updated contact lists, and visitor registers for accurate record-keeping.
- Managed the collection and distribution of parcels and couriers in a timely and organized manner.
- Ordered and managed office stationery and supplies, ensuring availability, and proper inventory control.
- Handled back-office and sales operations, ensuring a smooth workflow and coordination.
- Conducted cold calls, sent email campaigns, and generated new business leads to drive company growth.
- Followed up with clients for payment collections, ensuring timely settlements.
- Prepared weekly and monthly reports, providing management with key insights and performance updates.
- Scheduled and coordinated service engineers' appointments, ensuring timely completion of tasks.
- Maintained and updated client records, ensuring accuracy and confidentiality.
- Addressed and resolved client complaints with professionalism, aiming for customer satisfaction.
- Managed a variety of administrative tasks to support day-to-day operations.
- Coordinated the scheduling of meetings and conferences, ensuring proper preparation and logistics.
- Organized travel arrangements for employees, including flight bookings, accommodations, and transportation.
Guest Service Executive
Kamaxi Overseas Consultants
Mumbai
09.2017 - 12.2018
- Greeted and assisted visitors in a warm and welcoming manner, ensuring a comfortable experience during their visit.
- Answered and directed phone calls to the appropriate departments, providing efficient communication and support.
- Addressed queries from candidates and crew members via phone and email, offering timely and helpful responses.
- Provided general administrative and clerical support, including filing, typing, faxing, and scanning documents.
- Managed the collection and distribution of couriers and parcels, ensuring timely and organized handling.
- Utilized Taleo software to maintain and update records for crew members and candidates, ensuring document accuracy.
- Assisted with the application process for visas and Seaman’s books, ensuring compliance with relevant regulations.
- Supported the recruitment process, including documentation, and coordination of candidate screening and hiring.
- Ordered office stationery and supplies, maintaining proper inventory levels, and ensuring availability.
- Maintained and updated various registers for accurate record-keeping and documentation.
- Managed the reporting process for crew members, ensuring timely and accurate submissions.
- Handled walk-in candidates, providing assistance, and ensuring a smooth recruitment experience.
- Maintained up-to-date employee holiday records, ensuring proper tracking and compliance.
System Operator / Assistant
ANA Realty
Mumbai
11.2016 - 09.2017
- Provided comprehensive assistance to the Head of Department (HOD), ensuring smooth operations and efficient workflow.
- Delivered general administrative and clerical support, including mailing, scanning, and document management.
- Performed data entry tasks and updated legal files within the AO system, ensuring accuracy and compliance.
- Utilized the AO system to manage and maintain records, ensuring effective handling and storage of data.
- Maintained both electronic and physical filing systems, ensuring proper organization and easy retrieval of documents.
- Managed the end-to-end recruitment process, from sourcing candidates to completing onboarding procedures.
Education
Bachelor of Arts - Sociology
Mumbai University
Mumbai01-2018
Skills
- Organization
- Time Management
- Communication
- Attention to Detail
- Multitasking
- Problem Solving
- Customer Service
- Microsoft Office Proficiency
- Confidentiality
- Adaptability
Disclaimer
I hereby declare that the above-mentioned information is correct up to my knowledge and I bear the responsibility for the correctness of the above-mentioned particulars.
Languages
- English
- Hindi
- Marathi
Personal Information
- Date of Birth: 09/14/93
- Gender: Female
- Nationality: Indian
Timeline
Front Desk Admin
Narvik Marine Support Pvt Ltd
02.2025 - Current
Executive – Front Office / Administration
Marshal Ship Management Pvt Ltd
06.2020 - 02.2025
Front Desk Executive
PBS Watertech Pvt Ltd
04.2019 - 01.2020
Guest Service Executive
Kamaxi Overseas Consultants
09.2017 - 12.2018
System Operator / Assistant
ANA Realty
11.2016 - 09.2017
Bachelor of Arts - Sociology
Mumbai University
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