Archie Vasaiwala
Cary
Summary
Detail-oriented professional with 8 years of experience transitioning from administrative support and account management into project management. My background in executive coordination, vendor management, and contract handling has provided a strong foundation in organization, problem-solving, and process optimization—key skills that drive project success.
Through managing client accounts, handling contracts, processing invoices and purchase orders (POs), and coordinating cross-functional teams, I have developed a keen ability to oversee multiple moving parts within a project. My experience with ERP systems, CRM software, and project management tools has further strengthened my ability to track progress, manage resources, and ensure seamless execution.
My administrative expertise in managing complex calendars, scheduling meetings, and coordinating travel has refined my attention to detail and ability to juggle multiple priorities—both crucial in project management. I am passionate about structured workflows, strategic planning, and risk mitigation, and I thrive in environments that require organization, adaptability, and strong communication.
Currently pursuing PMP certification, I am eager to leverage my administrative background to transition into project management leadership roles. My goal is to drive efficiency, lead teams, and successfully manage projects that deliver high-impact results.
Overview
8
8
years of professional experience
Work History
Project Administrative Assistant
All-Phase Power & Controls, Inc.
11.2024 - Current
- Supported project teams by coordinating daily administrative tasks, ensuring seamless project operations.
- Prepared, organized, and maintained essential project documentation, including contracts, purchase orders, and reports, while utilizing Sage Intacct to efficiently manage and track project-related transactions, contracts, and subcontracts.
- Assisted with budgeting, invoicing, and expense tracking to maintain financial accuracy.
- Processed and tracked subcontracts, change orders, and vendor agreements, ensuring compliance with project requirements.
- Reviewed, processed, and maintained subcontract agreements, ensuring alignment with contractual terms and project specifications.
- Coordinated with vendors and subcontractors to resolve inquiries, address discrepancies, and enforce compliance with company policies.
- Oversaw the preparation, review, and processing of project invoices, ensuring accuracy and adherence to budget constraints.
- Verified and tracked expenses, maintained up-to-date financial records, and followed up on outstanding invoices to ensure timely payments.
- Managed procurement tasks, including ordering materials and verifying deliveries to support project timelines.
- Ensured all contract and invoice documentation complied with legal and company standards.
- Acted as a primary point of contact for project-related inquiries, providing timely updates to project managers, vendors, and stakeholders.
- Facilitated conflict resolution between vendors, the company, and clients by addressing disputes, clarifying contract terms, and ensuring mutually beneficial solutions to maintain strong business relationships.
- Managed office correspondence, including emails, calls, and document filing, ensuring efficient communication and record-keeping.
- Maintained and updated project databases, spreadsheets, and tracking systems for accurate reporting.
- Ordered and stocked office supplies to ensure smooth daily operations.
- Assisted with the preparation of reports, presentations, and other administrative materials as needed.
- Provided direct executive support to Project Manager, managing calendars, travel, and correspondence.
Administrative Assistant
Alpha MEP
06.2024 - 11.2024
- Executive Support: Provided high-level administrative support to C-level executives, including managing complex calendars, scheduling meetings, and coordinating travel arrangements.
- Calendar Management: Efficiently managed and prioritized executive calendars, ensuring seamless scheduling of appointments, meetings, and events, often across multiple time zones.
- Meeting Coordination: Organized and prepared materials for executive meetings, including drafting agendas, preparing presentations, and documenting minutes.
- Communication: Acted as a key point of contact between executives and internal/external stakeholders, ensuring timely and professional communication.
- Office Management: Handled day-to-day administrative tasks such as expense reporting, document management, and office supply inventory.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Facilitated collaboration within the team by organizing regular meetings and tracking project progress.
- Recorded new hires, transfers, terminations, changes in job classifications, and merit increases to main human resources files.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
- Plan, organize, and facilitate team events, including group meetings, team-building activities, off-site gatherings, and all-hands meetings.
Executive Administrative Assistant
LV Minerals LLC
11.2023 - 04.2024
- Experienced Administrative Assistant adept at ensuring seamless daily operations and providing comprehensive organizational support to executive teams.
- Proven track record of managing administrative tasks for the CEO and broader executive teams, including Efficient calendar management and schedule coordination. Arranging both internal and external meetings, including organizing agendas, preparing materials, arranging catering services, and coordinating attendees for successful outcomes.
- Skilled in travel planning and logistics, including booking flights, arranging accommodations, and coordinating ground transportation for executives and staff.
- Proficient in using platforms like Google Drive for organizing company files and maintaining critical documents.
- Experienced in compiling, formatting, and editing various documents, reports, presentations, and spreadsheets with attention to detail.
- Demonstrated ability to take comprehensive meeting notes, document discussions, and track action items to ensure timely follow-up and implementation.
- Maintains strict confidentiality in handling sensitive information such as phone calls, emails, memos, and financial statements.
- Manages communication channels efficiently, including drafting, reviewing, and disseminating correspondence on behalf of executives.
- Skilled in overseeing office operations, including monitoring office supplies, managing budgets, processing expense reports, and coordinating with vendors for office needs.
- Familiar with scheduling and organizing corporate events, conferences, and workshops, including venue selection, attendee coordination, and on-site support.
- Efficiently handles additional administrative requests and queries, ensuring prompt and professional responses.
- Proficient in leveraging office software (e.g., Microsoft Office Suite, Google Workspace) and other administrative tools for productivity and efficiency.
- Demonstrates strong problem-solving abilities, capable of managing complex situations with minimal supervision and providing solutions that enhance productivity and workflow.
- Handled administrative tasks such as expense report processing or invoice reconciliation efficiently; allowing executives to focus on high-priority responsibilities without distraction.
- Managed inventory levels for office supplies, reducing waste while guaranteeing availability when needed.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Plan, organize, and facilitate team events, including group meetings, team-building activities, off-site gatherings, and all-hands meetings.
Sr. Account Executive
Rishabh Engineering Services
12.2021 - 11.2023
- Acted as the primary liaison between clients and internal technical teams, ensuring seamless communication, alignment on project goals, and successful execution.
- Managed and nurtured large and mid-sized client accounts, overseeing project lifecycles from initiation to completion while addressing client concerns and mitigating risks.
- Led contract negotiations, scope discussions, and change management processes to ensure project success and client satisfaction.
- Facilitated collaboration between business development, engineering, and operations teams to deliver tailored solutions that met client requirements and industry standards.
- Proactively identified and mitigated project risks, ensuring timely resolution of challenges and smooth project execution.
- Managed client expectations regarding timelines, deliverables, and budget constraints, ensuring transparency and trust.
- Oversaw change orders, ensuring alignment between client needs and internal execution capabilities while minimizing project disruptions.
- Conducted market research and competitive analysis to identify new business opportunities and areas for growth.
- Maintained accurate CRM records, tracking project progress, client interactions, and revenue forecasts to support strategic decision-making.
- Attended industry events and networking functions to build relationships with key stakeholders and stay informed on market trends.
- Worked closely with finance and operations teams to ensure accurate invoicing, contract compliance, and timely service delivery.
- Developed and delivered client presentations and reports, providing insights on project status, risk mitigation strategies, and areas for improvement.
- Negotiated pricing, terms, and service agreements to align client objectives with company capabilities.
- Monitored the sales pipeline and account performance, adjusting strategies as needed to meet business goals.
- Created and maintained account plans, ensuring proactive management of client expectations, deliverables, and service levels.
- Served as the escalation point for critical client issues, swiftly resolving concerns while balancing business objectives and client needs.
- Built and maintained strong client relationships, acting as a trusted advisor to drive long-term partnerships and repeat business.
- Developed account growth strategies by identifying upsell and cross-sell opportunities, leading to increased revenue and deeper client engagement.
Business Development Associate
Rishabh Software
09.2019 - 12.2021
- Research the market to identify new opportunities and trends. Help create strategies for the company's growth based on these insights.
- Develop and maintain strong relationships with potential clients, partners, and other key contacts. Focus on long-term partnerships that can help the company grow.
- Actively look for new business opportunities in different markets or through new product offerings, helping the company stay competitive.
- Work closely with other departments like product, marketing, and operations to make sure business strategies match the company’s goals and customer needs.
- Assist in creating proposals for potential clients or partners, and help negotiate deals that are beneficial for both sides.
- Attend industry events, conferences, and networking meetings to represent the company, meet new people, and promote the company’s brand.
- Collect and analyze feedback from customers and prospects, sharing insights with teams to improve products, services, and customer experience.
Market Research Analyst
The TactTree
02.2017 - 09.2019
- Assist in researching market trends and gathering insights to help the company better understand market needs and improve decision-making.
- Prepare clear and concise reports and presentations to communicate research findings to internal teams and stakeholders.
- Track and analyze competitors’ strategies, activities, and market positioning to help the company maintain a competitive edge.
- Collect and analyze customer feedback to understand their needs, preferences, and behaviors, contributing to improvements in products and services.
- Collaborate with marketing, sales, and product teams to ensure research findings are effectively integrated into business strategies.
- Gather competitor data to analyze pricing, sales tactics, and marketing/distribution methods.
- Help explain the company’s products or services to potential clients, highlighting how they address client needs.
- Contributed to the development of new product launches by analyzing potential target markets and customer segments.
- Supported sales team by providing insightful market intelligence, contributing to increased revenue generation.
Education
Bachelors in Computer Science -
C V Raman Collage
01.2016
Skills
- CRM & ERP Systems (Salesforce, Sage Intacct, SAP)
- MS Project
- Microsoft Office Suite & Google Workspace
- QuickBooks (Beginner)
- Marketo/Drift/Asana
- Slack / MS Teams / Zoom
- Project Coordination
- Invoice Processing
- Vendor & Contract Management
- Account Management
- CRM proficiency
- Proposal Development
- Customer Service
- Office Administration & Procurement
Timeline
Project Administrative Assistant
All-Phase Power & Controls, Inc.
11.2024 - Current
Administrative Assistant
Alpha MEP
06.2024 - 11.2024
Executive Administrative Assistant
LV Minerals LLC
11.2023 - 04.2024
Sr. Account Executive
Rishabh Engineering Services
12.2021 - 11.2023
Business Development Associate
Rishabh Software
09.2019 - 12.2021
Market Research Analyst
The TactTree
02.2017 - 09.2019
Bachelors in Computer Science -
C V Raman Collage
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