Administrative Assistant Manager

JACQUELINE ASTACIO

**-** ***** ******, ***. ***, Forest Hills, NY 11375 M 917-***-**** ******.*******@*****.***

EXPERIENCE

CARE ONE MANAGEMENT, Fort Lee, NJ

Information Technology, Telecommunications & Billing Analyst - May 2015 to April 2017

Managed transactional data to ensure that information flowed through to billing; eliminated fallout as needed. Achieved 100% accountability for all tasks and requests.

Responsible for the process and preparation of invoice transactions for entry, posted entries upon approval, collected and evaluated data, conducted analysis, and prepared reports.

Reviewed and verified the accuracy of journal entries and accounting classifications assigned to various records.

Monitored and maintained project issues and logs for IT data and phone services.

Coordinated with vendors and carriers to resolve any technical issues for telecommunication systems.

Collaborate directly with the IT Chief Technology Officer to develop budgets, forecast, and analyze results on a monthly, quarterly basis.

AAA ARCHITECTURAL HARDWARE CO., New York, NY

Administrative Assistant – January 2015 to May 2015

Provided administrative support to Controller and two of the department directors.

Adeptly handled administrative matters including screening calls, managing calendars, planning meetings, making travel arrangements, composing documents and organizing offices for efficiency.

Interacted professionally with all levels of staff and maintained the highest level of confidentiality; known for tact and diplomacy in handling sensitive issues.

Processed invoices and tracked all orders.

Fulfilled any additional/ad-hoc duties as required to meet the needs of the business.

R.E.R. INTERNATIONAL, Forest Hills, NY

Administrative Assistant/Office Manager - July 2014 to December 2014

Provided administrative support to Production Manager and senior management.

Assisted the Production Manager in the day-to-day operations, including the distribution of printing jobs among the staff.

Performed project planning, resource planning and overseeing employees.

Answered telephones promptly and courteously assisted clients and employees throughout the organization.

Managed new and pending orders, verified order tags and labels were accurately printed.

Served as backup to the shipping staff in order to ship all orders in a timely manner.

FEGS HEALTH & HUMAN SERVICES, Syosset, NY

Administrative Assistant - August 2013 to July 2014

Provided administrative support to the Program Coordinator of Volunteers Services on several initiatives.

Assisted with the Backpacks for Success Program; Coordinated with Disaster Case Managers.

Managed correspondence with prospective volunteers and clients.

Tracked timesheets of all stations and volunteers enrolled in the RSVP Program.

Planned the Volunteer Recognition Luncheon.

Coordinated with donors and distributors for donations towards Thanksgiving meals to over 1,200 needy families.

Created and maintained new database project for Volunteer Reporter program.

Constructed the automated process for Holiday Wishes for over 1,700 needy families.

THE SCHOOL CONSTRUCTION AUTHORITY, Long Island City, NY

Assistant to Contract Specialist - April 2013 to July 2013

Provided support to the Contract Specialist in recording and processing bidding contracts.

Assisted with various aspects of competitive sealed bid process.

Reviewed and accepted project documents before bidding.

Recorded, processed and distributed competitive bidding contracts and awards.

Community outreach to vendors prior to bidding dates.

Interdepartmental liaison and quality assurance management for all reporting.

THE FORUM GROUP, New York, NY

Office Manager and Executive Assistant to President - September 2011 to October 2012

Provided administrative support to the President/Founder.

Managed an office of approximately 80 recruiters, including 3 receptionists.

Trained all new staff members.

Coordinated all meetings, special/community events, and business travel.

Monitored time and attendance for all staff.

Maintained telecom and computer systems; supported all IT installations and troubleshooting.

Liaised with IT Host Company for all major system updates.

Website content manager for all internal and external marketing communications.

Vendor management for all service contracts and renewal agreements.

Coordinated the Request for Proposal (RFP) process with division leaders and clients.

KPMG LLP, New York, NY

Executive Assistant - February 2008 to September 2011

Provided administrative support to all Financial Services Due Diligence Partners and Directors.

Maintained correspondence for all Partners and Directors.

Coordinated internal/external meetings and extensive travel arrangements.

Trained new administrative assistant team members procedures.

Enforced the firm’s document record retention policies.

Created and edited presentations, including support in the preparation of proposal and marketing material.

Maintained all accounts (billing, requisitions, etc.).

Coordinated all team training initiatives for CPE credits.

RESOURCES USA/SAATCHI & SAATCHI, New York, NY

Office Manager/Purchasing Coordinator - September 1991 to June 2007

Provided administrative support to the Northeast Area/Office Managing Partner and Director of Northeast Practice Administration.

Handled hardware and software purchasing for the East and West coast divisions of the IT Department.

Worked collaboratively with the IT Director to prepare annual budgets, forecast equipment needs and evaluate capital and expense budgets.

Initiated negotiations with vendors on pricing evaluations and all procurement for global hardware.

Responded to user and supplier inquiries regarding payment/purchase order issues.

Tracked and monitored purchase process; which included order creation, issuance, tracking and payment status updates.

Reviewed vendor invoices to reconcile pricing discrepancies to meet mandated standards.

Promoted central procurement policies and procedures to ensure compliance within the organization.

Developed and maintained positive relationships with all internal customers and vendors.

EDUCATION

UNIVERSITY OF PHOENIX - Associates in Business Management

PACE UNIVERSITY - Computer Science Classes

TECHNICAL SKILLS

Microsoft Office (Word, Excel, PowerPoint, Outlook), Oracle, Smartlinx, SoftTime, WinZip, Volunteer Reporter, Teklynx Label Matrix, Navision and Remedy.

PROFESSIONAL CERTIFICATIONS

Training Procurement and Negotiating and Northern Telecom (Obtained Norton Certificate), Cisco VOIP phone system, Courses taken: X11 Basic Database Administration, X11 Station Moves, Adds and Changes, Meridian 1 Options 11-81 Familiarizations

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