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Office Manager

New York, New York, United States
January 14, 2018

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James Darden

**** ***** ******

Floral Park, New York 11001

516-***-****, cell: 917-***-****




*/**** - Present

Finance Office Manager

Responsible for the overall coordination of various administrative, procurement, compliance and organizational tasks to ensure that the Agency operates efficiently; follow compliance guidelines, maximize the use of technology and support the various programmatic needs of the agency at large.

Identify areas where volunteer support can be utilized. Recruit, schedule and track volunteer support for agency wide needs..

Collect, verify, file and store various documentation required by EarlyLIFE programs including those required by CACFP (food) and Head Start.

Identify inefficiencies in department process, work with IT Director and CFO to acquire and implement new technologies. Train users on new technology and effectively document training.

Serve as procurement manager for Technology, Office Supplies, Essensa and other programs that will be centrally managed. Ensure costs are effectively controlled through proper bidding and strong negotiating. Issue Requests for Proposal (RFPs) for larger purchases. Issue notification to budget managers as per guidelines.

Coordinate with the 20 plus off site locations to ensure smooth operation of their needs as they pertain to the Central Office and duties above.

APICHA, 400 Broadway, NYC, NY

10/2009 – 9/2012

Office Administrator

A dependable and courteous professional effectively managing vendors and clients, phone system, interface with IT consultant, technical support to staff and coordinating other facility functions. Responsibilities include but not limited to:

Direct maintenance and order essential cleaning supplies

Manage security monitors and fire alarm system

Primary contact with IT company.

Prioritize all computer-related requests for tech support

Troubleshoot minor computer problems

Troubleshoot and monitor central server and email problems

Manage phone setup, voicemail setup, etc

Maintain the effective operation of the admin area and other three floors.

Schedule of usage of the conference room, counseling and resource rooms.

Maintain inventory of office supplies.

Manage the effective receipt and distribution of all incoming correspondence

Play a key role in the development of the office facility.

Track staff attendance and volunteer hours tracking

Staff Training monitoring record

Maintain accounts payable check requests coordinated.


New York AIDS Coalition, 231 W 29 St, NYC, NY

Office Manager/Executive Assistant

Liaison to the office personnel for the Executive Director. Set up meetings and conference calls. Facilitate securing venues for offsite meetings and conferences. Keep calendar for all office directors. All clerical and volunteer personnel report to this position. Responsible for all aspects of office management as it pertains to the daily operation of the agency, including but not limited to payroll, benefits and vouchering for payments on contracts where deliverables are been fulfilled.

AXA /Equitable, 1290 6th Avenue, NYC, NY 1990-2005


Business Systems Analyst/Liaison Paris System

Participated in gathering and analyzing business requirements and testing to facilitate the development of a solution to a business requirement/issue. Communicates with peers and Business unit in planning, developing, implementing and supporting new or existing applications

Maintained system tables for inclusion in daily batch, adhoc jobs and new initiatives. Some of these functions are addition, change and deletions of records. Unit test compare of the data changed before implementation.

Assisted with the systems annual, semi-annual and adhoc mailings and special requests

Coordinated the databases used for implementation and ongoing maintenance with the business user and developer to insure validity

Regular contact with key business area personnel is required. Communication and analysis skills were used to quickly answer all inquires assigned. Provide effective solutions to issues between Business and Systems departments

Set up meetings in order to facilitate goal objectives and provide documentation of key issues as needed

Facilitation of departmental needs: supplies, attendance, vacation schedules, conference schedules, telephone coverage, etc.


Supervisor, New Business Plan Installation-Momentum Services

Responsible for installation and plan changes for all 401K pension plans

Maintain Excel spreadsheets for all plans installed in Momentum

Oversee assistants who process plan installation and maintenance (plan changes)

Coordinate with management and agency personnel on all new business aspects

Provided fee maintenance and billing for all Momentum plans

Coordinated with cash input and unprocessed cash areas to effect a control on the fee administration, maintained a database and statistical reports on this process

Interacted with management and agency personnel


Manhattan Community College Some college courses

Kennedy Western University Some college courses

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