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Manager Administrative Assistant

White Plains, New York, 10603, United States
November 27, 2017

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*** ***** ******* ****, ***** Plains, NY 10603

914-***-**** – home 914-***-**** - cell


Budget preparation, monitoring, variance analysis and reporting; procurement; accounts receivable and payable; vendor bidding, contracting, contract and relationship management; office management; event management; maintenance crew coordination; tenant coordination; Microsoft Office Suite and Concur, as well as QuickBooks, SAP, MRI and Yardi Accounting Software.


Castle Bay Management Services, LLC April, 2016 to June, 2017

Office Administrator

Creates office and retail leases, lease amendments and commitment letters, tenant letters and reports.

Prepares all contractor insurance agreements.

Tenant coordination for existing and new incoming tenants, handle mail and emails and respond verbally or in writing

Collaborate with other staff to complete administrative tasks required of various special projects.

Processed reports and collection letters utilizing QuickBooks accounting software. Contact tenants for rent collection.

Handle incoming calls and distribute in house or contact vendors or maintenance staff to make repairs for tenants.

Collect, organize and track copies of certificate of insurance from tenants and vendors.

Sciullo Construction Corp. November, 2015 to February, 2016

Office Manager - Temporary

Procurement of goods, services and supplies for the office.

Processed accounts payable and receivables, invoices and checks utilizing QuickBooks accounting software.

Type letters, proposals, AIA agreements and reports, including e-mail, tables, submittals and spreadsheets

Prepare weekly payroll.

Forest City Enterprises, Forest City Ratner Company

Senior Administrative Assistant to the General Manager January 2012 to April 2015

Creates, edits, and proofreads moderate to complex letters and reports, including e-mail, tables, presentations, and spreadsheets from rough notes or independent knowledge of specific circumstances.

Organizes and coordinates workflow and prepares and manages department deliverables (production, assembly, mailings, etc.).

Procurement of supplies, goods and services and processing of invoices utilizing SAP Accounting Software.

Analyzes methods to improve or simplify policies and procedures or suggest cost reductions.

Prepares all vendor service contracts.

Calendar management, meeting schedules, scheduling in house conference rooms or outside facilities and travel arrangements.

Assist with all onsite events, concerts and special promotions.

Tenant coordination for existing and new incoming tenants.

Liaise with staff, management and business partners to seek information on both routine and non-routine inquiries and collaborate with others to complete administrative tasks required of various special projects.

Lends support during the budgeting process; prepares reports and spreadsheets containing specific financial information.

Pets Alive Westchester Animal Sanctuary

Volunteer Coordinator and Administrative Assistant June 2010 to January 2012

Entered 1,000+ adoptable animals into the database and Pet Finder and organized the medical and adoption paperwork files.

Trained on-site staff on the day-to-day administration and implementation of policies, procedures and programs.

Planning and coordination of adoption and tabling events both on-site and off-site.

Grubb & Ellis Management Services, Inc.

Assistant Property Manager to the Senior Property Manager February 2005 to May 2010

District Administrative Assistant/HR Contact – VP Director of Management Services January 2000 to February 2005

Manage 596 condominium units in four buildings and all common areas; managed and leased a 70 rental unit apartment building; medical center with leases/renewals and CPI increases as well as commercial and retail properties in Connecticut.

Assist with the build-out of a vacant commercial building for tenant occupancy in Westchester.

Responsible for the day-to-day administration and implementation of policies, procedures and programs.

Handle all incoming calls, mail and emails and respond verbally or in writing.

Establish/monitor preventive maintenance schedules and programs of safety and security.

Prepare and supervise on-site staffs’ daily work schedules for all in-house repairs and work orders.

Prepare weekly payroll and negotiate union contracts with Local 32BJ.

Prepare annual operating budgets; review payables and receivables to create the monthly reports with variances to budget.

Solicit bids for capital expenditures and service contracts. Assist with selection and implementation. Monitor vendor performance to assure full compliance with standards established within the service contracts.

Prepare new business responses, presentations and marketing materials.

Assist in securing new business and transitioning new properties and employees

Schedule meetings and coordinate all travel arrangements and expense reports.

Corporate accounts payable; maintain and update corporate reports; enforce and improve policies and procedures, maintain and implement company standards regarding technology and performance; prepare all service contracts and purchase orders.

Human resources for the district which includes addressing employee problems, placing ads, working with recruiters, all new hire paperwork, job evaluations and terminations and retaining all employee personnel files.

CB Richard Ellis, Inc.

Office Services Administrator February 1999 to January 2000

Broker’s Assistant, Temporary Position November 1998 to February 1999

Determine staffing needs, interview, hire, train, manage, and evaluate performances, corrective actions and terminations.

Prepare human resources paperwork, maintain employee personnel files and real estate licenses and lease expirations report.

Maintain and monitor office financials and expenses including preparing seven individual departmental budgets and roll up.

Accounts receivable and payables, listings, new deal files and revisions, gross profit projections, income and cash transmittals

Research and negotiate vendor goods and services, maintain equipment, office environment and maintain company standards regarding technology.

Central point of contact in multi-profit center facility and liaise with other offices, divisional staff and corporate departments.

McIntyre Associates, Inc., Stamford, CT

Executive Secretary – Temporary 1997 to November 1998

Various long-term temporary positions including GE Capital's Equity Capital Group in the Legal Department and Risk Management, Time Warner Cable and Towers Perrin.

Southern Shows, Inc., Exhibit Management Company, Charlotte, NC

Assistant Show Manager July 1990 to December 1996

Assist with the management of annual twelve-day Christmas Show, annual nine-day Spring Show, annual four-day Southern Farm Show and assisted as schedule permitted with annual Women’s Shows, Home Shows, and Remodeling Shows.

Assist in design of the show floor plans, special exhibits/features, sponsorships, booth sales, and allocation of exhibitor space.

Maintain relations with exhibitors from point of sale throughout move-out.

Hired, scheduled, trained and supervised all at-show personnel. Interface with show service contractors and facility management on contracts and requirements prior to the show throughout move-out.

Contract and schedule all craft and cooking clinic participants, decorating competitors and special appearance performers.

Provide support in creation and dissemination of information for brochures, flyers and press releases used for publicity, promotional and advertising programs and exhibitor prospectus and show kits.

Develop and maintain exhibitor, media and resources prospect lists, all correspondence and forms, follow up on accounts, aid in research and participate in general marketing efforts.

The American Society of Mechanical Engineers (ASME), New York, NY

Assistant Manager Sales Promotion, Marketing Services May 1986 to September 1989

Records Administrator, Codes and Standards November 1983 to May 1986

Assistant to the Director, Pressure Technology September 1982 to November 1983

Supervisor, Accreditation/Certification January 1980 to September 1982

Secretary to the Director, Boiler and Pressure Vessel Main Committee, January 1975 to January 1980

Purchase, maintain, design, schedule, staff and ship all exhibit materials for sales and promotion, budget control, sales history, inventory balancing for all on-site publication sales at all conferences and exhibits.

Develop, maintain and enforce internal policies and procedures.

Review and monitor projects, library, historical files, biographical profiles of committee volunteers, submittals for Honors or Awards, submittals for Boards and The American National Standards Institute.

Assist in speeches, slide presentations, special projects and video films.

Generate, distribute, and prioritize work for clerk typists. Interview, hire, train and supervise all department clerk typists and laborers and cashiers for on-site conferences.

Coordinate and schedule multi-level meetings, food and beverage requirements, hotel and travel arrangements, audiovisual equipment, and financial oversight of departmental costs.


The Berkeley Claremont School, New York, NY - June 1975 Executive Secretarial Diploma

Our Lady of Perpetual Help Business School, New York, NY - June 1973 Secretarial Diploma


Notary Public, State of New York

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