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Office Manager

Skokie, Illinois, United States
May 23, 2018

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Deborra Jackson

Skokie, IL *****

Home: 847-***-****

Cell: 847-***-****

Objective: To secure an administrative position with a stable and profitable organization, where I can be a member of a team and utilize my business experience to the fullest.

Kenny Construction - Northbrook, IL March 2007 to March 2018

Fleet Management

Maintain a fleet of approximately 350 company vehicles and approximately 400 drivers.

Title and licensing in several states, including apportioned plates.

Monthly billing reconciliation of charge back to each job site.

Work with LeasePlan to ensure plates are current, regular maintenance and collision program.

Distribute annual insurance card renewals.

Coordinate driver and vehicle moves between job sites throughout the USA.

Monitor fleet fuel card program. Run monthly spending and analyze for abuse.

Run MVR's on new drivers using ADP. Maintain a file of current drivers licenses, run MVR’s randomly on an annual basis.

Strong working relationship with drivers/field personnel.

Participated in Continuous Improvement projects.

Troubleshoot problems with drivers.

Monitor usage of 7 IPass accounts.

Office Services - Front Desk - Procurement - Cost Control

Front desk operations, incoming calls, visitors, outgoing/incoming mail and packages, Trade worker's

Database, maintaining distribution lists for non-union employees, update employee directory.

Produce work orders to the building maintenance staff. Follow up through to completion.

Cost Controller for task orders to the City of Chicago for the Energy Solutions Group. Maintain relationship with vendors. Accumulate monthly invoices to bill City of Chicago for work on a monthly basis.

Key-player for all internal and job-site purchasing requirements. Oversee office supply purchases to confirm best pricing.

Maintain and follow up on in-house and sub-contractor certificates of insurances. Screen potential vendors.

Maintain user lists for office supplies, fax2mail, FedEx and conference calling.

Collect and compare bids for office services. Place orders for furniture, printing, and other office items. Invoice tracking and processing.

Use SharePoint to produce purchase orders, change orders, blanket purchase order and contracts.

Maintain a good working relationship with vendors and field personnel.

Software used: Office, Excel, Outlook, Word, E1, SharePoint

Career Education Corporation - Hoffman Estates, IL March 2006 to February 2007

Associate Buyer, Global Purchasing Group

PeopleSoft software used to produce purchase requisitions and purchase orders.

The Jewish Children's Bureau of Chicago - Chicago, IL June 2004 to March 2006

Administrative Coordinator

Assist and support the Director of Office and Client Information. Coordinate support staff's weekly duties and coverage schedules. Verify and reconcile monthly invoices and purchase orders for 5 locations. Annually review contracts for annual renewals.

Maintain supply orders and print requests for 5 locations. Set up offices and prepared paperwork (voice and data) for new hires or transferred employees.

Work with clinicians to prepare random client files for quarterly Utilization Reviews.

Maintain building key inventory, office machines, and conference room schedule in Outlook. Handle maintenance calls from employees, wrote work orders and follow up through completion. Utilize the

Biometrics security system to finger print employees.

Screened resumes and conducted telephone interviews for open positions.

Ensured HIPAA regulation compliancy.

Administrative Aide

Manage a one-person front office for 11 clinicians. Greet clients; maintain clinician and client schedules using the Link system

Review client files on a monthly basis to ensure they were current. Regularly reconcile client payments.

Ensure HIPAA regulations. Prepare and mail insurance claims using the Just Claims system. Work with insurance companies per client request to approve coverage. Train clinicians to complete weekly schedules.

Design/print 3-fold program flyers.

Software used: Microsoft Word/Excel, Outlook, Client Services Management Systems, and Biometrics

Arthur J. Rogers - June 2003 to March 2004

Assistant to the Property Manager

W. W. GRAINGER - Niles, IL October 1980 to June 2002

Facility/Office Services Manager

Responsible for a 65,000-square-foot office and a 79,000-square-foot warehouse facility, housing 300 employees.

Maintain a budget of $2.7 million with a staff of 18; 23% below budget in 2001 due to cost-effective strategies.

Responsible for office/warehouse infrastructure, administrative functions, and purchasing.

Assist in negotiations with vendors and outsourcing for building services and office equipment.

Met with requestors upon receiving capital appropriation requests.

Verify and approve monthly capital and expense purchases and services against general ledger.

Met with department heads weekly/monthly to incorporate preventive maintenance measures. Wrote/updated a business continuity plan for disaster recovery and drafted a 5-year Master Plan for the infrastructure of the building.

Team Leader for construction project of a new, larger health center facility; project came in 10% under budget.

Incorporate life and safety issues throughout facility, including the installation of E911.

Serve on committee that initiated work/life employee programs such as flex hours, casual dress code, "bring a child to work day," and other morale-building programs. Introduce concierge service (dry cleaning, stamps, book exchange)

Office Services Supervisor

Responsible for word processing, reception, switchboard, building services and clerical support. Assist with space planning, office moves/renovations (internal and external), mail, and cafeteria services.

Supervise/manage administrative staffs in multiple locations.

Led an office expansion project providing 77,000-square-feet of additional furnished space.

Work closely with all service departments to successfully move 600+ employees, furniture, and office equipment within budget and with no disruption to work flow.

Coordinate/design the expansion of the cafeteria.

Initiate the move of all financial departments to a consolidated location and obtained compliance with

ADA (American Disability Act) standards. Decommission three office buildings due to consolidation.

Institute cross-training and consistency of staff members. Reduce staff absenteeism to less than 2%. Maintain food service budget and provided catering for on- and off-site meetings, conferences, and seminars.

Publish an annual company travel/lodging guide for 350 branches across North America listing preferred vendors and special negotiated rates for select hotels.

Planned Disaster Recovery test, which included travel, food service, and clerical support for 200+ people.

Prior Positions with Grainger:

Lead Office Services Assistant - 1983 to 1984

Word Processing Coordinator - 1982 to 1983

Lead Word Processing Specialist - 1981 to 1982

Word Processing – 1980 to 1981

Special interests: my family, gardening, 2 dogs and a turtle, gardening, making greeting cards, quilting, sports

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