EXECUTIVE ASSISTANT OFFICE MANAGEMENT
Energetic, adaptable and resourceful manager who is consistently recognized for exceeding expectations of colleagues and customers. Known for making order out of chaos because of exceptional interpersonal, problem-solving and communication skills that have an immediate impact. A highly motivated self-starter who takes the initiative to meet difficult challenges due to outstanding organizational and problem resolution skills. Calm under pressure and focused on providing the optimal customer experience. Key skills include:
AREAS OF EXPERTISE
All Aspects of Office Management
Expense and Budget Control
Highest Levels of Customer Service
Freight and Logistics
Analyzing Financial Reports
Sales Support and Reporting
Sawitz Store Fixture, Inc.; Office Administrator, Carlstadt, NJ 2015 – Pres.
Responsible for a variety of office management duties, such as: coordinating projects with vendors, customers and internal colleagues; logistics and shipping details with freight carriers and warehouse manager; invoicing and taxes using QuickBooks; credit card transactions; sales and purchase orders; airport security clearances for installation projects; plus meetings and travel plans for the owners of this custom design and installation company for airports, malls & hotels.
Saved thousands of dollars on freight, materials and follow up quotes due to diligent research and negotiating
Provided consistent oversight to ensure all jobs were done on time and under budget despite numerous setbacks
oEnsured all freight carriers had sufficient Certificates of Insurance to meet on-the-job building requirements
Compiled 3 Safety Data manuals into an online file to meet OSHA requirements, resulting in no fines or penalties
Coordinated 400+ major fixturing projects at Barnes & Noble, Belk, and Bed, Bath & Beyond from start to finish
oSupervised the packing and loading sequence for (9) nine 53’ trucks with fixtures delivered to 183 locations
Mercedes-Benz Financial Services; Employee Lease Administrator, Montvale, NJ 2013 – 2015
Responsible as a contractor for all administrative duties related to luxury car and SUV leases across the US, such as preparing Employee Lease contracts, odometer statements and state titles; validating leases to ensure program and policy compliance; and facilitating vehicle arrival timing and availability to match employee’s maturity date.
Exceeded all quotas for quick and accurate processing – received several accolades from colleagues for fast work
oResolved “hot line” issues quickly and within company guidelines
Mercedes-Benz USA; Administrator and Analyst, Montvale, NJ 2011 – 2013
Responsible for all Courtesy Vehicle Program (CVP) and Certified Pre-Owned (CPO) approvals. Handled all projects with a “forensic accounting” approach to make sure payments were appropriate and justified. Consistently resolved all high-impact customer and dealer “hot line” issues.
Delivered $1.3M in monthly CVP allowances for 100+ US dealers, always within company guidelines
oAudited CVP damaged vehicle inquires by analyzing and validating documentation provided by dealer
oChecked monthly cash/rate programs to confirm accurate payments to dealers and Mercedes-Benz Financial
Processed an average of $530K CVP/CPO Low Mileage Waiver warranty reimbursement payments each month
Validated and processed 100 weekly Guest Appreciation/Mercedes-Benz Club Certificates using the Market Support System (MSS) and VISTA IT mainframe system
oInitiated dealer training programs and processes using MSS to ensure company compliance
John K Sheetrock, Spackling & Painting, LLC; Finance and Marketing Manager, Montvale, NJ 2009 – 2011
Responsible on a part-time basis for all financial, administrative, record keeping and back office support for this thriving small business with customers and clients across northern New Jersey. Helped expand business portfolio to include windows, doors, molding and flooring projects.
Conceived and launched several successful advertising initiatives, including couponing, print advertising and vehicle branding that resulted in a 400-500% increase in gross annual revenue
Implemented automated processes (contracts, QuickBooks accounting and taxes) for more efficient operations
oManaged all financial aspects of the business, including bank relationships and tax preparation
NANCY KEARNS, Page 2
Decision Point Systems, Inc.; Sales Coordinator, Parsippany, NJ 2009
Responsible for supporting 10 members of the regional sales team and the Professional Services Group for this Motorola partner. Facilitated and managed accurate and timely entry of sales orders, purchase orders and invoices, plus verified inventory availability with vendors. Also managed the change order process and confirmed order shipments.
Motorola, Inc.; Administrator to Regional Sales Manager, Hackensack, NJ 2004 – 2009
Responsible for creating and maintaining daily sales and monthly backlog reports for senior management, coordinating travel arrangements, plus preparing expense reports, check requests and PowerPoint presentations for the department heads of Sales, Finance and Systems Engineering. Motorola bought the original company, Symbol Technologies, in 2008.
Saved $40K annually in office related expenses, including the implementation of a new telephone system
Revamped $500K demonstration product pool by formalizing equipment ordering, inventory and tracking
Organized 8 corporate-level meetings annually, from inception to implementation, including budget and logistics
Resolved issues relating to new hire setup/termination, employee benefits and expense reimbursement
Became a key member of the relocation committee to a new 30,000 sq. ft. office from Hackensack to Montvale
oConducted a demographic analysis to determine the financial and logistical advantages of the new space
oChose the décor, furniture and layout for the new conference rooms, offices, cubicles and IT servers
oSupervised the weekend move of files and equipment to the new office, resulting in no down time
Sharp Electronics Corp.; Executive Administrator to Vice President, Mahwah, NJ 1999 – 2003
Responsible for all administrative support for the VP of the Point of Sale Division and the 8 Regional Sales Managers. Also managed and processed monthly promotion programs, awards and marketing materials for all dealers across the US.
Created and edited PowerPoint presentations for weekly staff meetings and monthly management meetings
Facilitated the implementation and renewal of 600 dealer annual contracts on a rolling basis
Ingersoll-Rand Company; Executive Assistant to Director of Health/Environment, Woodcliff Lake, NJ 1999
Responsible on a contract basis for maintaining all safety and health assessment records for OSHA compliance, generating monthly capital expenditure reports for the Board of Directors, and coordinating Legal Department approvals for all sales lease and manufacturing contracts nationwide.
Streamlined the invoicing process for 20 manufacturing facilities by establishing uniform pay schedules and terms
Panasonic Corp.; Executive Assistant to Vice Pres. of Marketing, Secaucus, NJ 1990 – 1998
Responsible for support, correspondence and meeting schedules for the Broadcast and Television Division executive. Promoted from a prior position as Administrative Assistant to the National Credit Manager.
Supervised and motivated booth demonstrators and support staff at trade shows and sales meetings
Produced and distributed a legal guidelines manual for the 400-member Dealer Network
Pioneered a donations program to contribute broadcast equipment to schools and non-profit organizations
Recaptured $100K to the company by reconciling and upgrading the national UPS account
oReduced divisional cash discrepancies by $50K, leading to accurate disbursements and fewer credit issues
EDUCATION, HONORS AND TECHNICAL SKILLS
The Berkeley School – Professional Executive Assistant (Dean’s List) West Paterson, NJ
Associate in Applied Science
Proficient in several software packages:
Microsoft Office Suite – Word, Excel, PowerPoint, Outlook
Order Entry and Purchasing – MAS 200
Finance/Accounting – SAP System 4.6, QuickBooks, Various Travel/Expense Reporting Systems
Other Software – Rumba/Vista, Carfax, Lemans (automobile VIN), Netstar, Market Support System (MSS)