Office Customer Service

KATHERINE A. SIWEK

**** **** ***** **** ****, JACKSONVILLE BEACH, FLORIDA 32250

904-***-**** ********@***.***

Profile

Experienced Office Management professional offering comprehensive office management skills and proficiency in Microsoft Office programs. Strong planner and problem solver who readily adapts to change, works independently and exceeds expectations. Able to manage multiple priorities and meet tight deadlines without compromising quality. True professional with focus on customer service coupled with management of human resources, and vendor management skill sets.

Experience

Office Manager April 2015 – June 2018

Mattamy Homes 7800 Belfort Parkway, Jacksonville, Florida 32256

Provided executive support to entire team at the Jacksonville corporate office as well as sales offices.

Highlights:

Oversaw all aspects of general office coordination

Answered telephones and direct to appropriate team member/department

Greeted and directed visitors to office

Received, sorted and forwarded all mail and deliveries

Coordinated and prepared all shipments via FedEx, USPS, UPS. Maintained postage meter, including ordering supplies and postage.

Research, price out, order and receive all office supplies, furniture, equipment and kitchen supplies

Maintained all communal office areas in an organized fashion

Maintained accounting files for both onsite and the off-site storage facility

Arranged for maintenance and repair of all office equipment including cell phones, laptops, iPads, SurfacePro tablets, and copiers

Distributed and reviewed New Hire packages; including I-4 forms

Coordinated with Human Resources for onboarding all new employees.

Ordered, set-up and distributed all relevant electronic equipment, name tags, business cards and appropriate keys

Managed all local devices and preformed troubleshooting and repairs as needed

Maintained and updated physical phone system within the office

Provided assistance to all team members for special projects

Coordinated conference room schedules

Developed, maintained and distributed reports

Assisted with Accounts Payable by creating spreadsheets for multiple utilities vendors and confirmed transfer of account when sale was complete

Updated notes in enterprise operating system, JDE

Coordinated travel, meetings and catering

Assisted Marketing Team with establishing phone and internet connections at Sales Centers. Maintained and updated collateral needed by Sales Team

Coordinated for Special Projects as assigned

Administrative Assistant II November 2012 – November 2014

RS&H, Inc. 10748 Deerwood Park Boulevard, Jacksonville, Florida 32256

Provided support and assistance to vice president and senior team members of the Transportation and Infrastructure practice. Processed and managed contracts between firm and clients as well as firm and sub-contractors.

Highlights:

Prepared contracts and Statements of Work for clients and sub-contractors.

Managed database for local and state projects.

Organized and streamlined contract processes.

Conducted weekly analysis of staff utilization to ensure our spend to services was in line from a budget perspective.

Prepared and maintained financial reports for team members and clients for ongoing projects.

Assisted in preparation of proposals and documentation.

Compiled resume information for client proposals.

Received excellent marks on performance reviews, with citations for excellence in areas including work volume, accuracy and quality; ability to learn and master new concepts; positive work ethic; and commitment to providing unsurpassed service.

Provided assistance to all team members in relation to Project Management software, Deltek.

Annual events support.

Responsible for logistics associated with weekly, quarterly, and annual meetings for executives and project teams.

Devised and implemented processes to increase efficiencies and effectiveness of support staff.

Organized and maintained project data.

Analyzed company data from all offices to ensure team members utilization maintained or exceeded company expectations.

Operated as a liaison for team members with accounting and legal personnel.

Reviewed proposals and communications for all team members.

Provided computer assistance to team members; including formatting and template preparation.

Preparation of client hand-outs and reports.

Office Manager 2000 – 2011

Florida Women’s Center 3599 University Boulevard S., Jacksonville, Florida 32216

Provided management oversight for staff and medical processes inclusive of the registration and scheduling processes. Provided excellent customer service coupled with problem solving, timely follow up, assisting in answering phones and scheduling appointments. Managed all vendor contracts, invoices and interaction with bookkeeping. Managed the overall Practice compliance program to ensure proper processes and regulatory guidelines were in line with federal, state, and local standards.

Highlights:

Managed payments for services, balancing day-sheets, deposits for business with over $1 million in annual revenue.

Maintained patient charts in accordance with HIPPA guidelines for 3000+ new/returning patients per year.

Conduct and administer fiscal operations, including accounting, planning budgets, authorizing expenditures, establishing rates for services, and coordinating financial reporting.

Managed accounts payables and receivables.

Communicated effectively with multiple doctors to plan procedure schedules and prepare for patients. Established strong relationships to gain support and effectively achieve results.

Entrusted to manage office in the doctor’s absence. Provided timely, courteous and knowledgeable response to information requests; screened and transferred calls.

Developed comprehensive training manual that enabled faster ramp-up for support staff.

Develop instructional materials and conduct in-service and community-based educational programs.

HR responsibilities including compilation of resumes, conducting interviews of potential new employees and completing new hire process.

Excellent marks on performance reviews.

Provided comprehensive counseling for patients prior to scheduled procedures.

Maintain appropriate licenses for office and physicians.

Inventory maintenance and ordering medical and office supplies.

Prepare activity reports to inform management of the status and implementation plans of programs, services, and quality initiatives.

Develop and implement organizational policies and procedures for the facility and medical unit.

Inspect facilities and recommend building or equipment modifications to ensure emergency readiness and compliance to access, safety and sanitation regulations. Maintain all facilities functions.

Administrative Assistant 1999 - 2000

Walter Dickinson Real Estate 32256

Performed administrative and office support activities for multiple real estate agents. Duties included fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing. Processed new clients in databases as well other vital statics that were needed in regard to the client record keeping. Prepared mailing lists, labels and managed postage and outgoing mail.

Highlights:

Assisted 20+ agents in a commercial real estate office

Greeting clients and assisting with their needs during meetings

Answering multi-lined phones, assessing caller need and delivering to appropriate agent

Typing real estate contracts and correspondence for all agents

Maintaining office supplies and inventory

Managing daily mail, both incoming and outgoing

Addressing priority/overnight mail for UPS/FEDEX shipments

Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.

Make copies of correspondence and other printed material.

Learn to operate new office technologies as they are developed and implemented.

Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

Skills

Office Skills:

Office Management

Records Management

Database Administration

Professional Office Procedures

Finance for the Non-Financial Manager

Communication Skills for Executive Assistant

Spreadsheets/Reports

Event Management

Calendaring

Communication Skills for Executive Assistants

Project Management for Executive Assistants

Computer Skills:

MS Word

MS Excel

MS PowerPoint

MS Outlook

MS Access

Windows

Education

University of Louisville, Louisville, Kentucky

January 1996 Bachelor of Science - Sociology

References available upon request

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