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Office Manager / Facility Coordinator

Milpitas, CA
October 30, 2018

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Rebecca Brophy

408-***-**** (Cell) Santa Clara, CA Summary

Executive Assistant / Office Manager with 20+ years experience supporting various levels of management including the Regional VP, Director of Sales, Senior Labor Manager and Senior HR Manager. I am detail oriented, am used to working in a fast paced environment, work well with others and work with confidential information. My experience includes being the point of contact for payroll, internally moving employees to/fr other titles, training new hires on the procedures of company policies, collecting / reassigning equipment, submitting and helping others with their expense reports, creating and updating spreadsheets and domestic travel arrangements.


● Detail Oriented, Self-Starter, Multitasker, and Quick Learner

● Proficient in Microsoft Office (Word, Excel, PowerPoint), Payroll Systems (ADP, elink, IMS), Expense-Invoice-Travel systems (Concur, Expensenet and PeopleSoft), 10 Key

● HR tracking of employee status of STD, LTD, LOA, FMLA, employee movement

● Juggle various projects with a sense of urgency and complete requests accurately and on time Professional Experience

DexYP, San Jose, CA June 1997 to December 2017

(Formerly Pacific Bell Yellow Pages, SBC Communications, AT&T Advertising, YP Holdings) Executive Assistant / Office Manager

Worked at this company for 20+ years while the company merged and changed hands several times. Management Support

● Supported the Regional VP, Executive Market Mgr, Director of Sales, Sr. Labor Manager & Sr. HR Mgr

● Maintained the departmental organization chart for the VP

● Worked quickly and efficiently, with minimal oversight, to accomplish assigned duties

● Worked with other sales offices to get the required information for meetings and conference calls

● Created and updated Excel spreadsheets, edited Word documents to make sure there weren't any errors, created and updated PowerPoint presentations

● Drafted meeting agendas, supplied materials and binders for meetings

● Answered and directed calls

● Responded to emails and instant messaging

● Organized files, faxed & scanned documents

● Prepared expense reports, reconciled corporate card charges, submitted invoices to Accounts Payable for payment via Concur, Expensenet and PeopleSoft

● Enforced established expense/travel related policies and procedures / Typed up new procedures as newer systems were introduced

● Made domestic travel arrangements for management meetings and new hires going to training. Payroll & Human Resources

● Input & Approved Payroll

● Kept up to date and accurate records for several offices of 80+ personnel

● Audited the records vs the payroll system to make sure both records were accurate

● Enforced established payroll related policies and procedures / Typed up new procedures as newer systems were introduced

● Processed internal paperwork for new hires, rehires, transfers, and terminations

● Updated weekly reports for the status of Short Term Disability / Long Term Disability cases, LOA, FMLA, and people that left the company

● Made sure personnel files were in compliance with company policies Office Manager / Facility Coordinator

● Daily office operations (incoming/outgoing mail, overnight delivery, maintenance requests, inventory of office supplies / breakroom supplies – ordered supplies as needed, ordered business cards)

● Responded to employee inquiries regarding payroll, timekeeping, and expenses

● Teamed with fellow co-workers to resolve issues and created new procedures to streamline processes

● Created and updated monthly reports including branch phone lists, the birthday calendar, contest flyers

● Employee incentive award purchasing, tracking and taxing of employees, purchasing/tracking of Customer Appreciation Gifts

● Greeted visitors and responded to telephone and in-person requests, was the go to person in the office

● Submitted tickets to fix office machines or maintenance problems

● Maintained, distributed, collected building access cards, parking cards, parking validation for customers

● Updated various systems such as MOBI, JIRA, MDR in regards to Equipment Inventory / Reassignment

● Set up New Hire cubicles

● Worked with the training department to set up lodging and order equipment for the new hires

● Helped train new hires on various procedures upon their return from training

● Helped with office moves

● Ordered food as necessary for meetings or incentives Pacific Bell Yellow Pages (contractor Kelly Temp Services), San Jose, CA March 1997 to June 1997 Administrative Assistant

● Manually submitted invoices for payment to Accounts Payable

● Reorganized their filing system

● Answered phones, took messages, directed calls

● Made copies, sent faxes, created & updated sales binders

● Updated the monthly sales newsletter

Emery Worldwide (contractor Kelly Temp Services), San Jose, CA November 1995 to February 1997 Administrative Assistant

● Supported the Area VP and other Area Managers (Quality Process Manager, Area Operations Manager, Area Human Resources Manager, Customer Automation Specialist, Area International Sales Manager) for day to day processes and procedures

● Prepared reports regarding the tracking incoming and outgoing packages at the various airports

● Data Entry

● Reorganized their filing system

● Answered phones, took messages, directed calls

● Made copies, sent faxes and handled incoming and outgoing correspondence

● Created and maintained spreadsheets using Excel

Kelly Temporary Services, San Francisco, CA June 1994 to November 1995 Data Entry / Administrative Assistant

● Various temp jobs as an administrative assistant thru Kelly Services o Managed reception area, greeted visitors, answered the phone o Served as central point of contact for all outside vendors needing to gain access to the building o Dispersed incoming mail to the correct recipients throughout the office o Made copies, sent faxes, handled incoming and outgoing correspondence o Organized files

● Data Entry Clerk at Kelly Services

o Data Entry – Input timecards as they were mailed in each week Education and Training May 1994

University of Redlands Bachelor’s Degree: Business Redlands, CA Awards - 1998 Council of Leaders clerical winner within one year of service.

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