Office Manager

PATRICK IVAN

Lynbrook, NY

Tel: 516-***-****

E-mail: *******.****.**@*****.***

Executive Summary

Focused, organized, solution-oriented Office Manager with 10+ years of managerial experience, successful in office

operations, process improvement and staff supervision. Remains calm and poised in high-pressure situations. Strong

time management and communication skills.

Core Qualifications

Complex problem solving

Staff supervision and training

Office operations management

Professional Experience

Office Manager – November 2014 to March 2015 (Temporary Assignment)

M3 Financial, Inc. – New York, NY

Single handedly managed all the administrative functions of a fast-paced financial firm specialized in the

marketing of fixed annuities that recently opened a new office in New York City. Activities included:

Recruited new personnel, generated and posted job ads, reviewed applications, conducted interviews and made

hiring recommendations.

Managed all onboarding activities for new hires including payroll/benefits account generation, workspace

assignment, IT setup, security ID configuration/office access, staff introduction and orientation session. Created,

maintained and updated personnel files. Served as the main point of contact for all new hires’ questions or

concerns.

Devised and implemented policies and procedures including the Company’s first Employee Handbook. Addressed

performance and professional conduct issues and provided guidance as required.

Maintained and updated the Company’s phone system. Most noteworthy was the recent transition from an

outdated on-site hosted configuration to a fully hosted solution provided by a new service provider.

Supervised all outsourced activities related to updating the Company’s website/database. Verified data on a daily

basis and interacted heavily with policy carriers to insure that the information provided was current at all times.

Provided IT trouble-shooting on an on-going basis. Purchased and implemented software as needed.

Generated sales/weekly activity reports using specialized applications and Excel in order to assist the Upper

Management with evaluating the Sales Team’s activity.

Insured proper functioning of all installations and equipment. Managed all repairs and renovations. Interacted frequently

with the building’s management and various contractors/suppliers. Supervised the facilities and cleaning personnel.

Coordinated the purchasing and installation of furniture and equipment. Designed a more efficient office layout to

accommodate the growing needs of the office.

Reviewed and approved all invoices related to office operations. Generated weekly expense reports. Negotiated rates

and prices with various vendors. Disputed invoices when necessary and requested credits/refunds.

Ordered office supplies and services with a focus on obtaining the highest quality products at the lowest possible prices.

Participated in weekly management meetings to analyze various administrative/operational/HR issues and generate

optimal solutions.

Acted as Executive Assistant. Scheduled meetings, maintained calendars, made travel arrangements, answered and

forwarded calls. Performed miscellaneous tasks as requires.

Organized events including training sessions, office parties and happy hours.

Office Manager – October 2013 to August 2014

FXFOWLE Architects – New York, NY

Managed all administrative and operational activities of an extremely busy office with a staff of over 150 and occupying

3 floors at the current location in NYC. The Firm also has a branch office in Washington, DC.

Recruited, trained, supervised and mentored the 11 members of the Administrative Staff with a focus on continuous

improvement. Addressed performance issues on an on-going basis and participated in yearly reviews of all direct

reports. Devised and implemented action plans for various projects. Assigned tasks and re-distributed workloads.

Provided coverage for all team members as necessary. Conducted weekly staff meetings to discuss the main activities

for the week in course, resolve staffing issues, encourage communication and maintain a friendly yet professional

atmosphere among the team members.

Interacted frequently with the Firm’s Partners, Accounting, HR and Marketing Departments. Participated in all weekly

Partners’ meetings to obtain insight into the Partners’ activities and schedules for the week in course and discuss

various issues involving the office.

Created and implemented policies and procedures that improved workflow and reduced overhead costs. Most notable

was the new Travel Policy that involved the Office Manager’s review and approval of all business travel requests and

required the use of a single travel agency for all employees. The new policy resulted in considerable travel costs

reductions and substantial improvement of travel operations. Revised the Office Policy Manual and the Administrative

Manual to reflect the newly adopted policies and procedures.

Supervised all aspects of facilities management on all three floors occupied by the Firm. Insured proper functioning of

all installations and equipment. Managed all repairs and renovations with a focus on work quality at the lowest possible

cost. Interacted frequently with the building’s management and various contractors/suppliers. Provided guidance and

supervised the activities of the facilities and housekeeping personnel. Managed the opening of a new office on the 9th

Floor of the same building, including renovation, furniture purchasing and security system installation.

Managed heavy volume of interoffice relocations due to frequent moves of personnel from one team to another. The

objective was to place members of various teams as close to each other as possible. Updated the seating plans

accordingly.

Responsible for office security activities and procedures, including updates and maintenance of the the security system,

assignment and removal of security passcodes and access card control. Served as the main point of contact for

authorities in case of security breaches. Trained and assisted all employees in the use of the security system.

Maintained and updated the Firms’ records database for onsite and offsite storage facilities and stored/retrieved records

as requested. Developed a new electronic record retrieval system in order to reduce paper usage and improve access

to stored materials.

Conducted onboarding activities for all new employees including workspace assignment and setup, security/safety

training and overview of the office’s policies, standards and procedures. Served as main point of contact for all new

hires’ questions or concerns.

Reviewed and approved all orders and invoices related to the office operations. Generated weekly expense reports and

identified cost reduction opportunities. Negotiated rates and prices with various vendors in an effort to reduce operating

costs. Disputed invoices when necessary and requested credits/refunds.

Participated in the Firm’s “Team Green” committee meetings to collect input on the office’s sustainability efforts and

implemented procedures accordingly.

Conducted safety training sessions and interacted with the NYC Fire Department to insure that all office conditions

conformed to the fire safety codes and regulations. Served as the office’s Fire Warden. Obtained an Aerosol

Supervision Certificate issued by the NYC Fire Department.

Scheduled and organized numerous office events including general office meetings, presentations and office parties

that frequently involved more than 100 participants. Negotiated and signed venue and catering contracts, coordinated

venue setups and supervised the activities of the catering staff and others.

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Office Manager - September 2004 to October 2013

LESLIE E ROBERTSON ASSOCIATES – New York, NY

Directed all office administrative functions, including recruitment, orientation, training, mentoring and day-to-day

management of 10+ person administrative staff. Reviewed and approved time sheets. Developed and implemented the

Administrative Department's first performance evaluation process.

Identified operational inefficiencies and implemented methods to remedy and optimize operations.

Monitored, controlled and adjusted budgets and schedules. Reduced and controlled expenses by maintaining constant

contact with contractors, suppliers and service agents.

Devised and implemented an innovative electronic document retrieval system for engineering and architectural

drawings, manual library and business documents that resulted in a transition from paper to electronic form, thereby

allowing for optimal document access and extensive reduction in paper usage.

Coordinated all activities for opening branch offices in Mumbai, Shanghai and Dubai. Extensive interaction with foreign

attorneys, accountants and business consultants; supervision of procedure implementation and development of foreign

office operations.

Managed multiple office expansions, renovations and relocations (mover selection, price negotiation, scope of services).

New office fit-outs, furniture purchasing and installation. Ensured proper installation and functioning of office equipment.

Applied for business and professional licenses in all 50 states. Applied for international business certifications with

various foreign embassies and government organizations.

Office Security including implementation and maintenance of state of the art security system. Staff background checks.

Set up and controlled employee office access. Security clearance applications. Extensive interaction with Federal and

local law enforcement agencies for crisis situations and highly confidential project developments.

Extensive travel arrangements to 6 continents for all the firm’s employees, including itinerary coordination, visa

applications and travel budget review and control.

Interaction with Accounting & Finance, project managers, Marketing and HR. Worked closely with the Partners for

business optimization and decision-making processes. Act as liaison between Partners and staff members. Made

radical improvements to the Office Policy Manual and procedures.

Managed all aspects of office facilities maintenance and control as well as office safety including Fire Warden.

OFFICE MANAGER/CHIEF PARALEGAL - May 2001 to September 2004

JACOB RABINOWITZ LLP – NEW YORK, NY

Recruited, trained, supervised and coordinated the activity of paralegals and administrative staff.

Prepared and filed legal documents including Summons and Complaints, Answers, Bills of Particulars, Motions, etc.

Precedent research.

Served legal documents.

Organized and executed an extensive court calendar.

Performed quarterly audits of client files.

Legal research, contact with clients, case follow-up and update.

Implemented, coordinated and managed customer database.

Prepared for trial by organizing case exhibits and evidence.

Devised and implemented a computerized billing, collection and document retrieval system.

Acted as court liaison between judges, court administration, attorneys, government agencies and clients.

Arranged all correspondence on behalf of the attorney.

Payroll coordination.

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LOGISTICS COORDINATOR/CUSTOMER SERVICE REPRESENTATIVE - September 1996 to May 2001

KIDS DISCOVER MAGAZINE – New York, NY

Reviewed new customer orders and requests and manually entered data into a centralized database.

Manually created shipments, assigned carriers and dispatched shipments.

Coordinated rush orders and changes.

Monitored shipments to guarantee on-time delivery.

Managed quality communication, customer support and product representation for each client.

Promptly responded to general inquiries from members, staff and customers.

Collection and check deposit/processing.

Assisted customers with product and delivery complaints.

Accurately logged all daily shipping and receiving orders.

Education

Bachelors of Business Administration - 2001

Baruch College – New York, NY

Major in Computer Information Systems

Minor in Finance

Skills

Proficient in Microsoft Office Suite including Excel, Word and Powerpoint

Deltek Vision

Lotus Notes

Photoshop, SketchUp, Adobe Bluebeam

Technical abilities and system savvy in general

General knowledge of HVAC, plumbing and electrical systems

Good handyman skills

Notary Public in New York State

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