Office Manager
Resume:
THEODORE GRANT
Cell 646-***-****
*************@*****.***
Brooklyn, NewYork11226
PROFESSIONAL SUMMARY
Energetic and self-motivated tech savvy experienced professional, who has provided high quality service within the finance industry. I’m a positive poised individual who pays keen attention to detail. I take initiative and manage tasks seamlessly. I pride myself on being an enthusiastic team builder/player who possesses strong communication and organizational skills.
EXPERIENCE
Chadbourne & Parke, LLP Oct 2012 – Present
Facilities Site Manager (GLC Outsourced employee)
Manage mailroom, copy center, reception personnel and hospitality.
Ensure that all mail is distributed to the appropriate personnel/departments.
Assist administrative personnel with preparing marketing material for prospective clients. Quality checks all material before returning them back to the administrative staff for internal/external mailings.
Coordinate relief for receptionist during lunch, interval breaks and days off.
Monitor staff PTO Days; conduct employee performance evaluations which are associated with annual merit pay increases.
Review existing procedures and implement additional maintenance processes, develop a standard practice for installation, repair and daily maintenance of all office furniture and office equipment which includes printers, copiers, fax machines, monthly HVAC, lighting, painters, plumbing etc.
Manage outside courier services, process purchase orders to ensure contract service level agreements and key performance indicators are met for N.Y., D.C. and L.A. Offices. (FedEx, USPS, Quality Messenger Services)
Review and approve all facilities related invoices.
Assist with developing the department budget and cost efficiency programs; implement control processes for various divisions and ensure charge backs to the various departments using internal client matter numbers.
Optimize business accounts in the following areas: Messenger Service, Car Service, and UPS/FedEx (supervise all incoming and outgoing shipments and overnight deliveries domestic/international), Travel Services (Sabre System/AMEX), Office/Pantry Supplies, Furniture, Catering, and Carting Services.
Serve as liaison between office and building management to resolve any issues on the premises. All building requests are monitored and documented through work speed/MS Outlook.
Coordinate internal/external office moves, update office floor plans and phone lists. (Aperture/VISIO/Excel)
Partner with HR personnel with new hire setup, issue identification cards along with the necessary logistics; also responsible for retrieving I.T. related logistics and identification cards from departing employees.
Manage weekly shredding of confidential documents and archiving of records on/off site using legal key.
Submit the following reports on a monthly/weekly basis: Meter Reads/Copier Usage Report/Monthly Billing for the N.Y., D.C. and L.A. Offices, Staff Head Count.
As of August 15, 2014 I assisted the Manager of Operations with moving the company to their new location. (30 Rockefeller Plaza to 1301 Avenue of the Americas)
Sourced new vendors for our copier needs as well as cost recovery software for the copiers. Which are used in the following offices: N.Y., D.C., and L.A.
KPMG Dec 2010 – September 2012
Senior Office Services Representative
Responsible for the maintenance and compliance of office standards for the mailrooms, kitchens, pantries and common areas throughout the firm.
Cross trained new/existing staff on reception and office services procedures.
Ordered office/pantry supplies.
Negotiated/managed contracts with UPS, Federal Express and Urban Express (messenger) Iron Mountain.
Supervised/coordinated all mailroom/reproduction services such as, metered mail, mass mailings, distribution of all mail.
Served as liaison between office and building management for cleaning services and HVAC issues.
Managed and schedule calendar for videoconferences.(AV setup)
Maintained database of security access cards for new hires/existing employees/vendors.
Coordinated office space planning for new hires and visiting guests, as well as internal office moves.
Managed records scanning/archiving/disposal with Iron Mountain.
ATTICUS CAPITAL, LP, Global Hedge Fund, New York, NY Feb 2008 – Dec 2010
Facilities Coordinator/Mailroom Manager (position was phased out due to company downsizing)
Managed general office operations such as HVAC maintenance, security camera systems, access cards and American Express Travel arrangements (domestic/international).
Negotiated and managed office equipment contracts to ensure that service agreements for copiers, printers and fax machines were in place.
Managed and sourced vendors for office/kitchen pantry supplies, company letter head/business cards and document destruction.
Served as primary contact with property manager for general maintenance, repairs, evening/weekend security during special projects or construction, plumbing and freight deliveries. Also served as Fire Warden.
Implemented procedures in which confidential documents were stored on and off site.
Reconciled all facilities and office services related invoices with the A/P Department.
Partnered with hospitality staff to ensure that breakfast and lunch was ordered daily and catered meetings, as well as meticulously maintaining cleanliness of conference rooms, kitchens and all common areas.
Worked with both Human Resources and IT Dept. in preparing logistics for all new hires, as well as departing employees.
Managed all mailroom functions which included: sorting and distributing all incoming/outgoing mail and couriered packages. Prepared certified mail with return receipts for the Accounting Dept. affixed proper postage to all outgoing mail, photo copying, GBC & Velo binding, and mass mailings.
Managed Pitney Bowes postage account to ensure that sufficient postage was available for office use.
Coordinated internal/external office and departmental moves, read floor plans to utilize office space to its maximum capacity.
Updated office floor plans, phone list to company shared drive. Also maintained office communication with management teams regarding office needs.
Managed the firm’s shipping needs by providing consistent quality customer service and by lowering expenses by 30%.
AXIUM INTERNATIONAL, Payroll and Accounting Service, New York, NY Dec 2005 – Feb 2008
Facilities/Office Manager (company filed chapter 11 and are no longer in business)
Managed office operations including HVAC, electrical, plumbing and Nortel phone systems. Purchased additional phone lines with MCI as needed.
Supervised mailroom, reception, messengers and support staff. Approved time sheets, tracked vacation, and paid time off, as well as provided quarterly and annual performance reviews.
Assisted with new hire orientation and training (permanent and temporary).
Primary contact between office and building management for all office needs.
Implemented new policies and procedures for storage of confidential documents, records maintenance, and other clerical services. (Record retention with CitiStorage)
Coordinated office moves with department heads.
Maintained, update security access card database for new and terminated employees. (Diebold)
Coordinated conference room calendar. Responsible for conference room set up and maintenance of A/V equipment.
Ordered office and kitchen pantry supplies.
Processed all facilities related bills to accounts payable for payment.
ANDOR CAPITAL MANAGEMENT, LLC, Global Hedge Fund, New York, NY Sept 2001 – Aug 2004
Facilities/Help Desk Manager (company went out of business)
Worked closely with department managers to determine current and future needs, and/or, identify solutions for: space requirements, furniture and storage.
Managed facilities and office services in line with corporate policies and guidelines.
Ensured office compliance as it pertained to fire safety and other regulations (i.e., OSHA regulations. (NY and CT offices)
Managed and reviewed contracts, contractors and vendors for supply of goods and services
Managed IT assets including purchasing, registration, records, movement, transfers and disposal.
Logged and delegated all help desk calls to the appropriate personnel.
Coordinated PC logistics for new hires and assisted IT staff after hours with various software upgrades.
Supported logistics for corporate events.
Acted as liaison with landlord on lease and building services related matters, such as security, fire drills, building maintenance, etc.
Scheduled and prepared videoconferences, as well as maintained A/V equipment.
Approved and submitted all facilities related invoices for payment.
Prepared office space for new hires, and visiting guests from regional offices, as well as coordinated interoffice moves.
Scheduled preventative maintenance for gym equipment
Assisted executive assistants with marketing materials mass mailing.
Served as Fire Warden for the NY office.
INVESCO NY, INC., Global Investment Management Firm, New York, NY Jul 1991 – Jan 2000
Assistant Facilities/Mailroom Manager (resigned after 10 years of service)
Managed the day-to-day facilities operations which included lighting, electrical, HVAC, furniture installations, repairs, moves, budgeting, invoice payments and security.
Managed vendors for various services; reviewed and approved invoices, as well as managed budgets as delegated by the Director of Facilities or Chief of Security.
Oversaw all facilities related costs to ensure that all expenses were processed accurately and in a timely fashion in conjunction with firm financial period-end dates.
Served as liaison with property management for all building related issues which included, building system shutdowns, etc.
Communicated with partners and all employees assigned to this facility regarding any facility related issues.
Managed the telephone system, office equipment and supplies inventory.
Supervised mailroom staff.
SKILLS
MS Office Suite DocuColor 6060 Neo Post IJ75 CLC 4000, 5000, 5100
Heat Ricoh 1075, 1060 Paragon Canon Image Runner
Xerox 5100A, 1090 Toshiba 280, 480 UPS Online System Visio/Aperture
Xerox Docutec 490, 480, 4110 Pitney Bowes 6100 FedEx Online Adobe Acrobat Reader
CERTIFICATIONS
A+ PC Technician Certification from NOVAX Technology Center – April 1998
HVAC Certification, Bronx Community College – June 2004
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