Office/Project Manager
Resume:
SARAH S. MOORE
*********@*****.***
SUMMARY:
A proven professional with a record of prioritizing and completing projects on-time while multitasking with date-to-date responsibilities. Manages office policies and procedures, procurement, project management, front office activities, and coordinates other related services. Supports company operations by maintaining office systems and supervising staff. Provides marketing assistance by organizing market research, arranging promotional events, assessing the results of a marketing campaign, assisting the manager in writing reports and analyzing data, and helping to drive online traffic with web-related campaigns and communicating with clients. Manage and coordinate offsite office construction and protection, equipment maintenance, and installation of software. Ensures performance results, meets or exceeds established service levels, and contributed to the Division’s cost effective management of the operations expense budget and capital expense budget with focus on expense reduction, overtime, on-call, fleet usage, tools and supplies, cell phone usage, and other miscellaneous expenses. Evaluate situational occurrences using alternative analysis, innovation, and good judgment to make effective decisions. Plan and implement office and building moves, layouts, and equipment procurement. Facilitate both the strategic planning and day-to-day office and building operations, including contract management, building and grounds maintenance.
EXPERIENCE:
(Contracting Assignments – 2013 to Present)
PA Virtual Charter School (Contemporary Staffing)
Project Manager (Contractor) – March 2015 – August 2015
Provided training and support to CEO staff, and worked independently on various projects, while multi-tasking on assigned projects.
Effectively interacted with Board representatives, Teachers and Senior Level Executive staff.
Researched and gathered data and complied various PDE reports for Annual Reporting and Charter Renewal.
Wrote school policies and office procedures, edited and proofread documents, reports and proposals.
Attended Executive and Senior Leadership meetings and served as support for the CEO.
Complied federal and state reporting requirements and monitored compliance reporting requirements to local, state and federal agencies.
Assisted CEO Team with creating policies and procedures as requested, and managed Board Policies.
Assisted in the creation of departmental goals, and organized and led department team meetings.
TEVA Pharmaceuticals (Dubin Group)
Project Coordinator (Contractor) – April 2014 to March 2015
Proactively manages calendar, including complex Global and Domestic executive level meetings (both internal & external). Liaison with IT, Catering and Conference support services to ensure meetings are appropriately supported.
Maintains professional relationships with key stakeholders of the company’s constituencies; Communicates frequently across the organization, liaising with other stakeholders (i.e. Corporate Communications) to disseminate timely and accurate information on behalf of executive.
Manages expense reporting and other invoice and purchasing needs on behalf of Global VP.
Draft correspondence and other materials on behalf of the Global VP of Human Resources, and make interpretations and recommendations as appropriate. Duties are highly confidential and require comprehensive knowledge of office policies, procedures and operations.
Recommends process improvements where applicable and anticipate needs and independently develop and implement solutions to issues.
Schedule phone interviews, onsite interviews, and international interviews for all departments
Conduct basic phone screens and reference checks on candidates.
Review resumes for appropriateness of skill, experience and knowledge in relation to position requirements.
Maintain accurate and well-ordered documentation on all candidates in the applicant tracking system (iCIMS) to track recruitment process.
Work autonomously, including the ability to manage executive office in the absence of senior executive with limited direction.
Exelon Corporation (Teksystems)
Project Coordinator/Team Leader (Contractor) – October 2013 to April 2014
Provided high level assistance to project members and senior leaders to ensure projects were carried out as planned through data compilation, base-level analysis, report generation and project tracking and communication. Drafted reports that included schedules, tasks, deliverables and budget. Compiled metrics relating to IT project success and risks.
Integrated project data for decision makers. Administered and maintained project management software and tools. Organized and published project related documentation in various sources.
Tracked costs and performance, service levels and other metrics required to ensure project goals and objectives were met.
Coordinated project planning meetings and team events by coordinating and providing logistical input.
Participated in special projects, gathered research and generated reports as needed. Advised project participants on timelines and completion dates.
Defined the project management process to be applied to the project, selected team members and cross-trained on the functional aspects of the project.
Prepared project plan and obtained management approval of the project plan.
Assured that all team members understood their roles and accepted their responsibilities.
Tracked and reported on progress to plan, and analyzed the actual performance against the plan and made adjustments consistent with plan objectives.
Informed all stakeholders on progress and issues.
Coordinated management and technical decisions for the project schedulers.
Resolved conflict and interfaced problems within the project, and provided input on the performance of project team members to supervisor.
Received and followed through on all queries ensuring a response was supplied in a timely manner.
Communicated client needs, expectations, concerns and opportunities to the business through regular reporting to leadership.
Attend project kick-off meetings and other teleconferences, as needed, providing support during start-up.
Strengthened client relationships, facilitated workshops and client education programs, established and maintained client standards.
Global Resources (Randstad Staffing and Recruiting)
Operations Coordinator (Contractor) – April 2013 to July 2013
Managed the overall front office duties, including the reception area, mail, coordinating office services and coordinating client, vendor and employee meetings.
Coordinated and prepared for meetings and conference calls, including arrangements of logistics, meeting space, communications and catering for team management, performed administrative tasks including preparing and tracking of expense reports. Assisted in preparation of presentations, correspondence, proofread business communications, documents, and special projects as-needed.
Researched problems for consultants and provided successful outcomes. Planned, organized and secured necessary resources and services for meetings and conferences.
Regional Office Coordinator - May 2012 to November 2012
MUSCULAR DYSTROPHY ASSOCIATION, a nonprofit health agency dedicated to curing muscular dystrophy, ALS and related diseases by funding worldwide research:
Maintained office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Designed and implemented office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
Built a high performance team; hired and retained the right talent in the right roles; sets goals, delegated work, and held reports accountable; developed and empowered direct reports to make decision and take action. Demonstrated Company’s values, maintained a positive open demeanor, and encouraged different points of view, moved team forward through change; provided timely information; communicated context for business decisions, and recognized accomplishments, fostering teamwork and collaboration.
Completed operational requirements by scheduling and assigning employees; following up on work results.
Maintained office staff by recruiting, selecting, orienting, and training employees. Maintained office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
Coordinated financial accounting and reporting procedures for the Region, and helped senior leadership engage in budgeting activities by evaluating current versus historical data and providing recommendations for improvements in nonperforming segments.
Provided a wide and comprehensive understanding of organizational programs and procedures for the administrative staff, developed solutions to a variety of complex issues that were assigned.
Prepared the monthly and quarterly financial reports, monthly and quarterly dash boards, verified source documents for accuracy, completeness and authorization, located discrepancies and reconciled bank accounts.
Accomplished staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counseling, and disciplining employees; initiating, coordinating, and enforcing systems, policies, and procedures.
Office Administrator - October 2001 to May 2012
PM SOLUTIONS, a project management firm helping organizations execute, govern, and measure their portfolios to improve business performance:
Administrative Coordination &Fulfillment
Managed and coordinated the Administrative Support Program – received department requests, delegate tasks, and communicated status of projects to requesting departments.
Provided program support to; Executive Management, Professional Development, Professional Services, Sales, Marketing, Human Resources and clients.
Managed and tracked campaigns from lead capture to close using Salesforce.com. Made decisions about where to invest and show the impact of our marketing activities by qualifying leads.
Performed monthly maintenance checks on CRM records for database integrity, purge duplicates, check for consistent spelling, delete dead leads, and enter new data from meetings, tradeshows and client requests.
Ensured lead data was clean and current with Data.com. Pulled targeted lists for marketing campaigns, fill in missing fields to make incomplete contacts instantly actionable, and flagged duplicate and dead records.
Managed reports when requested by Sales and Marketing teams.
Completed special projects and events by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results, improved program and service quality by devising new applications; updating procedures; evaluating system results with users. Oversaw projects to ensure that activities were carried out in accordance with established specifications, schedules and budgets. Provided communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices.
Met with team members on a regular basis to review project status and plan future actions.
Solved problems that occurred, managed the production and execution of company-wide events, and managed all negotiated contracts with food and hotel vendors.
Facilities Management
Effectively directed and scheduled building maintenance staff.
Managed vendor relations and building contract services including, but not limited to, utilities, cleaning and general building supplies.
Managed the hiring process of the team, professional development within the team, communication with staff members, performance reviews and personal responsibility for the Facility team.
Inspected building and property grounds to check for and flag maintenance issues. Reported any problems that violated building safety.
Coordinated any repairs for broken fixtures and equipment, coordinated building deliveries, monitored rodent and insect exterminations, and assigned duties to housekeeping personnel. Directed the maintenance of the buildings’ plumbing systems, electrical systems, computer networks, alarm systems, landscaping and parking areas.
Oversaw incoming and outgoing shipments from loading dock area, tracked lost or missing packages and managed the inventory for the distribution of keys, furniture and space, and handled audio and visual equipment requests for meeting rooms.
Coordinated safety and by ensuring plans were in order for the facility, emergency response plans, compliance with all local regulatory requirements, function as the after- hours contact for property management, and trained on office emergency procedures.
Managed space planning and implementation of new workstation requirements and office furniture moves.
Maintained effective administrative and managerial relationships with building tenants and ensured that requests were responded to in a timely fashion.
Developed effective and attainable work programs, coordinated fleet and facility maintenance programs.
Managed and directed the operations of supervisors and their assigned workers, and supervised shop operations including a variety of scheduled equipment set-up activities, preventive and routine maintenance activities.
Prepared budgets and work scopes for contracted maintenance activities, and accounts payable function.
Project Management Coordination
Led projects from initiation/planning through the execution and delivery concluding with project transition and close, ensuring a successful project.
Developed and maintained effective working relationships with team members, client stakeholders, and peers.
Communicated the plan, roles, constraints, milestones, and critical path to all team members and project stakeholders.
Applied standard project management and delivery methodology and project tracking standards in order to build effective plans and deliver quality solutions.
Led project team status meetings to ensure the project milestones were met and tracked.
Acted as a shared point of contact between internal and external stakeholders, and proactively and timely coordinated and communicated project activities to all involved parties.
Built and maintained positive professional relationships and functioned as the change agent for clients.
Managed all resources when project turnaround situations occurred. Lead cross-functional team resolutions to mitigate project risks and issues.
Provided timely and constructive performance feedback regarding resources assigned to projects.
Contract Management
Served as the Contract Administrator for associates, clients and vendors.
Managed the preparation and revision of contracts that involved the Company’s services.
Handled the acquisition, distribution, and store of equipment and supplies.
Assisted with proposal planning and administration of contracts.
Prepared contract briefs and revisions summarized contractual requirements and budgets.
Tracked authorizations and correspondence, and maintained detailed and organized files.
Prepared contract change notices, monitor contractor performance, including the reporting and status of contractor and owner deliverables.
Maintained an audit file for each contract which included original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules and disseminated information to appropriate employees regarding contract status.
Facilitated contractor meetings. Ensured that contractor was compliant with legal requirements, owner specifications and government regulations. Performed closing activities as needed and tracked payments and deadlines.
Analyzed and mitigated risk.
HR/Recruiting Coordination
Maintained working knowledge of HR’s database software tool.
Called perspective employees to brief them on the pre-employment process and to get their skills information.
Posted open positions to job search websites and compile candidate responses and resumes.
Formatted consultant resumes for submission to clients, and updated associate resumes and posted to the HR database software tool.
Responsible for scheduling all senior level interviews including travel and hotel accommodations when necessary, and maintained reports for relocation program.
Identified and managed training and development needs for employees using PeopleSoft, and implemented human resources policies and procedures. Delivered detailed reporting information for use by Senior Management.
Planned and conducted new employee orientation. Coordinated employee safety, welfare and wellness, and maintained knowledge of legal requirements and government reporting regulations affecting HR functions.
Additional Experience:
Office Manager – Load Buster, Inc. - November 2000 to October 2001
Executive Assistant – AXA Financial - February 1997 to November 2000
EDUCATION AND TRAINING
B.A., Emergency Management and Disaster, American Public University – 2013
MBA, Project Management, Capella University - 2016
State of Pennsylvania Certified, Domestic Abuse Counselor
State of Pennsylvania Notary Public
SKILLS
Bullhorn HR Tracking System
Microsoft Office 2010
SalesForce.com
Visio
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