Office Administrative Assistant

SUMMARY

Ten years+ experience in Administrative and Office Manager positions

Excellent communication skills across all departments and functions including C-Levels, IT, HR, recruiting and vendors

Reliable, friendly and highly organized self-starter who is passionate about making an office run smoothly and feel taken care of

Office Manager Marchex 2010- Present

Manage/run office of 30+ employees; satellite office for public company (MCHX) headquartered in Seattle, WA.

Act as on-site representative for all corporate functions including HR, Recruiting, Security and IT

Provide general administrative assistance to C-Level Executives including calendar management, expense reports and travel planning

Primary liaison between NY office and Seattle headquarters for all office-related issues including new hires and terminations

Coordinate and manage office events and employee activities such as holiday parties, team events and corporate retreats

Order, stock and inventory all office and kitchen supplies within set budgets

Continually negotiate favorable rates with office vendors and suppliers

Liaison to building management, service providers, vendors and FedEx/UPS

Troubleshoot issues with office equipment (copier/fax/printers) and work with service providers/corporate IT as necessary to resolve issues

Created and implemented procedures for accidents, fires, or other emergencies

Act in place of recruiting to organize and host on-site interviews and ensure a positive and organized candidate experience

Conduct new hire orientations and integration/introduction into the office

Office Manager target software/Cegedim Dendrite 2006 - 2010

Oversaw the day to day operations of 50+ office staff

Provided administrative support to executive management team

Performed purchasing functions, including vendor selection, preparation of requisitions, invoicing and POs

Managed timekeeping system, expense reimbursement and reclassification of Amex expenses to ensure proper allocation to appropriate GL coding statements

Scheduled monthly management meetings and arranged/managed travel

Coordinated meetings, training and conference events

Prepared interoffice correspondence and memos

Assisted with planning for facility changes, including office layouts, furniture selection and placement

Monitored proper functioning of office equipment

Conducted periodic facility inspections ensuring proper, on-schedule maintenance and repairs

Sr. Administrative Assistant The Manhattan Club 2004 – 2005

Oversaw administrative staff and coordinated daily office administrative functions

Provided administrative support to Sr. Director

Supervised administrative staff of five with daily assignments

Maintained and updated database / department files

Provided monthly and weekly reports

Monitored and administered petty cash account

Conducted phone screening and scheduling of monthly management meeting

Responsible for all purchases related to administrative operation of the office

Administrative Assistant Haskel Trading, Inc. 2001 – 2004

Answered multiple phone lines, greet all visitors

Provided administrative support to office manager

Coordinated daily office administrative support and functions

Maintained and updated employee files / database

Maintained office supplies and vendor relations

Administrative Assistant Transel Elevator Inc. 1997 – 2001

Scheduled appointments, maintained calendar and made travel arrangements for employees

Maintained database of customers and addressed client complaints

Addressed correspondence from office to architects, general contractors and vendors

Filed permits with the NYC Department of Buildings

Maintained high volume of incoming calls, dispatched mechanics

Accounts Receivable- collections for client accounts. Generated monthly reports

SKILLS

Highly organized, dependable and great leadership skills

Proficient in Windows Professional, Microsoft Office Suite (Word, Excel, Outlook, Access, PowerPoint, Outlook)

Knowledge of Win fax, Fox/Oracle System, Salesforce, SharePoint, Total System, Thunderbird, Open Office

Excellent oral and written communications skills Speed writing, shorthand.

Strong client and vendor relations

Knowledge of OSHA Compliance, NYC, DHCR, HPD, DOB and ECB regulations

CPR/ AED Certification

PA Notary

EDUCATION

New York University, New York City, NY Management of Government Assistance Housing

Northampton Community College, Bethlehem, PA Legal Office Administrative Assistant, Associate in Applied Science

Degree

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