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Office Manager, Project management, Executive Assistant

Location:
Piscataway Township, New Jersey, 08854, United States
Posted:
October 14, 2016

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Resume:

DEIRDRE JONES

*** ***** *** *****

Piscataway, NJ 08854

Mobile: 732-***-****

E-mail: acw1s4@r.postjobfree.com

Objective:

Obtain a position with a market leader that utilizes my administrative, finance, computer, management and organizational skills.

Professional Summary:

Experienced administrator/innovator leading direct reports as well as cross-functional teams, determining and documenting processing requirements. Proven ability to manage account relationships and medium- to large-scale projects. Confident presenting pertinent information to senior management, representing senior management in discussions, and meeting with clients and vendors.

Skills:

Word, advanced Excel skills, Ariba, Xign, Oracle, Clarity, MP2, GSMLS, QuickBooks, Middlesex County MLS and Comparable Market Analysis.

Experience:

Plainfield Municipal Utilities Authority 2012- Present

Plainfield, NJ

Executive Assistant

● Right hand to the Executive Director of Daniel Williamson, Esq., implementing office policies and procedures, as well as and tracking schedules for 3 other Executives;

● Attend all Board Meetings with The Mayor, Commissioners and other Assembly and Councilmen of the Town of Plainfield; Attend Committee Meetings and record the minutes

● Coordinate and schedule all in-house training sessions and the necessary handout materials

● Plan and organize all Board Meetings and other conference functions, including the catering;

● Scheduled and coordinate the monthly receipt of information for the Board Packets and the dispatching of the Board packets to the PMUA Commissioners; orchestrate all in-house training sessions and the necessary handout materials;

● Designed pivot tables in Excel to more effectively monitor the Overtime Management in all departments;

● Restructured the Filing System at Headquarters; and

● In constant and direct contact with all Commissioners and Chairman of the Board of Commissioners.

MetLife 2009–2012

Somerset, NJ

Expense Manager - Investments IT Group

● Forecast annual expenses for the Investment IT Group and accrue cost from projects using advanced Excel skills and macros;

● Coordinate monthly meetings with 15 Project Managers to provide actual cost, using Excel and Clarity;

● Compare all Statement of Work to Company guidelines and request vendors to implement changes when required; Ensure all invoicing is based on T & M or fixed fee basis in relation to statement of work;

● Enter and process all invoices, software requests, Contracted Services and ASP Hosting requests in Ariba and tracked in Excel and Oracle; and assisted project managers in Clarity;

● Verified time worked for more than 150 consultants from Onshore and Offshore resources, monthly;

● Track cost for projects in Oracle, Provided trends to Project Managers and VPs based pivot tables I designed

● Approve all invoicing for Investment IT Group in Xign;

● Enter and process all PO requests for onshore and offshore vendors in Ariba;

● Lead trainer for offshore team on purchase order request entries and procedures listed above;

● Develop statement of process for 4 types of invoices, 6 types of purchase order requests, software requests, Contracted Services and ASP Hosting;

● Track all consultants employed within the Investment IT Department in Excel; provide monthly pivots to VPs and the CIO monthly;

● Work closely with Chief Investment Officer, 5 Vice Presidents, 5 Assistant Vice Presidents and 15 Project

Managers within the Investment IT Group;

● Provide monthly and ad hoc reports to Chief Investment Officer and Vice Presidents as required; and

● Instrumental in the successful completion of 8 high profile projects.

Keller Williams 2003 – 2009

Metuchen, NJ

Sales Agent, Real Estate/Property Management

● Listed and sold real property throughout New Jersey

● In-take of documentation for Loan processing for Mortgage companies and brokers;

● Managed 1 commercial building and 2 multifamily buildings – total of 26 units;

● Coordinated all maintenance work; Negotiated maintenance contracts;

● Collected and accounted for rents and maintained high occupancy using an Excel spreadsheet;

● In charge of all advertising and marketing (Harmon Homes and Land & Estates);

● Published on cover of Homes & Estates and Source magazines;

● Updated Landlord on property inspections performed;

● Liaison between Landlord and Tenant;

● Handled all late notices and evictions;

● Performed monthly rent reconciliations provided to building owners, using Excel and QuickBooks;

● Consistently provided quality customer service and maintained strong customer relations.

Buckman Architectural Group 1999 – 2003

Kenilworth, NJ

Office Manager

● Coordinated, prepared and reviewed proposals with project manager; dealt directly with vendors;

● In charge of Payroll, Accounts Payable and Accounts Receivable, Excel and QuickBooks;

● Provided support for projects from development through construction;

● Planned and organized all meetings;

● Scheduled delivery of supplies;

● Prepared client invoices based on contractual agreements and/or proposals;

● Performed monthly bank reconciliations with QuickBooks; and

● Solely responsible for billing an average of $90,000.00 monthly with QuickBooks.

TAD Leafstone / American Ref-Fuel 1997 – 1999

Newark, NJ

Office Manager

● Extensive input and editing in Excel, Word and MP2 database;

● Coordinated individual and group travel arrangements and maintained expense reports;

● Instrumental in accurately recording vendor hours and reconciled vendor accounts;

● Organized various meetings, quarterly luncheons and dinners;

● Ordered office equipment, handled payment records, leases and repairs; and

● Created and executed a comprehensive filing system for Maintenance, Planning and Engineering Departments.

Education:

Jersey City State College

Business Administration – 1988

Key Accomplishments

Restructured the Resolution filing system

Handled the job responsibilities of Record Retention Manager for 3 months and the responsibilities of a full time administrative secretary for 4 months, all the while maintaining my Executive Assistant duties

Within my first 3 months with MetLife, I saved the Production Management Group $25,000

Vendor calculation of days worked was off, the revision request of the SOW saved Application Development group $495,204 between 2 projects

Pushed a $35 million dollar PO through the Ariba approval system in 4 days

Instrumental in setting up the Early Engagement process for the Vendor Management & Sourcing group

Certifications

● Clarity Project Manager

● Licensed Real Estate Agent

● Closing Agent

● Notary Public, State of New Jersey

Volunteering:

● Rutgers University football and basketball games - work concession stand

● Provide transportation for teenage counselors at Camp Best, Piscataway, NJ

References available upon request



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