Administrative Office Manager

Nina V. Dunlavey

* ******** ***., ***** ******, New York, 10601

Cell Phone: 914-***-**** email: **********@*********.***

PROFESSIONAL EXPERIENCE:

*/**** – 6/24/16 HDR, Inc., 555 Tarrytown Rd., Tarrytown, NY

Position: Admin. Office Manager for the HDR Tappan Zee Bridge Project Team

A. Tarrytown Field Office Setup/Startup

Responsible for organizing and coordinating office operations and procedures.

Developed floor plan/seating plan of space shared w/TZC (Tappan Zee Constructors), HDR, HDR subs (representatives from 15 firms = 100+ staff) and to accommodate future expansion for the client.

FFE (furniture, fixtures, equipment), setup and manage all vendor contracts/accounts: USPS/UPS, office equipment, safety equipment, supply vendors, local restaurants.

Develop and institute move plan for team.

Implement project security and safety requirements working closely with TZC and tracking for SWAC (Secure Workers Access Consortium), drug testing and OSHA requirements.

Worked with HDR corporate to develop business cards, set up accounts, leases.

Event Coordinator: All parties, lunches, meetings, social events.

B. Project Controls/Administrative

Requires excellent time management skills, attention to detail and the ability to prioritize multiple tasks seamlessly to meet deadlines.

Sub Consultant Start-up – Instruct subs on contractual requirements. Compose letters and coordination with client.

Project financial overview reports, financial tracking/budget spreadsheets, scheduling/ demobilization plan(s) (requires advanced knowledge of Excel - pivot tables, etc.).

Monthly Safety Stat reporting – coordinate with subs, gather and extrapolate information prepare/submit reports.

MURK Reporting (Manual for Uniform Record Keeping (on NYS construction contracts): MURK tracks labor until a contract modification is issued. Forms prepared and submitted on a strict weekly deadline.

COR (change order requests) – work alongside PM’s to put together COR’s.

RFI (requests for information) updates in CM (Contract Management software) & DB software.

Prepare expense reports, review vendor invoices, manage & reconcile credit card transactions.

Manage and coordinate meetings, presentations.

VP/PM administrative support includes; compose contractual letters and documents, preparation of visa letters for international staff, license renewals, scheduling (org charts in PowerPoint).

Travel coordination, housing, rental car setup for staff pulled in from other HDR locations in Canada, London, cities throughout continental US.

1/2013 – 6/24/16 HDR, Inc., 555 Tarrytown Rd., Tarrytown, NY

Position: Administrative Office Manager for the HDR Tappan Zee Bridge team

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C. Local/Tarrytown HR Representative

Excellent written and verbal communication skills (requires handling of highly confidential information and very strong interpersonal skills).

Implemented HR processes, policies and procedures.

Conducted new hire orientations.

Process new hire paperwork and training.

Respond to questions re: benefits; direct deposits; tax forms, etc.

Managed Vitality Wellness Program (biometric screening/health program which can reduce EE out-of-pocket health plan contributions).

Setup, tracked, reported and coordinated new hire drug testing compliance.

Health and safety initiatives.

D. Temporary Duty Staff (TDY) Coordination and Housing

18 apartments; apartment leases, COI’s (certificate of insurance) and coordination with

HDR corporate and legal departments.

10 Leased vehicles (travel, rental cars, car service vendors, Ezpass accounts, mileage reporting, etc.)

Worked closely with corporate for TDY related costs and tax resolution:

oDeveloped & Maintained spreadsheets for tracking

o Updated staff on procedures

Computer/Software Programs: Microsoft Office Suite 2010: Word, Excel, PowerPoint, Outlook, SharePoint. ProjectWise, Blue Beam, CM (Contract Manager), ProductTev.

6/2001 – 1/2013 Sullivan Architecture, PC, 31 Mamaroneck Ave., White Plains, NY 10601

Position: Administrative Office Manager

A. BUSINESS ADMINISTRATION

Cost management to include development and implementation of staff and project systems and procedures.

Contract administration (client contracts, corporate insurances & leases).

Proposal writing, client correspondence.

B. FINANCE/BOOKKEEPING:

AR, AP, Payroll, Taxes, Banking, coordination with firm accountant and attorneys.

Peachtree, Quickbooks, Billquick accounting/payroll software applications.

6/2001 – 1/2013 Sullivan Architecture, PC, 31 Mamaroneck Ave., White Plains, NY 10601

Position: Administrative Office Manager

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C. MARKETING:

•Assist with proposal preparation to include; graphics, photography and proposal writing. Develop marketing materials and mailings. Setup and work with vendors.

D. HR:

•New hire procurement and orientation.

•Health plan & 401(k) plan administrator.

•Developed Personnel Manual.

•Implemented HR processes, policies and procedures.

E. SYSTEMS MANAGEMENT:

•Integrate IT systems into office.

•Research and purchase of new computers/office equipment:

oServer and integration of network systems, software and workstations

oAssist with initial setup of domain name, email, mailboxes

•Troubleshoot information systems problems/coordinate consultant.

•Cost research.

Education: VA Community College

Professional Licenses: Licensed Notary

Other Training: OSHA 10, Heart Saver First Aid CPR/AED

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