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Facilities, Office Services and Purchasing Management

Location:
Westbury, New York, United States
Posted:
October 10, 2016

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JAY SANTIAGO

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

Westbury, New York 11590

(631) ***-****

Email: acwznr@r.postjobfree.com

SUMMARY:

Corporate Services Manager with extensive work experience in office services, facilities, purchasing, inventory control, shipping, receiving and mailroom operations. A highly organized and efficient manager with a proven track record of achieving results utilizing a team centered management philosophy and a proactive, cost effective approach to drive business and employee performance that exceeds customer standards and company goals.

EXPERIENCE:

Napoli Shkolnik PLLC, Melville, NY

Office Services Manager Feb. 2016 – Present

Managed and coordinated overall administrative duties for the office services dept for all locations.

Managed the maintenance and alteration of office areas and equipment as well as layout, arrangement and housekeeping of office facilities.

Managed a staff of 4. Produced daily & monthly reports.

Managed the retention, storage and retrieval of client files.

Handled the purchasing of office supplies, furniture, office equipment, etc. for all locations (NYC, DE, MD, IL, FL, CA.) in accordance with company purchasing policies and budgetary restrictions.

Managed the maintenance and service contracts on office equipment, including MFD’s, printers & scanners.

Oversaw incoming & outgoing mail operation. Account administrator for UPS & FedEx.

Ensured timely completion of all mass mailings.

Managed all day-to-day operations of the facility and was the liaison with building management regarding all HVAC, electric, plumbing and general repairs in the office.

Worked with external vendors such as NeoPost, Pitney Bowes, USPS, UPS, FedEx and Messenger Services.

Coordinated internal and external office moves – Relocated NYC office.

Established UPS account with shipping discount incentives that resulted in an annual cost savings of over $100,000.00 annually on shipping expenses.

Established Pitney Bowes Presort Xtra program for bulk rate mailing discounts and generated significant cost savings on all mass mailings.

Honeywell ADI, Melville, NY April 2015 – Feb. 2016

Facilities / Inventory Associate

Managed the physical inventory operation in its entirety.

Received all inventory product from 3PL into Adonis. Performed stock adjustments on product as needed.

Performed extensive research on inventory product to confirm proper receipt of all exceptions.

Worked with Marketing on open purchase orders, revised P.O.’s and P.O. confirmation.

Labeled and staged all product received for product managers.

Assisted PM’s with product storage, vendor display set ups or other misc. requests as needed.

Maintained overall appearance of Mock Showroom at all times.

Managed files for all inventory received. Retrieved special order items from local branch.

Attended all bi-weekly meetings for HQ Branch review and Melville Showroom Project Review.

Provided status updates on task list / pending projects as needed.

Performed monthly inspection of fire safety equipment.

Performed weekly NY17 ACS Site HSE Assessment / walk thru.

Generated weekly reports identifying unsafe conditions / behaviors.

Completed numerous safety courses by required due dates.

Scheduled and coordinated internal office moves.

Supervised all vendor / contractor work while onsite.

Managed all service and maintenance on company fleet vehicle.

Managed all janitorial services and assisted with revised S.O.W. and approval.

Ensured a clean and safe work environment at all times.

Demonstrated exceptional levels of service for both internal and external customers.

Assisted Facilities Manager with all day to day operations and various tasks. Provided back up support as required.

Assisted with all Office Services and Mailroom duties as needed.

Complied with branch operational requirements by ensuring the following: Completed invoices, processed returns, received and processed replenishment shipments, maintained branch stock/sales literature and event displays, conducted inventory checks, prepared and shipped orders as well as branch transfers, accurately completed all associated paperwork. Organized Mock Showroom to ensure ease of locating product.

1199SEIU Benefit and Pension Funds, New York City, NY May 2014 – April 2015

Facilities Management Coordinator (Mail Center)

Provided ongoing support to Senior Manager, supervised large union staff of 50 employees, issued disciplinary action in accordance with Fund policies, and ensured performance standards were met as required to ensure the smooth operation of the department.

Oversaw the scanning and indexing operations for the Mail/Copy Center. Regularly monitored and evaluated functions; suggested and approved adjustments in processes as necessary. Created best practices for mail and copy center operations.

Ensured all eligibility and pension documents are prepped and scanned via teleform; assign tiff separator sheets; index and store documents to ensure easy access for requests and inquires.

Managed the prepping, scanning and indexing process for medical, dental, hospital and disability claims.

Handled issues and inquires pertaining to eligibility and pension documents in addition to claims.

Oversaw mailing operations to ensure all mail is directed appropriately; ensure envelopes are inserted, presorted and bar-coded.

Monitored package handling; ensured signatures are received and packages are retrieved and delivered in a timely manner. Trained staff and informed management of departmental needs and/or other issues.

Monitored time and attendance for the Mail and Copy Center on a weekly basis; performed entries, calendar updates in outlook, approved and maintained all timesheets via ADP eTime.

Established, reviewed, amended and communicated operational policies and procedures to ensure compliance.

Generated daily workflow reports for various departments (Medical, Dental, Hospital, Disability, Eligibility and Pension); prepared scanning and indexing reports as needed.

Performed additional duties and projects as assigned by management.

Auto One Insurance, Melville, NY April 2002 – April 2013

Corporate Services Manager

Serviced an organization of over 750 employees &150,000 sq ft. in Melville, 150 employees & 21,000 sq ft. in Syracuse and a combined total of 16 departments.

Managed a staff of 13 including 1 mailroom supervisor, 8 mail clerks, 2 scanning & imaging associates, 1 facility supervisor and 1 receptionist.

Managed departments PTO (Paid Time Off) in the company time recording system (ADP, People Soft) in accordance with approved company protocols.

Conducted annual Performance Evaluations for salary review.

Prepared department policy and procedure manuals, operations manual and trained staff on daily operations and department equipment.

Developed departmental goals for yearly business plan and provided quarterly updates to Sr. Management team.

Managed department operating budget to ensure compliance with approved budget. Provided budget variance reports on a quarterly basis.

Partnered with HR to create job descriptions, recruit and hire staff. Developed career development/career advancement opportunities for each job type in accordance with company leadership development plan.

Prepared and issued disciplinary action in accordance with Human Resources guidelines.

Office Services (Auto One Insurance)

Managed all incoming and outgoing mail processing for each respective business unit (Melville/Syracuse Claims, Underwriting, Finance, Marketing, Human Resources, Actuary, Executive, IT).

Managed shipping, receiving, courier services (UPS, Fed Ex & USPS), all internal and external Postage accounts for Melville & Syracuse (P.O. Box, Business Reply Mail, Pitney Bowes & OB/CGI).

Managed scanning & imaging workflow. Performed indexing to ensure all documentation was directed to proper location within renaissance. Utilized kofax system imaging system. Prepped incoming mail, inserted batch separator sheets, performed QC check while scanning prior to indexing, held for 30 day retention.

Managed all lease agreements and service contracts for all office equipment: Copiers, fax machines, printers.

Handled all requests for equipment service & supplies.

Provided monthly postage reporting to Finance.

Managed all shredding (document destruction) services for Melville & Syracuse.

Negotiated costs with vendors and managed stationary, printer stock, supply and inventory.

Managed & coordinated all A/V, conference room set ups, seating accommodations, pantry supplies / maintenance and reception.

Provided support to AutoOne / Esurance litigation and outside counsel.

Reviewed and approved all invoices / statements for accuracy. Handled disputes as needed.

Facilities (Auto One Insurance)

Managed all building and facility related operations for Melville and Syracuse offices.

Coordinated annual inspection of facility with various vendors/contractors.

Worked with property manager on all building related issues as they arise.

Coordinated all inclement weather activity with senior management group in regards to office closure or delayed opening decision.

Managed temperature control (HVAC system) for office space.

Provided company wide (general) communications regarding various facility related issues as necessary.

Facilities (Auto One Insurance) – Continued

Managed security access for Melville & Syracuse, i.e; create - provide access badges; access changes, temp badges and badge replacement. Process ENF’s for new hires and terms (Employee Access Group), generated security reports as needed and monthly SOX reporting.

Processed all internal MAC’s (moves, adds & changes), space planning. Coordinate with AutoOne IT as needed.

Managed repair and maintenance of all AutoOne data center systems (UPS, liebert units & SCU’s), commodities, office structures, furniture, lighting, plumbing, parking and office design.

Reviewed Melville and Syracuse monthly rent and utility statements for accuracy. Approved and submitted to A/P for processing.

Managed Fleet Vehicle Service and Maintenance.

HEAT – Managed Corporate Services Help Desk (various employee service related requests)

Purchasing (Auto One Insurance)

Purchasing Administrator responsible for the procurement of all goods/services provided to AutoOne Insurance. i.e; IT, facilities: UPS for data center, office furniture, pantry supplies, office supplies, AV equipment and HR services.

Created RFP and bid documents for various department purchases.

Managed the bid process from initial bid document to vendor selection.

Generated purchase requisitions from RFP’s, RFQ’s & RFI’s.

Reviewed purchase requisitions for accuracy submitted via the e-procurement system, Puridiom, by authorized Department Supply Coordinators. Reviewed, approved and awarded PO’s to vendors for required merchandise.

Provided Puridiom support and training.

Generated high volume Purchase Orders (approx 1,000 annually) in timely, accurate manner.

Negotiated costs and implemented expense reduction initiatives where necessary. Maintained vendor relations.

Updated purchasing approval limits quarterly and enforced policies and procedures as required.

MD Carlisle Construction, New York City Nov. 2000 - Apr. 2002

Union Member - Local 79 Laborers

CHRIS KOLE ENTERPRISES, Queens, NY Feb. 2000 - Nov. 2000

Shipping Manager

Processed all incoming orders.

Delegated material and information to the appropriate staff that was necessary to complete the order.

Maintained records and files on each order.

Ensured all orders were complete and arrived to the destination on or before the due date with the customer’s approval.

Contacted businesses & customers for C.O.D. authorization.

Followed up on every order by delivery confirmation.

Prepared all orders for shipping by tagging, bagging and boxing each individual garment.

Daily, weekly and monthly reports of company progress and items shipped.

Customer correspondence and status inquiry.

Daily stock and inventory reports.

Created and generated invoices for billing.

International and domestic shipping.

(New York Life) NYL CARE HEALTH PLANS/AETNA US HEALTHCARE, Queens, NY Mar. 1993 – Jan. 2000

Production Manager (1995 – 2000)

Production Supervisor (1993 – 1995)

Managed all daily operational/administrative duties for production staff of eight.

Maintained cost-effective inventory control of business forms, marketing material, office equipment and supplies.

Performed employee performance evaluations and salary review.

Orchestrated mass mailings.

Negotiated costs / service agreements and managed all vendor relations.

Stocked deliveries to satellite sites.

Scheduled weekly-monthly maintenance on office equipment and responsible for all office services.

Performed all office services, including ordering and maintaining stock and inventory of marketing materials, documents, directories and office supplies.

Maintained production standards by effectively managing area and keeping all department operations running efficiently.

Eliminated tremendous backlog in all areas of the production department (checks, E.O.B.’s, ID cards, marketing kits, system-generated letters for general correspondence, return mail, copy jobs, etc.).

Reduced turnaround time in the completion of monthly billing and capitation checks -- from 1.5 weeks to 2.0 days.

Introduced cost-effective strategy for large-volume mailings by moving projects from outside vendors to in-house, and efficiently utilizing staff to ensure timely completion of jobs.

Ensured staff completed production outputs in accordance with time requirements.

Reprioritized work assignments to address staff shortages and reduce downtime.

Worked closely with human resources department on hiring and staff disciplinary issues.

EDUCATION:

Hillcrest High School, Queens, NY

Queensborough Community College, Queens, NY

TECHNICAL SKILLS:

Working knowledge of Adonis, Puridiom, PeopleSoft, ADP, HEAT Maintenance Tracking Software, Intelli-tec / Identi-Pass Security Systems, TM1 Accounting, numerous MFD’s Sharp, Xerox, Ricoh, Canon, Kyocera and Toshiba copier and fax machine models. Pitney Bowes Mail equipment; Pitney Bowes Arrival; Microsoft Office; Word; Excel; Windows XP; Internet; Tab Decolator 2592; Tab Burster 7674, 254, and 650; Check Signer-Martin Yale 9304; Kodak 3100 Duplicator; UPS worldship on-line; SBT accounting systems.



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