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Office Manager

Location:
New Jersey
Posted:
February 20, 2020

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Resume:

INGRID POSNIACK

adbv3f@r.postjobfree.com 917-***-****

AREAS OF EXPERTISE

15+ yrs with global corporations Office management administration Facilities expertise

Budgets and accounting Property management and renovations IT troubleshooting

Supervision of admin staff Fundraisers and special events Procurement

WOLTERS KLUWER, New York, NY November 2018 –Present

Office Manager

Manage day to day operations of Health Research Learning & Practice office which has 100 + employees on 3 floors

Oversee all vendor relationships pertaining to building maintenance; code, approve and process invoices.

Maintain seating charts and assign space for new hires and visiting employees from other offices. Administer access cards through DGA systems. Assist with onboarding and offboarding.

Manage calendars for 8 conference rooms, 1 with Telepresence equipment. Order catering for meetings and special events

Point of contact for cooling tower maintenance program

BLUEWOLF, an IBM Company, New York, NY June 2016 –October 2018

Office Manager, Group Executive Administrator

Managed day to day operations of central office which has 115 + employees on 2 floors.

Welcomed and oriented new hires to the office; assign seating for new hires as well as visiting employees on a daily basis.

Managed calendars for over 20 conference rooms. Handled all catering needs.

Ordered office supplies and snacks for NYC office as well as Atlanta,, Chicago, Seattle and Boston offices.

Processed Executive travel utilizing Concur.

Communicated with all departments to coordinate meetings, calls. Handled logistics for special events.

MACMILLAN HIGHER EDUCATION, New York, NY June 2009 - October 2015

Senior Office Services Manager January 2014 – October 2015

Responsible for operations and management of 2 buildings in NYC with over 300 employees. Increased responsibilities due to company restructuring.

Continued all duties listed under Bedford/St. Martin’s, a division of Macmillan.

Facilitated 80 internal moves in one building within 3 weeks and moved 8 personnel to another building to bring departments together.

Worked with project managers to move 5 NYC campuses to one new location in 2015.

Office Manager – Bedford/St. Martin’s June 2009 – December 2013

Coordinated various office support services, including purchasing and facilities management

Managed all vendor relationships regarding pricing and standards for all office equipment and supplies as well as reviewing, coding and approving all invoices prior to sending to Accounting.

Set up new employees on all office systems.

Created and implemented the office budget and procure all necessary office, kitchen and janitorial supplies.

Supervised two direct reports – receptionist/administrative assistant and office services coordinator and managed the mail room.

Monitored conference room bookings, including one video conference room; and trouble shoot any technical issues.

Provided problem resolution to facilities and maintenance issues. Liaison to building management, superintendent, cleaning services and security.

Coordinated company related events and outings.

PENGUIN GROUP (USA) New York, NY October 2004 - November 2007

Facilities Manager

Management – Managed 85,000 square feet of corporate headquarters. Responsibilities included overseeing facilities maintenance (1), facilities coordinator (1), and security staff (2), handled all complaints and problems. Supervised reception staff (2); including meet and greet procedures, visitor registration and conference room scheduling. Maintained vendor relationships, evaluated service levels, reviewed costs and resolved problems. Coordinated all inter-office moves as well as arranged all new hire set-ups.

Telephone System - Familiar with PBX and telephone system and served as back up for telecommunications supervisor.

INGRID POSNIACK Page 2

Financial -Assisted in preparation of facilities budget by tracking expenses by vendor and long range planning. Reviewed vendor invoicing and coding to ensure accuracy.

Purchasing – Administered purchase orders and all office supply ordering and managed inventory levels for three locations. Major account included office supplies, paper and stationery item and pantry provisions for 35 pantries

UNILEVER UNITED STATES, INC., LEVER HOUSE New York, NY December 1990 - July 2004

Facilities Coordinator December 1999-July 2004

Project Management – Key member of project team that planned multiple renovations in 300,000+ square foot land marked building. Collaborated with senior management, architects and construction company on floor plan designs, including new modular furniture, creation of conference facilities, file room and amenities area. Planned and implemented staff moves during renovations and developed schedules and strategies for working in an occupied space. Projects completed on schedule and under budget.

Crisis Planning - Member of crisis management team. Developed disaster recovery/emergency planning manual, updated quarterly. In crisis situation, diagnosed system failures and implemented backup solutions to minimize business interruptions.

Financial - Prepared and monitored annual operating and capital budgets of over $25M, for building and office services. Maintained floor plans and departmental listings to calculate accurate space cost allocations.

Security – Developed and procured access control system and served as system administrator. Authored a security system reference manual and trained staff in system use.

Purchasing – Prepared asset purchase orders. Selected and procured office furniture. Ordered stationery and business cards and maintained stock for copiers, faxes, printers and pantries. Monitored expenses and processed all invoices.

Health/Safety – Instituted a defibrillator training classes open to all employees. Planned and coordinated fire and evacuation drills. Organized annual CPR training classes. Organized company wide blood drives.

Telephone System – Coordinated moves, adds and changes and troubleshoot telephone system and PBX equipment problems.

Vendor Management – Negotiated and maintained service contracts for all office equipment and building systems. Maintained up to date insurance certificates. Worked with vendors on development and implementation of new procedures to reduce costs and improve productivity.

Problem Solving – Liaison between employees and building management. Conducted weekly inspections of all floors to generate repair/maintenance lists.

Financial Analyst September 1992 – November 1999

Developed and maintained reporting systems, monitored operating expenses and capital expenditures.

Audited invoices against contractual commitments; resolved discrepancies

Coded invoices for approval and payment. Prepared and coded journal entries and maintained records.

Reviewed and audited general ledger, accounts payable and capital reports to ensure accuracy of charges and took action to correct.

Prepared periodic variance reports including operating expense budget vs. actual and capital budget actual vs. planned.

Administrative Assistant December 1990 – August 1992

Reviewed weekly and monthly reports to ensure proper accounts were charged and investigated discrepancies.

Coordinated and coded departmental invoices for processing.

Maintained and recorded invoices for Building Services.

Compiled data required for management reports and assisted in compiling budget proposal data.

Provided administrative support for department manager.

EDUCATION & SKILLS:

Building Owners & Managers Institute

Real Property Administrator and Facilities Management Administrator

Kingsborough Community College

A.A.S. Business Administration, Dean’s List

Microsoft Office, Google, Concur, Coupa, Salesforce, IMAN (invoice management), Vista (financial), ANGUS

Notary Public



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