Office Manager
Resume:
Jan H. Rexach
Dana Point, California 92629
Cell: +1-714-***-**** E-mail: ********@*****.***
PROFESSIONAL HIGHLIGHTS
S2M2 Ltd. – Owner and Partner November 2010 – June 2020
Shanghai, China
China Representative - for Furnware, a New Zealand headquartered company offering an innovative line of ergonomic classroom furniture
-Set up own business in Shanghai with partner focused on marketing and distribution of premium school furniture targeting primary and secondary schools in China
-Won key school projects in Shanghai, Beijing, Qingdao, Hangzhou, Guangzhou and Suzhou
-Represented company at China Educational conferences and exhibitions
-Identified and qualified senior leadership at key schools, scheduled meetings and made presentations to create awareness and generate new business
-Interfaced with New Zealand global management team on marketing and sales strategy to penetrate China market
-Managed overall supply chain to ensure seamless customer experience
-Explored localization strategies for improved product lead time and service
ALLEN & OVERY – International Law Firm May 1997 – May 1999
Hong Kong
Business Services Director/Asia – for regional HQ of UK-based firm supporting Allen & Overy Asia offices: Hong Kong, Beijing, Shanghai, Tokyo, Singapore, Bangkok, Manila and Seoul
Major Responsibilities:
-Initially served as Business Services Manager, Hong Kong and then promoted to Business Services Director, Asia six months hence
-Key architect in creating the structure for Hong Kong to act as the Asia regional hub
-Managed and supervised Administration, IT, Human Resources, Finance, Training, Secretarial Staff and Library departmental managers and staff
-Oversaw facilities management function throughout the Asian region, including heading the project team for office relocations in Bangkok, Hong Kong, Shanghai, Singapore and Tokyo
-Supported Asian region counterparts with strategies, action plans and day-to-day advice that could be leveraged across the region
-Facilitated cross-departmental communications within Hong Kong and across Asian regional offices with corporate HQ in UK
-Identified and implemented best practices and programs from UK HQ throughout Asian regional offices
-Acted as catalyst to drive Business Services department performance locally and regionally by implementing new strategic initiatives
-Spearheaded specific process improvement projects (ie., workflow, collections, shared resources)
-Introduced new concepts to the firm and specific departments by benchmarking other law firms and keeping current with industry practices
Specific Responsibilities:
-Oversaw facilities management locally and regionally, including:
1)Identifying space requirements and locating accommodations
2)Reviewing and actively participating in lease negotiations
3)Managing accommodation ‘fit out’ process (including supervising contractor selection process, space design, budget, scheduling, construction and move in)
4)Supporting day-to-day facilities issues
-Managed staff in the Business Services department, including supervision of hiring, defining job responsibilities, performance management assessment and measurement procedures, mentoring, training, disciplinary measures and termination for all levels of staff
-Developed orientation program for all new staff (legal and non-legal)
-Conducted audits in each of the Business Services departments in Hong Kong and regionally to determine areas for improvement and action plans to achieve results
-Installed a reporting process in Hong Kong and regionally to obtain weekly or monthly feedback on departmental performance and key areas of improvement
-Allocated, monitored and reviewed business service department’s annual budgets (ie. Administration, IT/Telecom, Training and Human Resources)
-Supported supplier contracts, terms and negotiation processes with objective of identifying opportunities to leverage A&O’s market presence locally, regionally and globally for ‘best’ procurement agreements
-Revised and updated employee handbook with the objective of standardizing regional and departmental policies and procedures where applicable
-As a result of firm wide survey, designed and implemented specific programs to improve communication across departments and throughout the region
HAWKINS, SCHNABEL, LINDAHL & BECK – Law Firm October 1994 – January 1997
Los Angeles, California
Office Administrator – Directed and managed downtown law firm, reporting directly to the Managing Partner and Management Committee. Responsible for the areas of General Management, Facilities, Finance, and Human Resources, including:
Facility/Lease Management:
-Launched and participated in the re-negotiation of company lease at fair market value, resulting in a 25% per annum savings for the next four years
-Initiated, negotiated and finalized sublease of vacant space, including waving fees, no shared services and incremental savings against the lease expense
-Reviewed annual pass-through operating expenses to existing sub-tenants which uncovered incremental charge-back opportunities
-Corrected landlord’s erroneous operating expense charges to the firm for services not included under one lease, resulting in additional monthly savings
Human Resources and Benefit Administration:
-Responsible for overall employee-related management; job design, recruiting, selection, orientation, motivation, counselling, disciplining and discharging
-Supervised and directed all non-legal personnel: Administrative staff, Controller, Accounting department, Office Services manager
-Through organizational analysis, reengineered staffing requirements and needs which resulted in greater efficiencies throughout the firm
-Revised employee handbook to incorporate current California and Federal labor laws; implemented process to review and update annually
-Developed and put into practice Employee Arbitration Agreement for incoming personnel
-Introduced, developed and implemented firm retirement 401K plan
-Moved firm to a Point of Service Health Benefit Program, resulting in significant savings for the company while increasing benefits for all employees
Financial Management:
-Supervised income and expense budgets, financial plans and forecasts for capital expenditures and cash flow
-Oversaw Controller and Accounting department on AR/AP issues, trust accounting, banking relationships; developed and managed controls to improve the process
-Managed payroll
-Overhauled majority of external vendor contracts resulting in a substantial reduction of annual operating expenses
Information Systems Management:
-Oversaw the design, purchase and implementation of new network computer system
-Responsible for determining needs and negotiating competitive vendor contracts for appropriate hardware, software, training, support and services related to the network system
-Conducted cost/benefit analysis for purchase of network computer system, which significantly decreased the cost of doing business by increasing the attorney to secretary ratio from 2:1 to 4:1
Practice Management:
-Responsible for Mandatory Continued Legal Education activities which included securing approved provider status, creating and maintaining firm records per professional staff, and coordinating monthly lunch programs
-Aggressively pursued the market for professional liability coverage, resulting in 30% savings from prior years without compromising coverage terms
-Introduced and secured employee related liability insurance (ie, employee harassment and discrimination coverage) for the firm
RIDGWAY ASSOCIATES – Corporate Interior Design Firm February 1991 – June 1992
Los Angeles, California
Office Administrator – Directed and managed all business affairs of this Los Angeles corporate architectural and interior design firm focusing on legal and financial services firms, reporting directly to the Principals
WEHNER AND PERLMAN – Law Firm May 1984 – February 1991
Los Angeles, California
Office Administrator – Directed and managed litigation firm that developed from 4 attorneys to a staff of more than 40 employees in seven years. This included two office relocations, lease negotiations and fit outs
EDUCATION
Masters Business Administration (MBA) Fall 1993
St. Xavier University of Chicago
(Graham School of Management)
Paris, France
Bachelor of Arts (BA) Fall 1983
University of Southern California
Los Angeles, California
Internship: U.S. Justice Department Fall 1982
Washington, D.C.
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