Office Manager

Evelyn Zavala

**-** **** ******, *******, NY ****5 *********@***.*** 917-***-****

EMPLOYMENT

*/**** - */**** *******, Inc., New York

Office Manager/Administrative Assistant

Managed the calendars and prepared itineraries for three managing directors, ensuring that all relevant information is available for each meeting.

Liaised with clients and internal staff on calendar management to ensure optimal use of time, resources and convenience.

Arranged all travel (domestic and international) and liaised with relevant agencies/suppliers.

Updated the company DealCloud with contacts and ensured the integrity of the data.

Assisted business development team with ad hoc cleaning of database contacts as and when required

Liaised with clients and internal staff on calendar management of international conference calls, workshops, and meetings.

Preparation of documents for client meetings.

Arranged team meetings and logistics.

Ensured the smooth and efficient running of all Front of House responsibilities.

Meeting and greeting clients in a highly professional, friendly manner

Arranged, ordered and served refreshments/catering, for internal and client meetings

Answered main telephone line, screening and forwarding phone calls and taking messages when needed.

Proactively managed stationery stock levels/office resources.

Co-ordinated with IT suppliers, on new hardware, any system faults and/or telephone and mobile phone issues.

Sorted and distributed post and filing and arranged couriers

Liaised with building management for any/all office needs, along with visitor announcements.

Arranged annual company meetings and Christmas dinners. Potentially with international staff as well.

Prepared and processed expense reports using Concur.

Organized and facilitated onboarding procedures for new hires, and offboarding process of terminated employees.

11/2018 – 2/2019 Team Epiphany, New York

Operations Manager

Maintained all utilities, office supplies needs, including computers and other electronics, kitchen needs.

Direct contact with landlord and superintendent regarding office maintenance, including work /repairs needed.

Managed alarm services.

Provided IT support by troubleshooting, work closely with IT tech to coordinate new and terminated hires.

Performed daily tasks necessary to run office, including changing light bulbs, and other facility maintenance.

Maintained relationships with cleaning service company, installation, furniture vendors.

Reconciled company credit card spending and produce spending reports.

Provided HR/Personnel support, including enrolling employees in health insurance, 401K enrollment, and adding new hires to company information sheets, along with removing terminated employees.

Served as mentor and provide support to interns and oversaw their duties given for office support.

Handled shipments using sites such Fedex, Stamps, UPS and USPS and messenger services.

12/2000 – 11/2018 Memorial Sloan-Kettering Cancer Center, New York

Facility Assistant

Coordinated maintenance/repairs with Facilities departments including Carpentry, Plumbing, Electrical, telecommunications, environmental services help desk.

Assisted administration with special projects (i.e. office relocation and workstation modifications, special accommodations, and overall unit equipment replacement).

Organized office moves and oversaw office and apartment renovations.

Supported managers/employees with all administrative / logistic duties.

Addressed all computer and telephone issues and submitted work requests as needed.

Ensured all reception areas run efficiently.

Sustained maintenance contracts with outside vendors and ensure business relationships with service companies, along with tracking costs of equipment and repairs.

Prepared and process purchase orders for office equipment, supplies and furniture.

Facilitated special order requests and monitor status of orders placed, follow-up on pending items.

Planned and maintained running budget for upcoming fiscal year, including vendor selections to ensure adequate purchases and services are rendered.

Managed inventory par levels and order supplies as needed.

Conducted weekly facility inspections to identify environmental problems and ensure an appropriate level of appearance, cleanliness and safety.

Partnered with Environmental Services to ensure general cleanliness, tidiness and upkeep of all areas.

Performed equipment troubleshooting and make appropriate calls, if needed.

In constant communication with staff to identify equipment repairs or inspection needed; coordinate with appropriate departments for immediate resolution.

Maintained running expense logs, to ensure proper budget management.

Handled catering for special events, along with coordinating and liaising multiple vendors such as linen rentals, entertainment, etc.

Maintained and prepared conference/consultation rooms for meetings.

Ensured pantry and staff lounge/locker room are clean and stocked.

4/99 – 12/2000 Office Clerk

Maintained inventory updates, purchase orders and vendor relations.

Assisted manager with planning and scheduling of events.

Processed forms, check requests and summary sheets.

Maintained database for invoices and equipment costs.

Created and maintained shared drive files for department.

Maintained employee files to assure personal information and employment requirements were up to date.

QUALIFICATIONS

Proficient in Microsoft Word, Excel and Outlook, PowerPoint and Internal applications: Cognos, Sciquest, Biomedical Equipment Database, Mobileview Asset Management, Wellnet, Office 365 Administrator, Trinet, Concur, WorkSpeed, DealCloud

Bilingual, Spanish speaking

Well versed in prioritizing work demands, highly organized and detail oriented.

Ability to work well independently or as part of a team effort.

Work performance demonstrates strong interpersonal and communication abilities.

Capable to multi-task in a fast-paced environment.

EDUCATION

Capella University, Online Campus

Master’s Degree, Major: Industrial and Organizational Psychology, June 2020 - present

Hunter College, New York, New York

Bachelor of Arts, Major: Psychology, Minor: Sociology, June 2010.

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