Manager Office

Madeline Cancel

adhjka@r.postjobfree.com / 917-***-****

Summary:

I have over 25 years of leadership experience, including Management, Administration, Operations and Facilities experience.

Throughout my career, I have built a proven track record of improving efficiencies, reducing costs, building and leading top-performing teams, and achieving high quality outcomes. The latter is extremely important to me because the end result is the ultimate measure of success in business, and it is something that is always at the top of my priority list.

Relationship building and management is one of the key skills I bring to any organization and position; this extends to vendors, customers, and partners. I pride myself on maintaining a high level of personal accountability in all endeavors, and I ensure that my teams are held to the same high standards.

Assisted Director of Leasing and Property Management Operations.

Documented project budgets; track spending and provide updates.

Updated the project directory and contact the Accounting Department of each Sub to ensure billing submitted timely. Collected and filed electronically all subs and vendors invoices for PM review.

Collaborated with team Managers on weekly conference calls to gather updated information for new project planning.

Created Purchase Orders and kept track of all construction projects and budgets. Tracked all invoices/progress payments related to Budgets & Contracts.

Arranged Travel Itineraries and Advertising Schedules.

Scheduled meetings as required by the PM, Ownership and General Super.

Coordinated Meetings, Conferences, appointment and kept track of Individual Calendars.

Generated and Updated Team Reports: Availabilities, Leasing Status, Stacking Plans and Occupancy as Required on a Timely and Accurate Manner.

Prepared and maintained construction folder for each job to include: Copy of approved budget; work letters; executed contract/POs; and proposals.

Processed weekly invoices with supporting documents and budget codes. Processed invoices for Accounts Payable, Updated Monthly Accruals, Created Purchase Orders for approval.

Assembled and distributed materials needed for requesting bids from contractors (i.e., plans, scope of work, etc.), followed up with vendors to obtain prices and assure the number of bids is received for each budget item.

Skills:

Advance Word, Excel and PowerPoint, Type 60 – 70 WPM, Microsoft Office Suite and Outlook, SharePoint

Adobe Illustrator – Photoshop. Financial Background, Bilingual – Eng. /Spa, and Marketing Knowledge

Strong interpersonal and analytical organizational skills.

Highly effective verbal and written communicator.

• Ability to handle multiple tasks within a team environment in order to meet departmental objectives and deadlines.

• Bookkeeping – Abila, Yardi and QuickBooks, Concur, MRI, Nexus Education:

Berkeley College, White Plains, NY (BA Candidate)

HSD, James Monroe High School, Bronx, NY (Diploma)

NYREI: Property Management, NY, NY (Certificate)

HUD: Visual Assessment Training,, NY, NY (Certificate)

Gold Coast School Real Estate Classes – Miami, FL (RE Training)

Certified Notary Public

Real Estate Software/Website: Workspeed, MLS, CRM, RPM, RIS, Co Star, Loop Net, Contactology

Professional Experience:

Lincoln Property Jan 2019 Present

Asst. General Manager

Responsibilities:

Assisting General Manager to Manage 183,678 SF building within the New York City Area.

Review and approve all facility site Preventive Maintenance Contracts, including electrical, mechanical, structural and architectural plans. Direct outside engineering and architectural firms as needed.

Formulate, distribute and enforce maintenance schedule and protocol.

Create and maintain Cap-ex and Op-ex budgets for the property. Control and approve expenditures to ensure budget compliance.

Interview, screen and select new vendors for facility related builds and retrofits. Create RFP documents and direct team and vendors on large infrastructure projects.

Responsible to supervise all building staff.

Judlau Contracting, Inc./OHL, NY Jan 2018 – Dec. 2019 Estimating Coordinator

Temporary Assignment

Responsibilities:

Assist Estimating VP Printing weekly reports reflecting new bids Statistics and Compare Regional reports for discrepancy.

Submit Construction Bid Order Forms to the Agency and prepare Contract Bids Books for Submission.

Track Subcontractor’s Estimating quotes on SmartBid Software: Enter new projects and update Drawings, Specifications and Addendums.

Responsible for preparing, submitting, and following up with Insurance/Surety companies on requests for insurance quotes and bid bonds for all company’s bids in the Northeast Region, as well as request/follow u[ on Payment and Performance bonds for awarded contracts.

Greyco Construction, NY May 2017 to Oct 2017

Assistant Project Manager

Temporary Assignment

Responsibilities:

Document Tracking:

COI – Certificate of Insurance to be updated for any sub performing work on site naming additional insured (Owner and CM). Monitor Expiration dates.

Lien waivers To be included with monthly Requisitions with Subcontractors monthly and approved amounts in billing. The PM will provide the template but subs need to include in monthly AIA each month.

Requisitions (AIA) – They are due to Ownership on the 20th of each month to review and start the process of review and compiling. Update the project directory and contact the Accounting Department of each Sub to ensure billing submitted timely. Collect and file electronically all subs and vendors invoices for PM review.

General Meetings – The PM and General Super will run these meetings with trades. The APM / Admin should take meeting notes as well as collect notes taken from each meeting and update as well as prepare Meeting packets for each meeting.

Owner / Architect Meetings – Every Thursday at 3pm a design Meeting is conducted in the field to discuss open issues as well as MEP Coordination with the Architect of Record. Minutes shall be recorded as well as an open items Matrix tracked as to ball in court and action items responsibilities. (Architect currently tracks this matrix).

Sketches & RFI’s: Process RFI’s and log sketches as issued by the Consultants as well as distribute to the subs after review and approval of the Field Super and PM. Print hard copies for the General Super to conform DWGs and field changes. Construction Field Documents:

Review Monthly Project Drawing Logs to ensure all drawings are current and up to date. Order Drawings as necessary.

Ensure hard copies of all Subcontractors Contracts are filed and in binders.

Ensure all approved Submittals are filed (hard copies printed) and relevant shop drawings on racks for field execution and reference.

Prepare and maintain binders with hard copies of Minutes, Contracts, etc. as necessary.

File all reports from 3rd parties. (NCRs, Violations, inspections, etc.).

File Construction Daily Reports.

Log any and all field documents in Filing system as required. Office & Laborer Supplies:

Take weekly inventory and order office supplies as necessary for the field staff.

Place biweekly orders for laborer materials, supplies and tools as necessary through Staples and Building supplies vendors. Always provide final invoices of purchases to PM for monthly bank Requisition billings.

Scheduling, Buy Outs & Meetings:

Schedule meetings as required by the PM, Ownership and General Super.

Follow up with the CM on remaining buyouts and leveling sheets. (Every week relentlessly)

Populate Buyout Matrix template provided by PM for tracking. Procurement and Deliverables:

Gather deliverable items from all subs and input into a tracking matrix provided by PM.

Present to PM and General Super a procurement report at weekly Team meeting in review with the project schedule to ensure materials are on site when required.

Upload requested submittals to Submittal Exchange after reviewed and directed by the General Super and PM.

Samples, shop Drawings, product data, etc.

Follow up on material deliveries diligently upon release. Change Order Processing:

Compile Change Orders with associated back up and keep Change Order Master Log current.

After PM approves Change Orders, file in the proper folders and include in Requisition folder for Bank submission.

Payroll Processing:

Payroll is due every Monday morning to TRM. The General Super will approve and sign off on the hours. Please scan and send to Jo Ann from TRM no later than 10:00am every Monday. The General Super will assist.

Simone Development, Bronx, NY Jul 2016 to Mar 2017 Construction Coordinator

Responsibilities:

Receive Proposals and prepare Purchase Orders, Track all invoices/progress payments related to Budgets & Contracts.

Obtain Lien Waivers from vendors upon project completion and disbursement of checks.

Act as liaison between Property Managers and Municipal Building Departments and coordinate activities needed to clear violations, close building permits, Certificate of Occupancy issues; etc.

Track and follow up on building Violations and code violations.

Update monthly Capital Budget for use in cash flow management.

Assemble and distribute materials needed for requesting bids from contractors (i.e., plans, scope of work, etc.) follow up with vendors to obtain prices and assure the number of bids is received for each budget item.

Set up New Vendors by making sure all Certificate of Insurance are in place before work begins.

Document project budgets; track spending and provide updates.

Prepare Certificate of Capital Improvement, where required.

Bill Tenants for any overages and change orders in excess of lease obligations and follow up until payment is received.

Prepare check requisitions as needed.

Prepare and maintain construction folder for each job to include: Copy of approved budget; work letters; executed contract/POs; and proposals.

Monitor sprinkler system testing, fire alarm testing, backflow device testing etc.

Resolve issues related to Utility meters/addresses that are not being billed correctly.

Assist Director of Leasing and Property Management Operations to assure that “for lease” signs are erected 6 months in advance of vacancies unless specific approval has been given by the Director of Leasing to delay.

Girl Scouts of the USA, NY Apr 2013 to Jul 2016

Property Specialist/Coordinator/SR. Facilities Specialist Responsibilities:

Monitor and respond to staff email request via National Properties Mailbox for 300 employees.

Maintain meeting room request by accepting/declining meetings.

Coordinate meeting support requirements, set ups and breakdown.

Oversee Maintenance of mechanical systems: HVAC, Fire Panels, Pre Action System, Fire Extinguishers, UPS system, Emergency lighting, Lighting fixtures, switches, bulbs and ballast replacement, kitchen appliances and water coolers, door hardware and access keys, security hardware, reader sensors, hardware and cameras.

Track all vendor contracts and Identify renewal dates 3 months prior to expiration: Create RFP, Identify bidders, Create bid analysis and submit purchase order requisitions.

Manage and provide staff access to Visitor Software – Work Speed.

Coordinate Café Menu preparation and distribution to all GSUSA occupants.

Accounts Payable: Stamp & code invoices, Update invoice tracking report, Copy, scan and file. Submit to AP for payment.

Event Planning Coordination: Verify vendors involve have current Certificate of Insurance, Register Guest and vendors and provide building access, Schedule freight and Overtime HVAC if necessary, Set up Conference Rooms, Coordinate Catering Request.

Maintain ID Card Access Database: Backup records, Issue ID cards to staff, Manage temporary card issuance and retrieval.

Assure that all information is current: Pictures, Department, Access level and expiration dates.

Maintain Occupancy Database: Track office/cubicle assignments, Report on vacancy space, Track & coordinate move requests with the IT Department.

Update Fire Warden List and assist during Fire Drills.

Weekly walkthroughs to Inspect floors 9 thru 17: Monitor cleanliness of carpets and vinyl floors, trash and recycling receptacles, vacuuming, glass entrance doors, etc.

Train and Develop new staff in compliance with company rules and regulations. REFERENCES AVAILABLE UPON REQUEST

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