Hess Corporation Administrative Assistant

JeanaMarie Mañana

Phillipsburg, NJ *****

**********.******@*****.***

Mobile: 973-***-****

Summary:

•10+ Years of experience as an Administrative Assistant providing in administrative, secretarial and clerical support to supervisor and team maintaining an efficient office environment

•Proficient in organizing travel arrangements for staff as well as assist with event planning and implementation

•Take meeting notes, manage multiple calendars, making international travel arrangements, and coordinating largescale events such as Annual Holiday Party, Company Picnic, Health & Welfare events

•Experienced in managing business relations and special projects at a senior level.

•Updated and maintained databases such as mailing lists, contact lists, and client information as well as internal staff contact lists and retrieve information when requested.

•Assisted in preparation of reports, planning and coordinating special events, classroom and lab schedules

•Serve as primary point of contact for and liaison between management, sales, administration and production teams, personnel, clients and vendors.

•Excel in turning disorganized environments into smooth-running operations and overhauling administrative processes to improve accuracy and efficiency.

•Maintain excellent written and oral communication skills, problem resolution abilities, and a high level of confidentiality.

Skills:

•Microsoft Word, Excel, PowerPoint, Outlook,

•Bilingual – English, Spanish

•ADP Workforce Now; SAP; Oracle, Halogen, C4C Hybris Cloud for Customer, CTCT Constant Contacts, DAMN Digital Asset Management System

•Managing Files, Records, Documents

•Planning Corporate Events & Meetings

•Handling HR Responsibilities

•Managing Calendars and Travel

•Preparing GoTo &WebEx Meetings

•Training & Supervising Personnel

Education:

•Certification in Microsoft Office (Word, Excel, PowerPoint, and Access) and QuickBooks Accounting Software, February 2013, Kaizen Technologies, Edison NJ

•Courses in Computer Science, March 2002, Lehigh Carbon Community College, Allentown PA

•High School Diploma, JFK High School, Iselin NJ, June 1999

Experience:

Bihler of America

December 2017 - June 2021

Human Resources

•Structure, organize, and maintain personnel records to ensure confidentiality and secured retrieval

•Assist with filing and organizing payroll files storage

•Address employees questions and concerns, not limited to benefits and provide resources as needed

•Provide friendly customer service as a reflection to the HR department

•Create and maintain latest revisions of Human Resources forms

•Assist HR Department with planning and executing employee events

•Prepare packets of information including employee benefits for new hires

•Ensure timely completion of I9 documents and E-Verify

•Process department bills by coding and coordinating with accounting for payement

•Assist in checking references when required

•Post jobs on various job boards and assist with interview scheduling as the business demands

•Forward resumes received open positions to the appropriate manager in a timely manager

•Assist with new hire orientation process

•Complete status change forms for employees with changes to title, status, night shift differential pay, department, address, etc, in a timely manner

•Verify personal time off, (PTO) and vacation balance for hourly employees

•Assist with editing employee timecard punches

•Assist with payroll as needed

•Complete employee changes forms for benefit changes

•Maintain records for safety shoes and safety glasses

•Assist with translation (Spanish)

•Follow company policies and applicable safety procedures

•Perform other duties or special projects as required or assigned

Brother International Corp, Bridgewater NJ 08807

November 2016 – May 2017

Administrative Assistant

•Provided administrative, secretarial and clerical support to supervisor and team maintaining an efficient office environment

•Responsible for answering phones and transferring to appropriate staff member

•Greet public clients and direct them accordingly

•Coordinated messenger and courier service

•Receive, sort, and distribute incoming mail

•Monitor incoming emails and answer or forward as required

•Fax, scan, copy, log documents

•Maintained office filing and storage systems

•Updated and maintained databases such as mailing lists, contact lists, and client information as well as internal staff contact lists and retrieve information when requested

•Coordinated and maintained staff administrative records such as staff parking, staff phones, and company credit cards

•Typed documents, reports and correspondence

•Organize travel arrangements for staff as well as assist with event planning and implementation

•Monitored and maintained office supplies and ensured office equipment is properly maintained and serviced

•Performed work related errands as requested such as going to the post office and bank

•Kept office area clean, tidy, and organized

Contravir Pharmaceuticals, Edison NJ 07095

May 2016 – October 2016

Administrative Assistant

•Responsible for answering the main phone line and directing calls

•Greeting incoming customers and clients making a suitable environment for the team

•Ordering office supplies and catering for the team as needed as well as handling incoming deliveries and distribution of mail

•Coordinating all travel arrangements and submitting expense reports for the clinical team

•Performing special projects for clinical team or Executive Administrative Assistant as needed

•Filing, scanning, copying, printing, and binding presentations as well as scanning and logging contracts

•Maintenance for copiers, printers, and various office equipment

Humanscale Corporation, Piscataway NJ 08854

March 2014 – October 2015

Human Resources Assistant

•Responsible for performing high level administrative tasks by supporting the Director of Human Resources and five HR staff members

•Act as liaison with global offices and other functional departments throughout the US and Canada in order to provide support on employee related issues and matters to the Director of Human Resources

•Manage the logistics for a wide range of complex meetings and events, including but not limited to employee monthly meetings, executive weekly meetings, strategic planning meetings, and weekly HR meetings. Arrange conference rooms and outside facilities, coordinate set up, tear down, and all other logistics for meetings, considering remote employee access and meals, if needed

•Process and submit expense reports in accordance with company procedures in Oracle

•Initialize the setup of WebEx/Go to Meetings and conference calls on a weekly and monthly basis

•Take meeting notes, manage multiple calendars, making international travel arrangements, and coordinating largescale events such as Annual Holiday Party, Company Picnic, Health & Welfare events (Flu Clinics, Lunch & Learns, Biometrics Testing, Mammograms and Open House Job Fairs)

•Ability to work under limited direction and supervision

•Assist HR staff by preparing new hire packets for our Sales Division, Production and Office Personnel

•Collect new hire paperwork and information and enter new hires into the ADP system

•Effective project management skills with good attention to detail

•Excellent customer service and telephone skills and ability to work in a fast paced environment

•Advanced knowledge and proficient in Microsoft Office suite including Word, Excel, with a strong proficiency in PowerPoint including the ability to create complex financial graphs, charts and tables

•Responsible for creating weekly and monthly presentations for the Director of Human Resources and/or the HR staff

•Ability to effectively communicate, present information and respond to managers, employees, customers, and clients in an intelligent, clear, concise, professional and grammatically correct manner

•Ability to anticipate potential problems and proactively troubleshoot to resolve issues, build collaborative relationships, handle the highest level of confidential information

•Responsible for implementing performance review process by creating/editing templates for distribution to managers and employees in Halogen. Provided technical support to employees and managers by creating and resetting of passwords, as well as reassigning evaluation forms as per employee role changes

•Work on problems of diverse scope where analysis of data requires evaluation

•Screen phone calls, respond and resolve issues for the Director of Human Resources as well as following up on unresolved issues

•Open mail and distribute accordingly to HR Staff and other departments when necessary

•Establish and maintain filing systems and personnel folders

•Other duties as assigned

Hess Corporation, Woodbridge NJ 08895

February 2013 – February 2014

Environmental Health and Safety Admin

•Provided direct executive support to the Senior Health and Safety Advisor and all Superintendents of the terminal operations

•Managed and maintained database consisting company inventory. Handled uploading of material safety data sheets and generated labels for all chemicals according to OSHA standards

•Conducted WebEx training sessions on how to track, manage and build inventory on the MSDS online website. Trained and mentored Terminal Superintendents on database user guides, as well as up managing the upkeep of their inventory

Vital Statistics, Perth Amboy NJ 08817

January 2012 – August 2012

Clerk Internship

•Provided direct support to the City Deputy and Registrar regarding research, record keeping, filing, and direct customer service. Conducted collection calls for revenues from all food and beauty businesses, and prepared and issued licenses.

•Carried out preparation, processing and issuance of birth, marriage, and death certificates. Researched, reviewed, corrected and updates all adoption and name changes and forwarded all to Trenton.

Middlesex County College, Perth Amboy NJ 08817

April 2011 – January 2012

Office Administrator Internship

•Assisted students within the class setting by providing guidance on resume creation, navigation thru job search engines, and overall use of the World Wide Web

•Assisted in preparation of reports, planning and coordinating special events, classroom and lab schedules

Wawa, Allentown PA 18102

March 2003 – December 2009

Sales Associate

•Implemented new performance management processes. Spearheaded better communication between management and staff with respect to employee progress, assessments, opportunities, and development

•Handled inventory control including tracking, analysis, and reporting of returns and damages.

•Ensured adherence of all prepackaged and ordered foods per the company’s specifications and state health laws.

•Supported HR by compiling timecards and payroll data, and compiling various detailed management reports.

•Facilitated employees training regarding established objectives, standards, and documented work duties.

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