Data Entry Floor Staff

Summary of Qualifications

Able to display outstanding leadership with displayed ability to delegate.

Team Player. Administrative and customer service skills, at the highest degree, while demonstrating a can-do attitude.

Exudes drive and determination, with the ability to work well under pressure, meet deadlines and handle a high volume of various tasks.

Able to work well independently or as a team member; quick to absorb and utilize new methods. Highly trustworthy, hardworking, responsible, and very dependable

Skills

Experienced in all versions of: MS Word, Excel, Outlook, and PowerPoint. Accounting and Bookkeeping software including, but not limited to: AS 400, ADP, JD Edwards, Oracle, QuickBooks Desktop/Online, Access, Java and Ten Key by touch. In addition, skilled in Bookbinding, AutoCAD, Copy/Printer Maintenance, A/V Equipment, Appliance, Fixture and Furniture repair.

Professional Experience

Golden Gate Audubon Society September 2019 – Current

Operations Manager

Open office premises, answer phones, direct calls and greet visitors during all office hours. Respond to a variety of requests regarding membership, volunteer issues and bird-related information. Process mail and general email.

Responsible for maintenance of office equipment.

Provide technical support for office, including working with and scheduling tech consultant to maintain and address problems with office computers and software, including ensuring a timely response to crisis issues that may arise.

Responsible for maintenance of office appearance, including maintaining library, files, retail, kitchen, and office storage areas; oversight of janitorial services and shredding of appropriate documents.

Order, track, and stock office supplies, as well as additional supplies required for special events.

Process donation acknowledgements; assist with appeals mailings, membership renewal mailings, new member and volunteer mailings, and other special mailings.

Coordinate file processing with mail houses and printers as necessary, including providing them with address files and print quantity for Gull mailings each month.

Provide general administrative support to Executive Director, Director of Conservation, Director of Education and Board of Directors as necessary, which includes such things as typing, mailing, distributing action alerts, filing, research, and limited writing and proofreading tasks. Additional tasks include providing support related to special events, including outreach to the public and the media, and assisting the ED with monitoring and maintaining coverage under various insurance policies.

Maintain the office “Procedures” binder, including crafting new procedures to support the functioning of the general office and providing the ED with feedback on general and special projects in order to improve office procedures continually.

Maintain information table and posting board, with special attention to providing Gulls, Golden Gate Audubon brochures and flyers and current membership forms.

Attend Board meetings, take notes and work with the Board Secretary to prepare minutes.

Bring labor/OSHA postings to the attention of the ED and posting them in the office, as appropriate.

Process bills, write checks, input into QuickBooks, arrange for check signatures and timely payment of bills.

Deposit all payments, dues and donations to Golden Gate Audubon and input deposits to QuickBooks. Process and track all automatic deposits, debits, and interest payments. Process credit card approvals and direct deposits.

Input semi-weekly payroll and manage payroll processing. Review time cards for compliance with wage and hour laws and bring any issues to the attention of the ED.

Responsible for timely payment of consultants and processing related paperwork, including updating consultant information and account classification in QuickBooks.

Provide ED and Treasurer with information regarding account balances, classifications, and other issues, as necessary.

Manage all accounts and tracking of financial information in QuickBooks, including tracking of grants and restricted funds.

Track results of fundraising campaigns and generate reports for ED. Work with Treasurer and ED to prepare annual state and federal tax documents, including 1099s on payments to non-incorporated entities and California sales tax return.

Provide accountants with annual audit information including requested financial reports such as checking account details and records of donations of $5,000 or more.

Generate monthly financial reports for the ED and Treasurer. Generate other reports as requested by staff and committees.

Provide monthly merchandise reports as required.

Maintain current contact information on all vendors.

Responsible for overall management of member/donor database, including entering, verifying, and managing data and report design and preparation.

Responsible for ensuring complete and accurate data entry of membership and working to resolve errors and incomplete data. Responsible for ensuring complete and accurate data entry of supporting memberships, donations, and other required information.

Prepare membership and donor tracking reports for the ED, office staff and the Board of Directors as requested. Generate other reports as requested by staff and committees.

Set up, maintain, and provide reports to generate member/donor mailing labels for mailings, donation and membership history, and other standard data retrieval reports.

Maintain contact information and tracking codes for volunteers and activists in database, including maintaining e-mail groups.

Develop protocols for data entry and maintaining documentation of the database procedures.

Train office staff and volunteers to enter information into database according to protocols and to run reports, as necessary.

Coordinate training of office volunteers to assist with donation acknowledgements, appeals mailings, membership renewal mailings, new member and volunteer mailings, and other special mailings.

Coordinate, train, develop and support ongoing recruitment of office volunteers.

Supervise volunteers working on Office tasks.

Ahatis, LLC., Concord, CA March 2019 – May 2019

Executive Assistant – Temporary Coverage Only

Produce high-quality presentations, and memoranda client.

Import and revise graphics files, as necessary.

Create and edit multi-page/multi-section documents using templates and style sheets for graphs, charts, presentations, and other print/design projects.

Proofread completed projects to ensure quality and accuracy.

Collaborate with team members on complex or special projects.

Maintain all job and production tracking data.

Handle sensitive and/or confidential documents and information.

Communicate with Executive Staff and client on job or deadline issues.

Minimum two years' experience in a presentation production environment.

Input Invoices /Receipts in QuickBooks.

Client/Vendor setup.

Create Partner presentation docks.

Performs clerical duties e.g., mail distribution.

Full execution of daily office operations e.g., office designs and logos.

Data entry for different application e.g. Pipedrive, TSheets.

Manage Partner calendars.

Assist in overall Marketing plans e.g. LinkedIn, corporate folder marketing products shirts.

Assist in Bank duties e.g. deposits and payment.

Respond to AP email correspondence.

Maintain Office supplies.

Schedule and coordinate meetings, appointments, and travel arrangements.

Support all employee and subcontractors needs and inquiries.

Facilitate the Onboarding and offboarding process for employees and subcontractors.

Maintain various paper and electronic documents e.g. Dropbox and hard copy filing system.

Taking ownership of ADHOC projects as assigned.

Sutter Health, San Francisco, CA October 2018 – March 2019

Office Manager

Support all EA's and management.

Ensure that all conference room requests are viewed, made available, and in sequence of request.

Set up accordingly as required for meetings.

Preventative Maintenance.

Full charge of government (OSHA) compliance postings and annual updates.

Ensure that all equipment is working, i.e., Monitors, Conference lines, HDMI Cables and Click Share devices.

Provide guidelines of use for conference rooms.

Proactively and routinely, order/stock supplies.

Ensure all snack and tea/coffee items are in stock adequately.

Check vendor equipment and deliveries.

Contact vendor/supplier as needed for restock or invoice reconciliation.

Maintain all office order lists and keep to budget.

Facilitate and maintain all shipping and receiving functions, working with various couriers.

Ensure printer cartridges are available, change when necessary.

Assist in providing logistical support for all event asks (large and small workspace.

Provide check sheet to all event organizers.

Provide parking guidelines, safety guidelines and all other vendor guidelines to event organizer.

Notify floor staff of significant events and reorganization of space.

Facilitate and Structure all events as required.

Ensure that conference rooms are managed during events for on-going meetings.

Provide support to floor staff if needed with IT requests as first point of contact.

Facilitate immediate tickets for equipment or conference lines not working.

Controlled office security, keys, fobs, and badge issuance.

Place work orders for repairs and maintenance as needed with building through portal.

Provide updated and timely guest lists to security staff to ensure smooth flow of guests throughout the day.

Work with building engineers and management as needed to meet minimum safety requirements for the space.

Prioritize visitor reception, introduce guest to staff as indicated, escort to elevator for departure.

Housekeeping is a high priority; oversee trash removal, kitchen cleanliness standards, consult with housekeeping regarding large events or additional services.

Ensure that floor staff has support as requested.

Provide all necessary updates on visitors to the space and organize floor as needed.

Ensure that staff assists in maintaining space and adheres to all Client Policy and standards.

Ensure that staff concerns are acknowledged and worked daily.

Anticipate needs of meetings and provide timely assistance.

Tesla, Inc., Palo Alto, CA March 2018 – June 2018

Operations Coordinator

Duties were to observe, analyze and oversee all mail responsibilities amongst the Bay Area Facilities. This included receiving, storage and distributions of all items received either from suppliers or productions shops.

It also includes the receiving, sorting, and shipping of all paper mail

Manage the current mail team’s workflow and performance.

Align all site operations and implement new programs/policies to re-vamp the program and resolve current, critical issues.

Pacific Maritime Association, San Francisco, CA March 2013 – January 2018

Facilities Coordinator

Responsibilities were to order, maintain, and track incoming/outgoing supplies and inventory. Shipping and receiving to include: sort, distribute and post mail daily, package/box and weigh outgoing deliveries or returns utilizing, USPS, UPS, Fed-Ex, OnTrac, TRICOR, ADP, GSL, etc. Complete maintenance of all office equipment; troubleshooting and initiating service calls when needed

Furniture order, repair, and reupholstering.

Carpet/Floor/Tile cleaning, interior paint, fixture repair and preventive maintenance.

Create work orders utilizing the online ticket system.

Coordinate office moves and space management, layout and design.

Point of contact for building management, engineers and maintenance crew, cultivating and maintaining cohesive, professional relationships.

Full charge of government (OSHA) compliance postings and annual updates

Schedule and track bi-annually IIPP safety meetings, new employee safety tours; order and maintain emergency/earthquake supplies.

Staff notices and quarterly directory updates; controlled office security, keys, fobs, and badge issuance. Total control of new hire and termination packets, full template creation, cover letters and expeditious high-volume mail merges.

Book binding, design and creation of employee name plates, invitations, brochures, menus, and other distinct updates/rollouts.

On and off-campus event planning, e.g., (annual holiday party, employee celebrations, luncheons, marathons) occasional gift purchase, as well as, the set-up and dismantle of seasonal office decorations, including a Christmas tree

Facilitated ergonomic requests and special recommendations, structured annual flu shots and voucher program. Responsible for scheduling new employee headshots, and cross-referencing terminated/retiree’s to be added or deleted from the annual report.

Conference room set-up for in-house meetings; that include A/V requirements such as projection equipment, camera installation, microphones, as well as, monitors and speakers.

Vendor cost analysis and COI compliance and renewals. Streamlined a thorough vetting process of potential vendors/contractors, taking bids, guarantying desirable and cost-effective results.

In an office of 40 plus employees, I am able to meet everyone’s needs, pay extra attention to detail, all while ensuring that the office maintains its immaculate state of appearance throughout the day. Constantly looking for ways to cut down overhead cost, however, notwithstanding quality.

Within the first nine months, I reduced the overall cost for office services, equipment, and breakroom supplies by forty-three percent.

This savings ultimately created an inter-office, staff event budget that truly helped to boost morale throughout the company.

Contact this candidate