SUMMARY

Result-oriented Executive Assistant with more than fifteen (15) years of experience in supporting a broader team with assets (PCs, equipment) and real estate (seating) tracking and management, employee, and contractor onboarding and offboarding, supply orders, initiation and tracking of IT and Tech support tickets, Invoice approval and PO management, Team Wide meetings and events coordination, assistance with building and updating business continuity plans.

Professional Experience

Northern Management Services, Inc. Washington, DC

Administrative Assistant/Production Control Clerk January 2023 to Present

Answer inquiries and provide information to the general public, customers, visitors, and other interested parties, offices, and employees within the organization.

Coordinate and expedite workflow and materials within the organization.

Reviewing and distributing production, work, and data entry for the CMMS System.

Confer with department supervisors to determine the progress of work and completion dates.

Compiling reports on the progress of work, inventory levels, costs, and production problems.

Operate data entry devices, such as CMMS software and Windows operating systems.

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing, maintaining paper and electronic files, and providing information to callers.

Review staff daily sign-in logs and post daily time sheets for bi-weekly Payroll submittal.

Process vendor invoices, prepare purchase orders, post monthly expense spreadsheets, maintain petty cash ledger, assemble, and copy monthly reports.

Prepare and provide billing invoices to the corporate office via PDF.

Create, maintain, and update manual files, as well as electronic files.

Oversee and lead maintenance procedures and actions in a company.

Carrying out inspections of the facilities to identify and resolve issues.

Assigning repair schedules to all department workers.

Ensuring all department workers adhere to the safety policies and procedures.

Conduct safety meetings to ensure safety amongst department workers.

Conduct weekly corporate meetings to share and identify new ways to reach company goals.

Oversee equipment stock and place orders for new supplies when necessary.

Supervise and lead all maintenance processes and operations.

EMCOR Government Services, Inc. Alexandria, VA

Administrative Assistant December 2020 to January 2023

Managed daily incoming calls for headquarters.

Issued purchase orders and sub-agreements to suppliers and subcontractors as requested by managers and technicians.

Matched vendor invoices to POs and submit them for the manager’s approval.

Processed procurement card purchases and maintain accurate records for headquarters’ cardholders.

Set up and maintained files for projects, service contracts, and work orders.

Processed customer billings for service and project work weekly and monthly.

Processed payroll and maintain accurate records for headquarters and multiple sites.

Assisted with preparing monthly reports and meeting materials.

Assisted with customer bids.

Assisted with the coordination of safety, compliance, and other training.

Assisted the accounting department with annual audit requests and other compliance projects.

Assisted with onboarding new hires.

Prepared standard and ad hoc reports for management, as required.

Provided administrative support to headquarters’ managers and technicians.

Handled mailing, filing, scanning, and other office duties for headquarters.

Responsible for daily management of contracts including monitoring and analyzing operational functions within service lines.

Analyzed actual financial results to budget, preparing variance reporting to functional groups.

Edgewood Management Baltimore, MD

Leasing Consultant (Contract) October 2020 to December 2020

Greeted prospects and qualify by covering all criteria (ask questions; utilize completed guest cards, etc.).

Immediately record all telephone and in-person visits on appropriate reports.

Filed out guest cards and maintained according to established procedures.

Inspected models and available “market ready”, communicated related service needs to Property Manager.

Demonstrated community and apartment/model and apply product knowledge to clients’ needs by communicating the features and benefits; close the sale.

Have the prospect complete the application and secure a deposit by the company procedures and Fair Housing requirements.

Updated availability report, and processed applications for approvals. (i.e., credit check, rental history, etc.) Submitted processed applications to the Community Manager for approval. Follow up with the applicant regarding status.

Ensured the apartment is ready for the resident to move in on the agreed date.

Immediately follow up on prospects that did not close and attempt to close the sale again. If unable to help a prospect, refer them to sister communities to meet the prospect’s needs.

Secured new resident’s signature(s) on appropriate paperwork before move-in.

Assisted in monitoring renewals. Distribute and follow up on renewal notices.

Toyota Financial Services Owings Mills, MD

CW ICU Clerk (Contract) June 2020 to September 2020

Performed administrative functions related to the Client Lease Termination process.

Responsible for processing workflow for the sale/disposition of Inventory Control managed vehicles.

Completed and created financial changes.

Invoiced refund checks to customers and dealers.

Ensured efficient and accurate processing of Inventory Controlled managed vehicles in compliance with company policies and procedures.

Worked in various systems to accurately maintain accounts and enter data as outlined in workgroup standard operating procedures.

Coordinated with third parties as needed.

Prepared and mailed customer/vendor correspondence, legal notices, and lease-end documents.

Followed up on account activity to ensure all steps of the process are completed and take steps to expedite as needed.

Navigated through multiple systems to validate charges or refund/overpayment status.

Managed various queues and spreadsheets associated with the lease-end processes.

Worked on multiple post-term processes as needed to meet customer needs.

Exelon Corporation Baltimore, MD

Administrative Assistant III (Contract) October 2019 to February 2020

Provided Audit Services and business function support as a team coordinator to satisfy the needs and requirements of diverse internal audit groups doing administrative tasks and coordinating logistics.

Supported directors with Calendar management, travel arrangements, and expense tracking and reporting.

Supported broader team with assets (PCs, equipment) and real estate (seating) tracking and management, employee, and contractor onboarding and offboarding, supply orders, initiation and tracking of IT and Tech support tickets, Invoice approval and PO management, Team Wide meetings and events coordination, assistance with building and updating business continuity plans.

Compiled and analyzed relevant information and provided customized reports.

Scanned, copied, and sorted mail.

Set up conference calls and GoToMeeting as well as provide backup to Office staff.

Corresponded to e-mails, assigned office spaces to incoming guests, and reserved conference rooms for meetings/luncheons.

Johns Hopkins University – CTE Columbia, MD

Executive Assistant (Contract) June 2019 to September 2019

Provided high-level administrative support to an individual that holds a senior position within the University. Resolved administrative issues and problems that arise throughout the course of the day.

Scheduled all appointments, speaking engagements, events, etc. including scheduling priorities.

Ensured that leadership is fully prepared for meetings and appearances, including compiling, and preparing materials, and confirming meeting details and expectations.

Prepared and/or reviewed briefings.

Processed and prioritized incoming mail and ensured mail is correctly processed and tracked promptly. Planned, wrote, edited, and managed the distribution of letters, memoranda, and other communications.

Managed logistics for special events.

Processed expenditures for payment, reconcile accounts, and monitored expenses within the budgetary framework.

Responsible for the execution and completion of special projects and assignments.

Provided high-level administrative support to an individual that holds an executive-level position within the University. Served as the executive s most senior administrative staff.

Managed meeting logistics – including scheduling and reserving room/location.

Transcribed audio tapes of various meeting interviews, using proper sentence structure and business language.

Gathered all training materials – printing, copies and binding, folders, loading flash drives with files, including packing and shipping.

Coordinated room reservations and event needs for both in-person and online training.

Managed webinar post-production and dissemination.

Washington Metropolitan Area Transit Authority (WMATA) Washington, DC

TRPM Administrative Assistant (Contract) August 2018 to June 2019

Interacted with customers and staff using professional, courteous interpersonal skills to provide optimum service.

Ensured proper care of sensitive documents, including following procedures for mailing, handling, transmitting, and communicating these documents. Establish, maintain, and oversee the filing system and records for the department to ensure compliance with Authority guidelines and best practices.

Met deadlines for generating reports, letters, memoranda, and other assorted documents required to support the department.

Developed and maintained calendars, provided phone coverage, and opened, sorted, and distributed mail and e-mails.

Handled travel arrangements for department managers, providing departmental travel budget administration.

Prepared agendas and advisory memos to assure logistical support for assigned areas of responsibility, allowing comprehensive departmental planning.

Compiled and analyzed information for inclusion in reports or presentation materials to provide essential information to the department.

Engaged in more complex duties including database management for analysis, budgets, data entry, and report preparation.

Developed project plans and coordinated special projects to unify and advance departmental goals.

Trained lower-level administrative staff.

Ricoh USA, Inc. Alexandria, VA

Field Support Representative MS Ops On-site ** September 2017 to August 2018

Supported daily operations, implementations, expansions, promotions, and administration of Enterprise/Area Accounts within an assigned territory.

Delivered operational excellence as a fill-in for onsite personnel absences, training, and vacations throughout assigned territory locations.

Assisted with the development of Site Procedure Guides and ensures compliance with all aspects of RICOH Service Excellence. An integral member of the service team by supporting the daily operations of one or more MS locations for all contracted services.

Assisted with new MS site implementation.

Understood site requirements and performed associated duties. Routinely spend time overseeing the service delivery quality and answering the questions of on-site staff.

Optimized services and personnel resources in a wider area beyond the site level to meet deadlines.

Filled-in for absences or vacations of the onsite resources may include the site supervisor. Coordinated all aspects of services, which entails traveling to and from various accounts.

Answered questions for the other staff during the completion of in-house and off-site services.

Created and maintains a customer-focused environment. Is responsible for customer satisfaction by engaging end-user feedback.

Routinely identified and documented process improvement suggestions and communicates them to management.

Assisted in the training of new and existing employees.

Focused daily time on overseeing employee work and answering questions.

Ensured field compliance with RICOH Service Excellence performance requirements.

Proactively manage service requests for hardware and software solutions in the service center.

Collected data for the completion of the Monthly Management Report as directed.

Inter-Solutions, Inc. Silver Spring, MD

Leasing Consultant (Contract) June 2016 to September 2017

Greeted prospects and qualify by covering all criteria (ask questions; utilize completed guest cards, etc.).

Immediately record all telephone and in-person visits on appropriate reports.

Filed out guest cards and maintained according to established procedures.

Inspected models and available “market ready”, communicated related service needs to Property Manager.

Demonstrated community and apartment/model and apply product knowledge to clients’ needs by communicating the features and benefits; close the sale.

Have the prospect complete the application and secure a deposit by the company procedures and Fair Housing requirements.

Updated availability report, and processed applications for approvals. (i.e., credit check, rental history, etc.) Submitted processed applications to the Community Manager for approval. Follow up with the applicant regarding status.

Ensured the apartment is ready for the resident to move in on the agreed date.

Immediately follow up on prospects that did not close and attempt to close the sale again. If unable to help a prospect, refer them to sister communities to meet the prospect’s needs.

Secured new resident’s signature(s) on appropriate paperwork before move-in. Orient new residents to the community.

Assisted in monitoring renewals. Distribute and follow up on renewal notices.

Gathered information about market competition in the area and filed.

Lockheed Martin Gaithersburg, MD

OJP Project Coordinator (Contract) April 2016 to June 2016

Solicitation Lead for Peer Review projects as assigned: In this role and under the guidance of a Team Lead be the Point of Contact for the OJP Solicitation manager and coordinate all aspects of the review according to the established peer-review schedule and deliverables. This includes tracking and delivering on schedules and milestones, creating, and delivering reports, responding to questions from OJP staff, and coordinating and scheduling an orientation call with OJP staff and assigned peer reviewers.

Panel Lead for Peer Review projects as assigned: in this role, be the Point of Contact for the subject matter expert peer reviewers, working closely with a Team Lead and Solicitation Lead. This includes assigning reviewers their work, communicating the schedule and deliverables, creating, and delivering required forms, monitoring the completion of forms, coordinating consensus calls with OJP staff and reviewers, and providing customer service support by responding to reviewer questions and inquiries promptly and providing other support as needed.

Performed other peer review-related tasks such as reviewer searches in the Peer Reviewer Database and initial interest outreach to approved reviewers.

Supported the general OJP Peer Reviewer email box to respond to queries, nominate reviewers to the Peer Reviewer Database, and upload e-faxed forms.

Performed quality control audit functions for the Conflict-of-Interest process.

Supported the coordination of consensus calls by assigning bridge lines to scheduled calls.

Council for Professional Recognition Washington, DC

Executive Associate to CEO April 2015 to March 2016

Maintained workflow by studying methods; implementing cost reductions; and developing reporting procedures.

Assisted with creating and revising systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and implementing changes.

Assisted with resolving administrative problems by coordinating the preparation of reports, analyzing data, and identifying solutions using Microsoft Excel and Microsoft Word.

Ensured operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

Maintained supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

Completed operational requirements by scheduling and assisting with coordinating operational projects and expediting work results.

Coordinated domestic and foreign travel arrangements.

Maintained professional and technical knowledge by attending professional development training.

Omni Shoreham Hotel Washington, DC

Banquet Coordinator April 2011 to July 2014

Audited all revenues entered daily: Delphi checks, Micros, and banquet recap to ensure all charges have been correctly posted using Microsoft Excel.

Corrected and processed payroll using Microsoft Excel, Kronos, and Evention.

Ordered and maintained office supplies via Birchstreet.

Scheduled on-call Bartenders, cashiers, and on-call staff.

Assisted the Director of Banquets in recruiting “on-call” staff and followed up with Human Resources.

Attended monthly meetings, and transcribed meeting minutes.

Managed cashiers for cash & carry functions.

Conducted departmental meetings.

P. Daniels & Associates, LLC Waldorf, MD

Virtual Administrative Assistant (Contract) April 2010 to April 2011

Provided administrative solutions by utilizing tomorrow's technological advancements.

Performed typing and transcription duties as required in Microsoft Word.

Composed reports and correspondence containing decisions of the designated manager.

Arranged, participated in, and implemented, as directed, conferences and committee meetings.

Typed correspondence and transmit documents to outside agencies and other departments.

Compiled and organized meeting materials, including copying, collating, and delivering materials to meeting locations.

The Carter Center Atlanta, GA

Human Rights Administrative Assistant (Contract) September 2009 to April 2010

●Provided administrative support and oversaw office operations.

●Ensured office activities complied with policies and procedures.

●Assisted in budget development using Microsoft Excel.

●Planned, administered, and monitored the program's budget or related grants.

●Maintained calendar, prepared daily schedule, and prioritized meeting requests for managers using Microsoft Outlook.

●Ensured managers were prepared for daily activities.

●Coordinated, attended, and prepared materials for and/or transcribed audio meeting minutes and special events.

●Reviewed incoming correspondence and identified items of special interest to managers or others.

●Composed, edited, and typed correspondence, reports, and manuscripts.

●Oversaw ordering and maintenance of office supplies and forms.

●Worked with individuals or groups to research program initiatives and develop strategic plans.

●Ensured short- and long-term goals of the program and individual projects were met.

●Oversaw the preparation of operational and statistical reports.

First Industrial Realty Trust, Inc. Exton, PA

Regional Marketing/Leasing Coordinator April 2006 to August 2008

●Developed and maintained strong tenant and broker relationships.

●Marketed available properties utilizing email, Internet, and direct mail.

●Scheduled and organized broker events.

●Created, maintained, and tracked annual marketing and leasing budget.

●Showed properties to prospective tenants or buyers.

●Coordinated tenant move-ins and move-outs.

●Negotiated and drafted office leases.

CB Richard Ellis, Inc. Marlton, NJ

Executive Assistant October 2002 to April 2006

●Maintained listing and revenue reports.

●Tracked lease expirations and renewals utilizing contract software.

●Maintained appropriate client records, files, and documentation.

●Assisted in the selling, leasing, and marketing of commercial real estate properties.

●Coordinated and provided service for staff meetings, board meetings, committees, etc.

●Reviewed, analyzed, and documented accounts payable issues between landlord and tenant.

●Prepared tenant surveys, reports, maps, and presentations for listing or tenant representative assignments.

●Answered, screened, and directed telephone calls, provided information with discretion, or redirected calls as appropriate.

●Coordinated the flow of information between landlord and tenant concerning collections, legal issues, and any other lease issues.

●Gathered and coordinated material necessary for transactions, including listing/commission agreements, leases, and sales agreements.

●Assisted with processing department financial data as it relates to budgets, accounts payable, and generating various financial queries and reports.

●Coordinated domestic or foreign travel arrangements.

●Scheduled and maintained a calendar of appointments, meetings, and travel itineraries, and coordinated related arrangements.

Computer Skills

MS Office Suite, MS Windows, Adobe, Photoshop, Delphi, Epitome, Kronos, PeopleSoft, Adobe Connect, Zoom Web Conferencing, Concur, WordPerfect, Quicken, Micros, JD Edwards, SharePoint, Yardi, One-site, Jenark, AMSI, Maximo

Education

●Coatesville Area Senior High School Graduate – Coatesville, PA

●PA and NJ Real Estate License – Weichert Real Estate School

●Pursuing Bachelor’s Degree (Finance/Real Estate) – at Temple University, Philadelphia, PA

●Certified Web Specialist

** Clients supported while working at Ricoh:

Amazon

Aon

DLA Piper

Fannie Mae

Venable LLP

Neilson Mullins Riley and Scarborough LLP

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