Law Firm Administrator

GAIL DEBRA RATTRAY

** ******* *********, ****** ******, NY 11580

Tel: 347-***-**** Email: adzokg@r.postjobfree.com

EDUCATION

QUEENS COLLEGE OF CITY UNIVERSITY OF NEW YORK, Queens, NY

Real Estate Certificate - 2005

LAGUARDIA COMMUNITY COLLEGE, CITY UNIVERSITY OF NEW YORK, Long Island City, NY

AS Business Administration – 2009

CERTIFICATES

Licensed Notary

Real Estate Certificate

CIVIL SERVICE EXAMS

Administrative Manager – Exam # 1195

Procurement Analyst – Exam #1194

Principal Administrative Associate – Exam # 1128

EXPERIENCE

SAM P. ISRAEL, P.C., 180 Maidan Ln, New York, NY

Law Firm Office Administrator, 2014 – Present

Manage all aspects of office administration for a six-attorney law firm generating approximately two million-dollars in annual revenue.

Assist in preparing court submissions and trial exhibits, printing, binding, and adding bates numbers.

Notify clients of case updates and documents required for court.

Organize and store all firm files and sensitive client records.

Supervise and properly train administrative staff and interns assigned to the firm.

Review work of administrative staff and evaluate work performance.

Take corrective action when necessary to maintain the work of the firm and individual proficiency at a satisfactory level.

Develop process flows and procedures for improvements of administrative functions.

Manage and oversee programs and other services, budget, fiscal planning, and allocation of resources in providing guidance on expenditures to ensure program funds are being spent efficiently and deficits will not occur.

Monitor and implement budget preparation, payments and closeouts.

Research, compile and analyze organizational data to support the firm in its planning and decision- making process.

Prepare statistics, charts, pie diagrams, graphs to present the data in easy-to-understand manner.

Assist in the preparation of future year budget requests, ensuring operating plans are strategically aligned to firm’s mission, strategic requirements, and performance goals.

Manage and analyze vendor information with regards to geographic distribution to ensure no overlap with other agencies.

Responsible for clients’ invoice distribution and payments on a monthly basis.

Examine relevant publications and become familiar with market conditions, price trends and trade practices.

Follow up on problems regarding delivery of goods and services and prepare periodic progress reports on procurement status.

Prepare reports and updates on work performance.

Act as primary liaison between vendors and business representatives. GAIL DEBRA RATTRAY

70 Ormonde Boulevard, Valley Stream, NY 11580

Tel: 347-***-**** Email: adzokg@r.postjobfree.com

Perform work of moderate difficulty in the procurement of goods and services and in processing procurement documents and retainer agreements; confer with, advise, and coordinate operational, technical, and professional staff in the procurement process; and perform professional work of moderate difficulty managing agreements for services.

Manage activities related to analytical processes required to support agreements, including background reviews and assignments.

Responsible for all firm bookkeeping and maintaining millions of dollars in corporate accounts.

Monitor the monthly metro-cards and personnel expenses for reimbursement and replenishment.

Review agreement specifications to ensure compliance with the requirements of the firm.

Ensure all proposals meet the firm’s requirements and all relevant guidelines.

Develop procedures for administration of services and procurement activities, such as monitoring vendor performance, and effecting contract modifications.

Monitor post award contract management and ongoing vendor preparedness.

Oversee follow-up with clients regarding payments against outstanding invoices.

Track office supply stocks and arrange for prompt replenishment of low stocks.

Prepare and review insurance forms and negotiate insurance premiums for new and renewals.

Execute outgoing wire payments and oversee incoming payments.

Assist corporate CPA in gathering necessary financial information for annual tax reporting.

Operate firm phone lines and calendar.

Coordinate with all categories of legal vendors including court reporters and process servers.

Correspond with various companies regarding employee benefit and retirement accounts.

Liaise with website designer and IT personnel.

BEVMAX OFFICE CENTERS, 1 Liberty Plaza, New York, NY Office Manager 2005 – 2014

Managed an 86-office center fully occupied in the Financial District.

Supervised a team of seven employees and evaluated performances.

Scheduled and performed tours for office occupancy.

Obtained data needed in the preparation of agreements and requests for proposals.

Worked closely with clients to maintain and ensure satisfaction of services offered.

Monitored agreement renewals, terms and conditions and pricing.

Took corrective action when necessary to maintain the work and individual proficiency at a satisfactory level.

Examined relevant publications, market conditions, price trends and trade practices.

Researched, compiled, and analyzed organizational data to support the planning and decision-making process.

Oversaw the monthly metro-cards and personnel expenses for reimbursement.

Managed and analyzed vendor information with regards to geographic distribution to ensure no overlap with other agencies.

Navigated different data base and provided guidance/alternatives, feedback to project managers on inequalities for the best results.

Pursued long and short-term partnership relationships with external vendors and developed volume generating promotions that effectively impacted the organization.

Provided support with procurement personnel in purchasing goods and services and in processing procurement.

Authorized purchase order and contracts payments and uploaded supporting documentation.

Followed up on problems regarding delivery of goods and services and prepared periodic progress reports.

Scheduled and coordinated move-ins and outs with clients and building management team.

Handled clients’ complaints, maintenance requests and other concerns according to firm-specifics and procedures and resolved in a timely fashion.

GAIL DEBRA RATTRAY

70 Ormonde Boulevard, Valley Stream, NY 11580

Tel: 347-***-**** Email: adzokg@r.postjobfree.com

Collaborated with on-site maintenance team and external contractors to ensure that the individual offices are repaired and maintained to meet company standards.

Coordinated moves with clients including scheduling of loading docks and contractors. SKILLS AND ABILITIIES

Excellent organizational and time management skills. Ability to work under pressure and meet deadlines, plan, organize, and supervise the work of others. Ability to work independently and as part of a team. Ability to prioritize and work with confidence.

Superb punctuality and motivation to begin projects immediately when assigned and complete them as early as possible.

Positive and professional work attitude.

Extensive experience in Timeslips, Quick Books, Adobe Acrobat Pro, Microsoft Word, Excel, Angus, and Outlook.

LANGUAGES

Bilingual - Creole

Contact this candidate