Office Operations Manager

AJ SANTIAGO

**** ********* ****** *****, **, ****3

Home Phone: 646-***-**** Email: ***********@*****.***

EXPERIENCE

B-Reel, New York, NY Dec. 2017 - Present

Office and Operations Manager

• Responsible for all day-to-day office administrative activities.

• Own relationship with building management to ensure employee understanding of and compliance with all office building policies.

• Manage vendor and merchant relations.

• Coordinate travel logistics for employees.

• Event planning (i.e., scheduling, catering).

• Monitor and manage procurement of office and kitchen supplies to ensure proper inventory levels.

• Administer and oversee the maintenance of office equipment and systems, including monitors, printers, copiers, internet, phones, and A/V conference and take necessary steps to enhance and/or repair where appropriate.

• Develop and implement a protocol for office security and visitor access, including visitor check-in and after-hours access

• Own the office aesthetic and design (i.e., foyer, conference rooms, walls) to create a welcoming and comforting work environment.

• Maximize use of office space by planning for and managing office seating chart and layout.

• Manage non-role related components of new hire onboarding, including HR data entry, benefits information, equipment procurement, technology account creation (i.e., Gmail and Slack), security card creation, desk space set-up, etc.

• Answer basic HR questions regarding benefits, payroll, etc.

• Develop, document, and implement office policies by establishing standards and procedures and updating the employee handbook when necessary.

• Maintain company calendar and ensure holiday / office closures are communicated proactively.

• Drive planning efforts for office celebrations, leadership offsite, holiday parties and other company events.

NECO, New York, NY Oct. 2016 - Jun. 2017

Executive Assistant and Office Manager

EA Responsibilities

• Managed the individual calendars of all C-suite executives (and the office-wide NY & LA calendars).

• Coordinated appointments and travel for board members and the CEO & President.

• Remained aware of the CEO’s schedules, projects, and commitments acting as his right- hand, proactively reminding him of his schedule and handling all requests.

• Helped CEO manage and coordinate philanthropic activities, charitable giving, and maintenance of correspondence with partner organizations.

• Conducted research and managed special requests for executives and family members.

• Handled any/all relevant personal errands, purchasing/coordination of gifts, etc. for CEO and other staff.

• Supported CEO and other staff to work from remote locations for special events.

Office Management Responsibilities

• Provided office management support, including management of facilities, vendor contracts, and purchasing.

• Gatekeeping: Oversaw reception areas and managed requests for meetings, conference calls and interviews.

• Prepared correspondence.

• Served as interdepartmental liaison between C-suite executives and non-executive staff.

• Planned all off-site parties (inclusive of venue selection, catering, and party rentals).

• Planned and hosted all on-site parties (including catering for all birthdays, lunches, and dinners).

• Greeted and directed guests visiting the company.

• Oversaw and maintained the organization and appearance of the reception area, conference rooms, kitchens, and related areas.

• Set up and broke down conference rooms (including preparation and clean-up of food before and after meetings).

• Enforced office policies and procedures of order and cleanliness among all office staff.

• Ordered supplies and maintained inventory of all office supplies.

• Received and distributed incoming mail and packages.

• Prepared packages for delivery via delivery services.

• Assisted in ordering and maintaining inventory of company marketing materials.

• Ordered business cards.

• Worked with cleaning staff and related vendors to ensure that standards of cleanliness and order were maintained in the office.

• Assisted with proofreading and reviewing of company-wide material.

• Performed frequent light errands.

• Conducted various levels of research as directed.

• Assisted with all office events/activities, administrative and general office duties.

• Trained and onboarded new employees.

• Oversaw site renovations, expansions, and office moves.

• Generated reports, spreadsheets, and compiled/bound decks for Marketing and Business Development teams.

Davis Wright Tremaine LLP, New York, NY Oct. 2015 - Jan. 2016

Williams Lea Hospitality Coordinator

• Scheduled conference rooms and used Outlook/Resource Scheduler to manage calendars and send invitations.

• Generated reports for Office Manager.

• Administered supplemental Front Desk services (directing calls, mail delivery, guest/vendor relations).

• Communicated with manager and client on site or deadline issues.

• Provided inventory management and procurement of catering and facility supplies.

• Took note of food allergies and modifying menus and catering for law partners.

• Hand-delivered meal orders for visiting law partners and elite clients from The Palm and other NYC luxe eateries.

• Set-up conference rooms, including audio/visual equipment, furniture configuration, and food/beverages according to the daily schedule.

• Offered Hot & Cold Beverage and Wine Service.

• Tidied conference rooms after use and returned property to vendors (such as florists, caterers, and event supply agencies).

Manhattan College, Riverdale, NY Nov. 2009 - Apr. 2015

Media Center Circulation Assistant Guest Coordinator

• Served as the department ambassador to VIP guests and speakers (including former Police Commissioner Ray Kelly and former Gov. of NY David Paterson).

• Purchased gifts for all VIP guests visiting and hosting events in the library department.

• Provided guest services administration for all events (including meet & greets).

• Coordinated Front Desk activities (including room reservation and event registration).

• Scheduled 20+ conference rooms for events in the Multimedia Center.

• Performed administrative and operational duties for Executive Library Director and Circulation Department.

• Followed-up and monitored all aspects of logistics for events.

• Oversaw acquisitions from all off-site vendors for events.

• Managed and trained interns and oversaw set-up & breakdown for all events.

• Provided First-line Help Desk Support for Media Center Audio-Visual Technology used at events.

• Created SOP development and Implementation for events and library department guest services (to ensure best practices).

• Oversaw trafficking of Media for Library and Communications Departments.

• Performed Operations Management (including conducting facilities openings and closings, crisis management/disaster relief efforts during severe weather events and patron Bill/Fine reconciliation).

• Conducted courier delivery management (including interfacing with USPS/UPS/DHL/FedEx).

COMPUTER SKILLS

Hardware: Mac/PC compatible

Software: Windows, MacOSX.14 (Mojave), Corel, Open Office, G-Suite of Applications, Microsoft Office 365 Suite of Applications (including Excel), Slack, Skype, Zoom, Hangouts, Gchat, Signal, Resource Scheduler, U-Reserves, Marathon, Concur, Bamboo, UltiPro, Justworks, FileMaker Pro, Entourage, Lotus, Visio, Web Design (HTML), Dream Weaver, Adobe Photoshop, Adobe Illustrator 8.0-CS2, Quark, InDesign, HomeSite 4.0, HTML Transit, Final Cut Pro HD, Voyager, KOHA, Linux, Firefox, Internet Explorer, Opera, Safari, Chrome

EDUCATION

Manhattan College, Riverdale, NY May 2008

Majors: Bachelor of Arts in Corporate Communications and Broadcast Programming Minors: Managerial Sciences (CIS) and Public Relations

Contact this candidate