Office Manager Human Resources

Kareen Singh

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

908-***-**** **********@*****.***

OVERVIEW

Twenty years’ experience in business administration working across the private and public sector offering a strong work ethic, interpersonal skills, accompanied with sound time management to ensure high-quality service.

PROFESSIONAL EXPERIENCE

GOTHAM SCENIC, LLC OFFICE MANAGER/BOOKKEEPER, 2023 - 2024

Gotham Scenic is the go-to destination for high quality scenery that will dazzle clients and audiences. Gotham specializes in crafting sets for Broadway, Off Broadway, and Television, as well as custom displays for experiential marketing events and branding activations.

Office Management:

●Oversee and work with the President on the following aspects of Human Resources: Maintain attendance records and ongoing attendance log. Manage and approve employee requested PTO as necessary and forward/maintain employee time-off to outside PEO on a semi-monthly basis. Manage employee personnel files maintaining absolute discretion with sensitive information. Prepare weekly payroll accompanied with tabulation of non-salaried employees’ timesheets for review before submitting to PEO. Prepare annual enrollment report and present it to the President ahead of deadline, providing PEO options if necessary, and communicating specifics to the team. Assist Team Members with general questions concerning benefit and/or retirement plan. Collaborate with external PEO on new hires, company policy and manuals, employee job descriptions, etc.

●Perform onboarding and off boarding of Team Members with the President. This includes, but is not limited to: Employee setup/termination and documentation, orientation, review of office policies, exit interviews, etc.

●Direct weekly staff meetings.

●Coordinate employee and company recognition programs including birthdays, service anniversaries, Boss’s Day, anniversary of the company, Christmas Party, etc.

●Maintain all business insurance policies, track dates of renewal and request certificates of insurance.

●Make travel arrangements for executives and maintain a structured executive schedule.

●Management of all magazine and publication subscriptions.

Finance:

●Accounts Receivable: Client setup and account maintenance. Compile invoices and issue using task/job costing and complete percentage complete practices. Assemble and input estimates using current and historical data. Process incoming payments via mail, ACH, and credit card processing. Enter QuickBooks for monthly financial reporting. Assure timely collection of outstanding invoices.

●Accounts Payable: Vendor setup and account maintenance. Provide Purchase Orders to vendors, process incoming invoices, print checks and handle vendor inquiries. Ensure all payments are processed accordingly in a timely manner.

●Preparation of monthly, quarterly and annual financial reports, tax documents, benefit obligations, etc. Month-end and yearly closure of accounting software. Prepare general ledger entries and maintain Chart of Accounts, records and files; reconciling accounts ensuring QuickBooks is balanced in accordance with bank accounts.

●Conducted insurance audits namely for all Union staff member ensuring all deductions and benefit contributions were in compliance with the statutes and laws set forth by the corresponding Unions.

●Manage petty cash funds and reconcile monthly.

●Monthly and quarterly budget management providing the President and executive team with insights and recommendations as necessary.

●Provide quarterly financial executive summaries and present them to the President.

Account Support:

●Serve as a client/vendor liaison on select projects and/or on select aspects in support of primary account manager.

●Duties would include, but not limited to client to vendor contact, schedule management, budget management, website content update, and project coordination with the creative team.

●Communicate all relevant information and updates to the primary account manager.

Ronald Mark Associates Office Manager/Reception, 2021 - 2023

Ronald Mark Associates has been marketing, distributing and packaging PVC resin since 1971 and manufacturing vinyl films since 1979. By means of acquisition and joint ventures combined with taking full advantage of its reach in the PVC resin market, RMA has positioned itself as an innovator and streamlined successful manufacturer in the flat roof membrane market.

●Office Reception included but not limited to answering phones, forwarding and directing calls, checking messages, mail distribution, greeting delivery associates and visitors, managing and maintaining visitor’s log.

●General formatting, printing and copying of administrative documents

●Assist team members with general questions concerning benefits and/or retirement plans.

●Management of magazine and publication subscriptions

●Ensure conference room is always cleared and ready for usage

●Maintain, schedule and organize conference room log to avoid over or double booking.

●Maintain office equipment and supplies including communication with building management.

●Assist in coordination of employee and company recognition programs, including birthdays, service anniversaries, Boss’s Day, anniversary of company, Christmas Party etc.

●Head samples department

●Coordinate retrieval of varied samples from warehouse and storage for distribution maintaining an elaborate inventory of more than 500 products and samples

●Preparation of shipments and coordination with couriers for successful delivery of samples both locally and internationally.

Bubble NYC LLC Office/HR Manager, 2020 – 2021

Having been in existence for close to 15 years and growing to 3 locations. Bubble NYC is a high end event furniture rental company whose primary objective is to provide clients with high quality service meeting the latest trend in furniture and accents to make their events extra special.

•Managed day to day operations of the entire organization which also entails the processing of AP/AR.

•Closely monitor time clock information making comparison with security cameras ensuring data retrieved are actual payable hours.

•Exported hours from pay clock system for 3 locations (Miami, Orlando, New York) before preparing and submitting payroll via ADP for upwards of 100 employees.

•Bank reconciliation in relation to revenue and expenses.

•Cut, prepare, process and enter check payments in the system and issue them to vendors as necessary.

•Internal audit of all 3 locations to ensure IRS obligations are being maintained.

•Structured operations to create a triangular flow of operations ensuring clear and concise communication between Office, Sales and Warehouse.

•Ensured all State and Federal obligations are met and in compliance in reference to taxes, warehouse safety, vehicle registrations etc.

•Recruit, interview, hire and train new employees to secure a solid team post COVID.

•Create and maintain employee files ensuring absolute confidentiality with sensitive information.

•Manage the entire staff including 30 warehouse associates at the New Jersey location.

•Resolve conflicts and issue warnings and/or termination letters as necessary.

•Hold weekly meetings to determine areas of weaknesses that need strengthening and strategize accordingly.

•Implemented an award program to encourage and boost morale ensuring quality performance from warehouse staff.

•On-site coordinator for deliveries and pick-ups to ensure clients' needs are met maintaining healthy business relationships.

•Prepare weekly schedule of events for delivery and pick-up based on orders from sales team • Map and label warehouse

•Manage inventory and upkeep of collections in the warehouse.

•Restructure warehouse to establish quality control creating order and efficiency.

•Periodically monitor security cameras in the warehouse.

•Prepare and execute transfers between our 3 locations as necessary

•Maintain and enforce OSHA regulations in the warehouse.

Cadle People's Trucking Administrative Assistant, 2011-2020

At CPT we take on shipping most like companies cannot handle. CPT logistics provides fast and reliable delivery throughout the Mid-Atlantic. We are located in Mount Laurel, New Jersey and serve between New England and the South Atlantic States. CPT ensures safe, reliable and on schedule hot shot transportation and deliveries. It's an independent transportation contractor with flexibility to meet the needs of clients and customers with a guarantee that their freight gets where it needs to be when it needs to be there.

Calendar management for Executives.

Schedule appointments and set up meetings with partners and potential clients.

Manage daily function of the office ensuring an organized and efficient work environment.

Manage all incoming and outgoing correspondence

Create and update filing systems making sure all documentation, personnel files and other business related files are up to date and compliant.

Procure and book flights and make hotel reservations for executives and drivers.

Manage travel expense reports and closely monitor budget.

Procure and order office supplies and equipment as necessary, maintaining and updating inventory regularly.

Collaborate closely with product suppliers and clients to build strong business relations

Conduct interviews and create employee files for new hires.

Coordinate screenings for all new employees.

Closely monitor the fleet of trucks to ensure effective and efficient pick up and drop off meeting all obligations in compliance with regulations.

Ensure all drivers paperwork, insurance, background checks and screening are up to par.

Coordinate and execute initiation for new hires.

Ensure all trucks in the fleet are maintained and registrations are up to date and within compliance.

Conduct weekly meetings to ensure logistical processes are running smoothly.

Submit payroll and bonus incentives for drivers using Quickbooks.

Organize and execute meetings, functions and award ceremonies.

Pan American Social Marketing Organization Coordinator of Finance, Administration + Sales, 2004-2009

Founded in 1996, Pan American Social Marketing Organization (PASMO) is a nonprofit organization that works throughout Central America and the Caribbean to advance sexual and reproductive health and HIV/AIDS prevention and education.

●Managed the local office’s day-to-day operations, including four sales associates and up to fifteen peer educators, budget and finance management, and office correspondence and systems

●Conducted comparative analysis of bank balance and budget of $8 million over a four year period.

●Managed all revenue and expenses in QuickBooks.

●Created monthly financial and budget reports, including profit and loss; comparative, summary, and detailed balance sheets; and bank and QuickBooks reconciliation.

●Coordinated expense reports across agencies and departments.

●Drafted contracts for employees, contractors, agencies, and clients.

●Maintained strong business relationships with agencies and clients and handled sensitive and confidential client information.

●Oversaw employee payroll as well as accounts payable and receivable, including the preparation and distribution of checks for payments and purchases.

●Monitored sales and revenue of product, parts, and equipment in the warehouse.

●Tracked inventory and stock movement

●Devised a procurement process for making purchases, including identifying suppliers.

●Coordinated with a broker to clear merchandise from the customs department ensuring all payments and obligations are met.

●Prepared monthly plan of action to increase sales through promotions and advertising.

Landata Inc of Belize Ltd. Production Manager, 1997-2004

Landata Inc. of Belize Ltd., a subsidiary of Stewart Title Guaranty company, provides the title insurance and related information services required for settlement by the real estate and mortgage industries throughout the United States. Company started with eight people and grew the company to 160.

● Supported company growth from an eight-person team to more than 160 staff.

●Managed and supervised a team of thirty-six associates in a fast paced environment.

●Received certificate of excellence and Employee of the Year for four years

●Received and organized data, including insurance policies, mortgages, liens, and other information pertaining to real estate.

●Composed and submitted weekly and monthly narrative and data-driven reports.

●Conducted monthly PowerPoint presentations to employees and department heads providing an overview of production and performance.

●Submitted payroll and bonus incentives based on performance deliverables and production.

●Screened and interview job candidates

●Created employee training materials and trained all new employees on the operations of the organization.

●Conducted team building exercises to ensure high team morale and strong relationships.

EDUCATION

●St. John's College, Associate Degree in Business Administration, 1994-1997

●St. Catherine Academy, Business Clerical Diploma, 1989-1993

●St. Ignatius School, General Primary Education, 1981-1989

Language Ability: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Math Ability: Ability to calculate figures and amounts such as discounts, interests, commissions, proportions, percentage, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardizations exist. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

SKILLS

High proficiency in Microsoft products (Word, Excel, PowerPoint)

High proficiency in QuickBooks

CERTIFICATES + TRAININGS

●Certificate for training in real estate insurance and finance Stewart Title Guaranty Company ● Quality awareness training Landata Group Inc.

●Behavior Change Communication Training and Administrative Coordinator Enhancement Training

●Business Management Development Training

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