Executive Administrative & Office Operations Leader

Nancy A. Manchester

Lehigh Acres, Florida 978-***-**** (C) ************@*****.***

Summary:

Accomplished Administrative Specialist, with Accounts Payable and Office Management expertise, with extensive experience managing daily operations and administrative functions:

Accounts Payable

Purchasing

Travel Planning

Executive Support

Accounts Receivable

Logistics

FL Notary

Office Management

Scheduling

Bookkeeping & Payroll

Meeting & Event Planning

Expense Reports

I am adept at achieving results in diverse fast-paced environments in a high-visibility role, where I have streamlined operations resulting in increased purchasing accuracy and a 25% reduction in processing times.

Team player

Project Management from concept to successful outcome

Extremely organized, focused on high priorities while maintaining attention to detail

Trusted with highly confidential information

Experience:

Confidential (Law Firm)

September 2022 - Present

Finance Operations/Office Manager

Finance Management

oSolely responsible for generating monthly A/R invoices for four partners, time and expense recording; hard cost documentation

oDaily payments of vendor invoices using CosmoLex; entering invoices into database, processing checks

oVerifying payee information, and correct invoice amounts

oReceive client payments, applying to invoices

oCreating new client matters in CosmoLex, adding client “library” files as well as updating contact lists and databases

oApply retainers to new client matters

oProcessing withdrawal checks from Attorney Trust Account (partner must sign), and applying them to client invoices upon signing of legal documents

oDaily report to partners recording the day’s Operating and Trust account activity, both deposits (receivables) and withdrawals (payables)

Human Resources

oCompile timesheet data to process payroll to include overtime, PTO, bonus payments

oUpdate Employee handbook, and policies & procedures as required

oOnboard/offboard employees including enrollment in benefit packages, 401K, systems, and timeclock

oAssist partners with annual performance reviews, recommendations related to salary increases and bonuses

Office Management

oSupervise receptionist and paralegal staff

oVet new vendors (machines, security, health care, janitorial, supplies) to ensure cost effectiveness and quality

oCoordinate office functions, luncheons, holiday parties and events

oInventory supplies and replenish as necessary

oEnsure office is tidy for client meetings.

Panasonic Corporation of North America December 2011 – January 2022

Accounts Payable Manager

oOffice Management/Accounting Specialist:

oFully responsible for Accounts Payable

oReview Purchase Requisitions to ensure proper job coding is utilized; adjusting as necessary

oMatch packing lists with vendor invoices

oEnter vendor invoices into M2M

oRun RGNI (Received Goods Not Invoiced) reports weekly, thereby eliminating past-due balances

oCommunicate with vendors regularly regarding invoice issues (price variances, terms, etc.)

oNegotiate terms with new vendors

oWeekly check runs (approving invoices to be paid, printing checks, assembling wire information for international vendors)

oReconcile weekly bank statements

oMonth-End corporate credit card reconciliation

oMonth-end journal entries (payroll, accrued expenses, etc) and reporting for Controller and CFO

oTrain and manage temporary employees and co-ops in the finance group

oMaintain and order office equipment, supplies, and kitchen supplies

oHR duties including updating Employee Handbook, enrolling/terminating employees from benefits plans, new hire/termination paperwork for over 80 employees

oFacilitated Due-Diligence collection/assistance with company acquisition

oWorkDay trained for on-boarding/terminating employees

o

oPurchasing Agent:

oEnsuring all procurement documentation is completed fully, with required signatures and approval based on mandated managerial requirements

oWork with finance manager to confirm that project and engineering purchases are charged to correct internal and customer jobs

oTeam with requestors to verify costs prior to PO placement

oVerify receipt of goods/products/services/pricing and ensure timely payments to vendors

oNegotiate long-term purchasing agreements with vendors

oExport Control knowledge and vetting related to procurement with new vendors, both foreign and domestic

oEstablish new vendor relationships

oAssist Operations Manager with inventory maintenance, control and tracking

oAdapt to rapidly changing buying demands based on forecasted sales

Everyday Solutions, Inc, Acton, MA December 2005 – September 2010

Office Operations Manager

oOffice management: order supplies, new hire and termination paperwork

oAssist CFO with month-end closing of books (Journal Entries, accruals)

oProcess semi-monthly payroll, time cards, commission calculations and statements

oInventory tracking and control, logistics of customer shipments

oProcess: Purchase requisitions, accounts payable, receivable, customer orders, and collections

oBenefits administration (enrollments, terminations, etc.)

oExecutive Assistant coordinating travel, requests for proposals and information (RFP & RFI)

oCoordinated office moves in October 2006 and January 2010 (office layout, furniture requisition, and physical move)

oCoordinate office meetings, off-site retreats, parties

HighRoads, Inc. Woburn, MA August 2002 – October 2005

Office Manager/Accounting Assistant/Assistant to CEO, CFO, VP of Marketing, and VP Sales

oLeading developer of Human Resource Cost Management (HRCM) software

oExecutive assistant to CEO, CFO, VP Sales, VP Business Development

oProcess highly confidential paperwork (offers, terminations, stock option grants, etc.)

oAccounts payable for Corporate Office in Woburn and Technology R&D office in Canada, utilizing both US and Canadian versions of QuickBooks

oCreate and process all invoices to customers on monthly, quarterly and as-required basis

oPerform collection calls as necessary on invoices outstanding more than 7 days

oOrganize monthly board meetings, including preparing financials

oAssemble Due Diligence materials for four financing rounds, including all confidential employee and financial information

oHR functions: process opening employee paperwork, benefits administration (enrollments, terminations, etc.)

oTroubleshoot IT issues including server failures, telephone issues, configure new PCs and laptops (IT department was in Canada)

oOrganize semi-annual Carrier Advisory meetings: locate venue, send invitations, plan meals

oLogistical contact for all trade shows and speaking engagements, coordinating booth presentations and preparing collateral material

oGeneral office management: order supplies, maintain office equipment, make travel arrangements, maintain travel calendars, and plan company holiday parties and picnics

Education:

Bridgewater State College

Major: English/Spanish

Bromfield High School

Harvard, MA

Major: College Preparatory Courses

Computer Applications and Certifications:

E-Verify Certified User

CosmoLex

Made2Manage (ERP System)

QuickBooks Pro 2004

QuickBooks 2007

QuickBooks 2009 Manufacturing & Wholesale

Quickbooks 2010

Microsoft Word

Microsoft Excel

Microsoft Outlook

References furnished upon request

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