Office Mgr, Facilities coordinator
Resume:
SAMUEL M.
SULLIVAN
Facilities &
Operation Manager /
Office
Administration/
Project Management
CONTACT INFO
***************@*****.***
**** ********* *****, ** *****
EDUCATION
High School Diploma
Julia Richman High School
SKILLS
Implementing Training
Procedures
Troubleshooting web issues
Accounts Payable/Receivable
Proficient with Microsoft Office
Suite
Facilities Management, Project
Tickets
Adobe, QuickBooks
Contingency Plans/Problem
Solving
Process Improvements
Operation/Troubleshooting
Office Equipment
Multi-device mgmt. programs
Fleet Management
Purchasing
Staff Hiring, Supervision,
Training
Microsoft Office Suite (Word,
Excel, Outlook, PowerPoint)
CAREER OBJECTIVE
Results-driven operations and facilities professional with 20+ years of experience managing facilities, vendors, construction projects, office operations. Logistics and administrative function. Proven ability to coordinate contractors, improve processes, oversee budgets, manage compliance, and deliver exceptional customer service in corporate healthcare and construction environments. Skilled in facilities management, project coordination, vendor management and Microsoft and Adobe suites.
WORK EXPERIENCE
Warranty Office Manager
Vasso Systems
May 2025 - current New York, NY
Managed warranty operations for New York City sanitation fleet vehicles, processing an average of 50 warranty claims monthly and ensuring repairs completed within a 30-day timeframe. Coordinate repair activities between technicians, vendors, manufacturers, and NYC municipal departments to minimize vehicle downtime.
Managed maintenance schedules and inspections for a fleet of 20 vehicles, documenting warranty coverage and repair history to maintain compliance with safety standards.
Managed 50+ service orders monthly, along with creating detailed repair estimates, quotations, invoices, and warranty documentation. Coordinated logistics for 50+ vehicles daily, managing transportation, scheduling deliveries, and providing status updates throughout the repair process.
Serve as the primary liaison for customers, providing timely communication on repair progress, warranty status, and vehicle delivery.
Maintained service records for a fleet of 30 vehicles and generated monthly operational reports to enhance fleet management and support warranty administration.
Collaborated with the logistics and IT departments to streamline operations, reducing processing time by 15% and enhancing customer service.
Manager
City Gates
05/2024 - 04/2025
Developed 10+ project proposals using QuickBooks, while coordinating follow-ups and scheduling for on-site projects with the engineering and estimating team.
Coordinated with Accountable Investment Advisors (AIAs) to ensure timely updates on project budgets and performed day-to-day project accounting tasks, including invoicing and expense tracking. Conducted weekly follow-ups with 15+ customers regarding workflow, work stoppages, and scheduling issues, ensuring timely resolutions. Adobe Acrobat & Adobe Creative
Suite
QuickBooks
IBM TRIRIGA
Box, Slack, Quip
Document Management &
Reporting
Project Scheduling &
Coordination
Budget Tracking & Financial
Administration
Vendor & Contractor
Management
Customer Service & Stakeholder
Relations
Valid New York State Driver's
License
Willing to travel locally
CERTIFICATIONS
Able Safety Consulting OSHA
Site Safety Training (SST)
Supervisor – 62-Hour
Certification
FDNY Certificates of Fitness F-58
– Fire Safety Director
S-95 – Supervision of Fire Alarm
Systems
F-07 – Fire and Emergency Drill
Conductor
Metro Council - Pantry
Management Certification
Supported the Project Manager and estimator by contacting 15+ subcontractors and organizing bid paperwork, ensuring comprehensive coverage during the bidding process. Managed preparation and distribution of 100+ internal and external documents, including memoranda and presentations, while ensuring 100% accuracy using Microsoft Office Suite.
Organized and updated over 200 office files and records, resulting in a 30% reduction in licensing and renewal delays, while coordinating schedules using Microsoft Outlook.
Apple Facilities Coordinator
TEK Information Systems
Feb 2022 - Apr 2024 New York, NY
Collaborated with the Operations & Maintenance Manager to manage daily facilities operations for 5 Apple corporate offices in New York City, resolving over 50 operational issues monthly and enhancing service delivery through identified process improvements.
Coordinated over 50 preventive maintenance and inspection activities monthly with subcontractors for HVAC, electrical, plumbing, and fire safety systems.
Managed vendor relationships, scheduled service visits, and monitored contractor performance to ensure compliance with Apple standards and service level agreements.
Coordinated timelines and budgets for 5 capital improvement projects, tracking milestones and completion status to ensure on- time delivery.
Coordinated with 10+ operations teams, landlords, and third-party service providers to address facility issues such as maintenance and repairs, ensuring uninterrupted business operations. Maintained facility records, work orders, compliance documentation, and operational reports using Box, IBM TRIRIGA, Slack, and Quip. Prepared monthly and quarterly operational reports for leadership, providing updates on maintenance activities, projects, and facility performance.
Coordinated the successful completion of 5+ facilities and operations projects and office reconfigurations, ensuring all initiatives were delivered on time and met company standards.
Led site emergency response and crisis management teams, collaborating with Facilities Management, Corporate Security, and Human Resources to enhance safety protocols and preparedness. Managed compliance for 5 facilities, ensuring adherence to corporate policies, safety regulations, and preventive maintenance programs. Delivered exceptional customer service by serving as a liaison between Apple employees, vendors, contractors, and internal business partners to resolve facilities-related issues efficiently. Facilities Manager
Arab American Family Support Center
Mar 2021 - Jan 2022 New York, NY
Managed facilities operations across multiple locations, ensuring compliance with building codes, OSHA guidelines, health and safety regulations, and organizational standards.
Supervised facilities staff, contractors, and third-party vendors, overseeing preventive maintenance, repairs, and daily building operations.
Implemented and managed a streamlined work order system, improving response times and tracking maintenance requests. Coordinated capital improvement projects by monitoring budgets, project timelines, and completion milestones.
Built and maintained strong relationships with landlords, property management companies, contractors, and service providers to support efficient facility operations.
Oversaw maintenance and inspections for HVAC, plumbing, electrical systems, elevators, fire alarm systems, security systems, pest control, waste management, utilities, and emergency lighting. Collaborated with IT, Human Resources, Corporate Security, Safety, and Emergency Preparedness teams to develop and implement new safety protocols, which reduced emergency response time by 20%. Field Safety Coordinator
Capitol Fire Sprinkler
May 2020 - Mar 2021 Queens, NY
Coordinated and enforced OSHA safety standards across active construction sites, conducting weekly safety meetings and promoting compliance to reduce workplace incidents and regulatory risks Managed and organized over 50 permits, change orders, and back charges for multiple construction projects, ensuring smooth operations and timely project execution
Coordinated onboarding for 20+ new hires, overseeing employment documentation, payroll adjustments, leave tracking, and timekeeping records for field personnel
Reviewed construction blueprints with field teams to verify proper project layouts and ensure work met project specifications Scheduled NYC Department of Buildings (DOB) inspections and coordinated with general contractors, inspectors, and clients to maintain project timelines
Developed workflow tracking spreadsheets that improved accountability, monitored billable labor hours, and streamlined communication between field operations and purchasing Coordinated material requests and maintained accurate documentation to support project schedules and field productivity Monitored changes to NYC building codes and regulations to ensure ongoing compliance with local construction requirements Prepared and processed incident reports, coordinating with insurance brokers to support claims management and workplace safety investigations
Project Manager
STM Interior Construction
Nov 2013 - May 2020 New York, NY
Managed multiple commercial interior construction projects from planning through closeout, ensuring projects were completed safely, on schedule, and within budget
Directed daily field operations by coordinating subcontractors, suppliers, and company personnel while monitoring project schedules and milestones
Implemented and enforced OSHA safety policies across 5 job sites, achieving 100% compliance during inspections and ensuring a safe working environment.
Developed project schedules, coordinated construction calendars, and managed task dependencies to meet critical deadlines Oversaw the procurement of over 50 materials and subcontracted services, effectively controlling project costs by implementing inventory tracking systems using QuickBooks.
Negotiated with vendors, suppliers, landlords, and property management companies to secure competitive pricing and maintain strong business relationships
Allocated resources for projects with teams of up to 20 personnel, effectively coordinating labor, subcontractors, equipment, and materials to enhance project delivery timelines.
Prepared project budgets, cost analyses, financial reports, and progress updates for ownership and clients
Coordinated 5+ capital improvement projects with budgets exceeding
$1M, monitored timelines, and tracked critical deliverables to ensure successful completion.
Served as the primary liaison between clients, architects, subcontractors, vendors, and internal teams, ensuring clear communication throughout each project
Developed a supplier and subcontractor cost comparison system that reduced procurement costs by 15%, resulting in better purchasing decisions and tighter cost control.
Coordinated shipping, deliveries, fleet logistics, and material staging to support uninterrupted construction activities
Maintained over 50 project documents, 200 inventory records, and weekly operational reports to ensure accurate tracking of purchase orders and project progress
Grant Administrator / Research Administration Manager St. Luke's–Roosevelt Hospital Center
Dec 2000 - Oct 2013 New York, NY
Managed the full lifecycle of more than 40 research grant accounts annually, including proposal preparation, budget development, post- award administration, reporting, and account closeout. Prepared and submitted grant applications and detailed budgets for faculty researchers and laboratory programs, including NIH-funded research projects.
Monitored grant expenditures, reconciled accounts, and prepared monthly financial reports to ensure compliance with sponsor requirements and approved budgets.
Worked closely with Principal Investigators (PIs) to review budgets, monitor funding, forecast expenditures, and support strategic financial planning.
Coordinated annual progress reports, grant renewals, compliance documentation, and sponsor reporting while ensuring adherence to institutional and funding agency guidelines.
Coordinated facilities-related projects and vendor activities to support laboratory operations and departmental infrastructure. Served as a liaison between researchers, finance, compliance offices, and external funding agencies to facilitate efficient grant administration.
Administrative Assistant / Pension Coordinator
New York Life Insurance
Jun 1985 - Dec 2000 New York, NY
Provided administrative and pension plan support, assisting participants with benefit inquiries, account research, and issue resolution while delivering exceptional customer service. Researched and analyzed pension records to resolve discrepancies and ensure accurate benefit administration.
Served as the primary liaison between pension plan participants, database vendors, brokers, actuaries, attorneys, and internal departments to facilitate timely processing of pension-related matters.
Contact this candidate