administrative assistant office manager contract resume example with 13+ years of experience

Jessica Claire
Montgomery Street, San Francisco, CA 94105 609 Johnson Ave., 49204, Tulsa, OK
Home: (555) 432-1000 - Cell: - - : - -

I am an experienced Administrative Assistant with 16 years of progressive pharmaceutical experience supporting C-level and Senior Level Executives. My one year contract as an Administrative Assistant/Office Manager within the Oncology Strategic Development & Program Management department ended on March 4th, 2016. I assisted the Executive Administrative Assistant to the Vice President of Oncology and the Global Head of Clinical Trial Budget Management at Novartis Pharmaceuticals, along with various other Executive Global Heads.

In the last few years I have been contracting and unfortunately due to head count I have not been offered a permanent position with any of the companies. My last full time permanent position was with Warner Chilcott Pharmaceuticals where I was for almost ten years. I have excellent organizational, oral and written communication skills, with strong interpersonal skills and the ability to multi-task and prioritize. I believe in an outstanding work ethic and the ability to work well in both team-oriented and self-directed environments.

Microsoft Office (Word, Excel, PowerPoint) Microsoft Outlook. SHAREPOINT. Microsoft Lync 2010. Skype for Business. Lotus Notes: Calendar/ E-Mail. CONCUR: Expense Reporting. ARIBA: Office Supplies. Web-Ex and Video Conferencing. SAP: Order to cash management; Credit Management and Collections. EDI. AS400. ORACLE. LMS. Filemaker Pro. Multi-Line Phone. Alpha & Numeric Data Entry. Knowledge of standard office equipment. Filing, scanning, emailing and making copies.
02/2015 to 02/2016
Administrative Assistant/Office Manager (Contract) Sika Corporation Davenport, FL,
  • Oversee the day-to-day operations of the department.
  • Establish priorities and schedules of projects.
  • Provide back-up to administrative support team.
  • Work with Executive Administrative Assistant(s) in the Oncology department.
  • Support general office administration, including mail processing & distribution, file set-up & maintenance and order office supplies through ARIBA and equipment.
  • Maintain, implement and organize files and databases.
  • Participate in the development and implementation of projects, work methods and procedures.
  • Create and maintain all record keeping in accordance with record retention policies/legal requirements, and use of management systems/internal databases; create and edit letters as needed or requested.
  • Interoffice requests: scanning, uploading documents maintain electronic files.
  • Prepare reports/presentation materials.
  • Organizing and arranging schedules; Calendar management.
  • Advise others on colleagues' availability for meetings (on and off site).
  • Arrange meetings, logistics, conferences and catering/luncheons.
  • Coordinate office moves through different building on site.
  • Schedule and confirm business appointments, coordinate conferences, meeting and greeting clients.
  • Create, validate and process expense reports utilizing Concur for the Vice President of Oncology and senior level executives.
  • Monthly maintenance of the OGD&GMA working environment/oncology employee organizational charts.
  • Maintain and update departmental directories (printed and on-line) Microsoft Outlook and (Word, Excel, Powerpoint, Sharepoint).
  • PQS Awards Payment Program completed on a monthly basis for the US, Japan, Basel, India and other countries.
02/2014 to 04/2014
Administrative Assistant/Customer Operations Coordinator (Contract) Daiichi Sankyo Pharmaceuticals City, STATE,
  • Daily support to Senior Sample Distribution Analyst who is responsible to ensure that national sales representatives have the appropriate level of sample inventory for delivery to physicians.
  • Oversee representative's inbox and take appropriate action in SAP to process orders, inactivate and transfer employees.
  • Monitor and report on daily shipment reports which track status of shipped sales representative orders.
  • Process orders and perform analysis to ensure that orders meet appropriated parameters.
  • Ensure that inventory, sales, and returned product reconcile accurately.
07/2013 to 2014
Administrative Assistant/Expeditor (Contract) Perkin Elmer/Merck Pharmaceuticals City, STATE,
  • Track/analyze customer order data to ensure pre-determined launch quantities are distributed.
  • Analyze data and manage, file process and present project data from inventory, audits and projects.
  • Evaluate/assess inventory, scan bar codes, brand, make, model and serial numbers of equipment, lab assets and inventory.
  • Data management using Excel pivot tables, SAP, data manipulation and data reconciliation.
  • Demonstrate proficiency of statistical analysis.
  • Data comparison between legacy and EHS database.
  • Generate draft Safety Data Sheets and review with regulatory department.
  • Document inventory details for equipment.
  • Generate data reports alongside engineers and managers.
01/2013 to 03/2013
Administrative Assistant/Trade Customer Support Administrator (Contract) Sanofi-Aventis Pharmaceuticals City, STATE,
  • Provide status on open deductions, reported claims and account issues.
  • Tracking and reporting on price action order activity; timely processing of NLC/RDC fee payments.
  • Working with account managers to review customer performances to meet contract expectations.
  • Track, analyze and process customer order data and quarterly redistribution fees to ensure pre-determined launch quantities are distributed.
  • Communicate to functional team to ensure orders are received with financial expectations.
  • Work with key stakeholders (ex.
  • Distribution & Transportation) to coordinate order processing and deliveries.
10/2012 to 01/2013
Administrative Assistant/Accounts Payable Specialist (Contract) Celgene Pharmaceuticals City, STATE,
  • Process payments of invoices and check requests for vendors and individual employees using Oracle database.
  • Answer calls from vendors and employees looking for payment status.
  • Upload purchase orders into system and match them to invoices in order to process payments.
  • Calendar management for senior level executives; Meeting scheduling for international teleconferences.
  • Resolve issues with purchase orders requiring funds to pay invoices with Procurement department.
  • Develop standard responses for emails to various vendors in the US, Canada and international.
  • Daily contact with warehouses and employees for receiving product/services into database.
05/2002 to 09/2011
Customer Service Account Manager/Administrative Assistant Warner Chilcott Pharmaceuticals City, STATE,
  • Handle or disperse to appropriate departments calls through 1-800 line in the customer service department.
  • Order to cash management: Data entry of phone, fax or email orders for US, Puerto Rico and Canada.
  • SAP: Order processing and invoicing.
  • Credit Management.
  • Releasing and billing of orders and credits.
  • Confirm purchase orders and invoices as per customer requests.
  • Intercompany invoicing.
  • Managed and processed vendor contracts, purchase orders, and check requisitions and updated invoice tracking Expedite orders to warehouse/Research discrepancies with orders shipped with discrepancies.
  • Account Reconciliation/Generate credit memos from warehouse retrievers, EDI and Stericycle Returns facility.
  • Allocate inventory/Back-order release/Run reports from SAP for inventory control reconciliation.
  • Work closely with Accounts Receivable.
  • Create and disperse charge back letters for customers.
  • Set up new accounts and/or change status of new accounts.
  • Negotiate contracts with vendors.
  • Issue rebate checks to patients and product to pharmacies for reimbursement on defective product.
  • Assist doctors in regards to a sales representative in their area for samples of our medications.
  • Place internal orders for Medical, Quality & Clinical departments for US, Canada and Europe.
  • Design various SOP's with Compliance/Quality Assurance and IT/Helpdesk departments.
03/2000 to 04/2002
Customer Service Representative Elan Bio-Pharmaceuticals City, STATE,
  • Order to cash management.
  • Process daily EDI, fax and phone orders for wholesalers.
  • Daily audit of EDI orders.
  • Track client inquiries with verification of order deliveries.
  • Create return authorizations for damaged, defective, expired or missing product.
  • Disperse/correct deliveries for warehouse for proficient and effective expediting of medications.
  • Back-up of the ADP system for data consolidation of all activity in the database for the day.
  • Update and add new customer information on ADP/D2K and SAP database.
  • Assist Inventory Control Clerk with end of month reconciling.
  • Research credit and collection.
  • Created SOP's working with Compliance/Quality Assurance and IT/Helpdesk departments.
Expected in to to
No Degree: Business and Computers
Kean University - Union, NJ

Sept. 2015 - Jan. 2016

Expected in to to
No Degree: Business and Managerial Economics
New Jersey City University - Jersey City, NJ

Sept. 1994 - June 1995

Expected in 1994 to to
Diploma: Bookkeeping and Accounting
Saint Vincent's Academy - Jersey City, NJ

Fluent in English, Portuguese and Spanish.


Account Reconciliation, Accounts Receivable, Administrative Assistant, administrative support, ADP, Alpha, Analyst, AS400, Back-up, billing, cash management, charts, conferences, contracts, Negotiate contracts, making copies, Credit, client, clients, customer service, Data Entry, Data management, databases, database, delivery, edit, EDI, E-Mail, email, Fluent in English, expense reports, Expense Reporting, fax, Filemaker Pro, organize files, Filing, financial, functional, funds, general office, inventory, Inventory Control, invoicing, legal, letters, logistics, Lotus Notes, materials, meetings, Excel, mail, Microsoft Office, Office, Microsoft Outlook, PowerPoint, Sharepoint, Word, office equipment, order office supplies, Oncology, ORACLE, Oracle database, Organizing, organizational, pivot tables, policies, Portuguese, Procurement, Quality, Quality Assurance, receiving, reconciling, record keeping, reporting, Research, Safety, sales, SAP, scanning, scheduling, SOP, Spanish, statistical analysis, Phone, Transportation, Video Conferencing

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Resume Overview

School Attended

  • Kean University
  • New Jersey City University
  • Saint Vincent's Academy

Job Titles Held:

  • Administrative Assistant/Office Manager (Contract)
  • Administrative Assistant/Customer Operations Coordinator (Contract)
  • Administrative Assistant/Expeditor (Contract)
  • Administrative Assistant/Trade Customer Support Administrator (Contract)
  • Administrative Assistant/Accounts Payable Specialist (Contract)
  • Customer Service Account Manager/Administrative Assistant
  • Customer Service Representative


  • No Degree
  • No Degree
  • Diploma

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