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Office Manager / Executive Assistant Resume Example

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OFFICE MANAGER / EXECUTIVE ASSISTANT
Summary
  • A highly motivated and dedicated Office Manager with 20+ years of experience in business and administrative coordination with a focus on account management. A concise and professional problem solver who thrives in fast paced environments involving numerous assets/personnel. Reliable and trustworthy individual will benefit a top-tier organization by focusing on the company's bottom-line and goals. Proven to be an asset with her excellent management skills and leadership qualities, earned through distinguished service in her professional experience and achievements.
Skills

• Ability to prioritize
• Accounts payable and receivable
• Accounts reconciliation
• Banking operations
• Business development
• Computer proficiency:
o Microsoft Office Suite
o Google Suite
o Quick Book Pro
• Detail oriented
• File and data retrieval systems
• Financial reports and forms
• Invoicing and billing
• Motivational leadership style
• Organizational
• Process improvements
• Professional demeanor
• Project management
• Record keeping
• Scheduling and calendar management
• Self-directed
• Senior leadership support
• Time management

Experience
Company NameCity, StateOffice Manager / Executive Assistant01/2016 to 11/2019
  • Managed a commercial logistical office of fifteen-twenty employees.
  • Designed and implemented office policies and procedures to ensure organizational effectiveness, increasing efficiency by 20%.
  • Conducted interviews, hired and on-boarded over 20 high-quality professionals.
  • Performed bookkeeping tasks (all types of accounts), processed travel expense forms for staff and executives, analyzed all billing accounts for accuracy and in doing so saved the company significant money quarterly.
  • Responsible for all charge back cases: 100% success rate in each case.
  • Liaising with building management, non-government and government agencies: successfully passed two DOT Audits by single handedly preparing all archived and current records requested.
  • Maintained office equipment, supplies and relationships with all vendors; lowering both supply and contract service costs up to 25% quarterly by negotiating for lower pricing and fees.
  • Worked closely with President and Directors of Operations on all special projects including developing a paperless work environment and account analyzation producing cost effective solutions.
  • Responded to employee concerns and maintained records on job documents, performances and pay; preparing and distributing correspondence.
  • Maintained all office data, reports and company personnel records.
  • Responsible for answering all customers and vendors critical correspondence, negotiating and de-escalating for a positive outcome for each call.
Company NameCity, StateOffice Manager / Bookkeeper09/2000 to 12/2015
  • Managed a distributing office of 20-25 employees: hired, trained and supervised sales, customer service and shipping department employees in three stores.
  • Responsibilities included bookkeeping, credit approvals, financial reports, advertising, data processing, time reporting and maintaining the calendar for the CEO.
  • Coordinated daily scheduling of staff, follow-up communication and file distribution, screening telephone calls and e-mail correspondence.
  • Maintained a computerized tracking system for all divisional purchase orders, updated on weekly basis.
  • Performed billing analyzation and dispute resolutions, providing financial oversight on vendor/client accounts.
  • Led escalation management with follow up communication and resolve on all non-payment complaints from vendors and customers.
Company NameCity, StateAdministrative Assistant06/1996 to 08/2000
  • Administered architect's office of six employees.
  • Assisting the CEO in organizing job functions and coordinating progress tasks with staff.
  • Prepared and typed technical proposals, manuals and specifications, spreadsheets and reports; creating professional documents.
  • Performed bookkeeping tasks (all types of accounts).
  • Keeping inventory of office supplies and equipment.
  • Daily responsibilities included communications with public agencies and clients, document organization, report processing, data entry and coordinating corporate conference meetings.
  • Handled a heavy phone call density.
Education and Training
Bachelor's Degree:Elementary EducationKyiv National Pedagogical UniversityUkraine
Languages
Bilingual (English/Russian/Ukrainian).
Accomplishments

• Facilitated in creating and developing a digitized office re-organization, converting all physical personnel/vendor/customers files to an internal paperless system. Increased company data and time efficiency by 20% and oversaw the continued system protocol office wide.
• 100% success rate in all chargeback cases. Negotiated with vendors and customers to extinguish any excess charges or false fees towards the company, saving thousands of dollars between 2016-2019 as well as saving 85% on tax filing fees quarterly by implementing new digitized procedures.
• Successfully passed 2 DOT audits through careful preparation, record keeping systems and document oversight, preventing potential penalties.
• Filed for a local New Jersey moving license and maintained the recertification for business development, increasing new business by 25% yearly as of 2017. That same year filed and received an approved company Logo Patent in order to grow and protect the business.
• Analyzed account billing daily and discovered many discrepancies in charges. On one occasion, recovered over 6k in funds due to an egregious billing error from Con Edison.
• Analyzed and repaired Business Credit Score from 49 to 71 within 3 months, allowing company to expend and grow.

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Resume Overview

School Attended

  • Kyiv National Pedagogical University

Job Titles Held:

  • Office Manager / Executive Assistant
  • Office Manager / Bookkeeper
  • Administrative Assistant

Degrees

  • Bachelor's Degree : Elementary Education

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