Administrative manager
Resume examples

Multifaceted role requiring Leadership and Office Administration in support of a fast-paced organization dedicated to providing premium services to its clientele.

• Drove multiple client projects to successful completion by managing communications with stakeholders to deliver status reports and updated information on project progress.
• Maintained organized databases to track and develop reports on project performance facilitating strategic business plans and decision making.
• Managed overall administrative operations to ensure an optimized work process that encompasses the management office supplies and schedule management.
• Evaluated daily operational procedures for flaws and develop administrative policies that address staffing needs and foster cross-functional team collaborations.

Delivered administrative support and services to managers and unit leadership teams. Represented the unit on behalf of the Manager in the crucial decision-making process. Supported in creating and establishing internal administrative processes, systems, and tools.

• Served as a Subject Matter Expert(SME) for all administrative related tasks such as invoices, office supplies, authorization policies, and routines.
• Optimized administrative efficiency to meet business needs and enable the line organization to focus on the core business.
• Managed domestic/international travel arrangements including flights, visas, cabs/rental car, and hotel booking while handling all executive expense reports.
• Organized meetings with internal and external stakeholders by coordinating calendars with other EAs.
• Drove continuous improvement and implementation of administrative routine.
• Onboarded and trained new hires on company policies and procedures.
• Planned and facilitated internal and external events, meetings, workshops, and training.

Provided administrative leadership to the practice specialized in Women’s Health and Wellness overseeing medical records of over 1500 patients while maintaining strict patient confidentiality. Effectively communicate with patients, doctors, and patient representatives while adhering to HIPAA. Ensured monthly revenue goals of doctors are achieved by rescheduling appointments and filling the available spots.

• Prepared job descriptions, drafted and reviewed applications, interviewed and hired Receptionist, CNAs, LPNs, RNs, and conducted assessments before hiring, performed background checks.
• Wrote personnel and procedure manuals, processed performance evaluations, assisted in investigations of alleged misconduct and other complaints, and assisted in corrective action and terminations.
• Turned around failing and loss-making unit into the profit-making unit within few months of hire. Eliminated risk of unpaid patients bills by effectively collecting patients’ balance.
• Created a revolutionary business development plan that propelled practice growth. Grew patient census from 700 to 1000 and increased margins within few days of hire.

Managed a wide range of support functions including onboarding new freelance editors, writers, and designers while collaborating with the advertising and accounting team. Liaised between staff and accounting consultant for entering and updating employee database, training, payroll, and filing paperwork.

• Registered company with state agencies and maintaining compliance with company policies, state, and federal regulations.
• Resolved billing discrepancies, credit card chargebacks, and disputes.
• Processed magazine subscriptions and supported the advertising sales team with customer communications and scheduling.
• Assisted executive and editorial teams in event planning including logistics.

Assisted with planning various projects, and researching legislation and regulations to ensure contract compliance. Drafted and edited contracts between companies and potential clients, and guaranteed the accurate purchasing and reconciliation of materials. 

• Managed risks by performing exhaustive assessments and implementing strategic measures that reduced the probability of risks by 40%.
• Leveraged exceptional negotiation skills in achieving win-win scenarios in contract terms negotiations with clients, companies, vendors, and contractors.
• Monitored funds usage by instituting accountability processes and procedures, achieving savings of up to $800k that were being lost due to improper funds management.

Challenging role which required proactiveness and collaboration in the execution of daily duties. 

• Under the supervision of the manager, handled the on-boarding of new office employees.
• Worked within the administrative team to develop work schedules that effectively delegate workloads to achieve the best outcomes.
• Monitored and replenished office supplies as needed.
• Provided ad-hoc support as required.

Liaised with the top management in performing exhaustive audits on all company processes. Evaluated the efficiency of the existing frameworks and generated performance reports based on the set goals and objectives. 

• Enhanced staff performance monitoring by conceptualizing and implementing measures to gauge each staff’s performance, heightening the overall output by 40%.
• Analyzed financial reports and convened meetings with heads of departments to develop strategies for maximizing profitability and slashing costs.
• Delivered presentations to the board, giving an account of all company operations and providing recommendations for process improvement.

Provided support to the senior staff, including scheduling, convening meetings and developing agendas, and managing travel and accommodation. Worked directly with 15 staff, generating reports and handling correspondence.

• Improved service delivery by designing effective processes and systems that heightened the overall efficiency by 40%
• Amplified executive staff performance by developing accurately balanced schedules with no task clashing, resulting in improved task completion rates.
• Gained expertise in using several office management software programs, including Skedda, Office 365, RicohDocs, Slack, Chatter, etc.

Produced high-quality proposal RFI/RFP/RFQs/ ROMS, NDA, proposal/bids, and purchase agreement documents for the internal proposal team to win contracts while carefully analyzing contractual documents, performance risk, and contract terms and conditions, and provisions adhering to business team objectives and federal regulations before acceptance.

• Coached cross-functional teams and subject matter experts in persuasive writing and proposal best practices.
• Organized proposal kick-off meetings, key review meetings / final document reviews, proposal governance, and document production.
• Negotiated proposals within business goals and documented the substance of discussions, agreements, and results.
• Identified project risks, scope, costs, and schedules, while translating system and process analyses to execution plans for senior management.
• Provided expert consulting and technical leadership on government contracts for stakeholders.
• Collaborated with executive management to achieve fundraising goals and open new business opportunities while expanding an existing business.