Office Manager/Paralegal

• Nov 2019 - Present

Senior Office Coordinator

• Apr 2016 - Jun 2019

• Provided administrative support for two vice presidents, outside executives and 40 technical professionals of all levels, entry level to department leads of various engineering programs. • Coordinated meetings, interviews and conferences, resolved scheduling conflicts to obtain optimum attendance. Prepared meeting rooms, set up audio and visual technology, ordered food, if required, and meeting materials. Compiled minutes, distributed to attendees and followed up as on action plans as discussed. • Assisted project managers and team leaders preparing bid documents for distribution, project budgets re-view, reference checks, expense reports, spreadsheets, databases, invoicing, and vendor payment and check requests, certified payroll reports, final reports and maintain project documents in electronic and physical files. • Established effective relationships with various corporate departments, regional offices, service providers and external organizations. Extensive contact with Human Resources for on boarding and marketing for social media updates. • Assigned special project to create strategic marketing plan with Regional Vice President and Director of Marketing to create an outline for growing the business in municipalities not currently served by Weston & Sampson. • Researched and prioritized data from various sources about strategic clients for executive management to use for creating relationships with potential strategic clients, and scheduled meetings to present findings to executive and project management teams. • Supported office by ordering office supplies, facilities management, event planning, office staff moves to maximize space and office remodels. • Implemented cost savings by comparing costs on office supplies, using less expensive overnight shipment vendor and resolving facilities issue saving the company in repair costs. Show less

Project Accountant

• Oct 2014 - Mar 2016

• Provided financial oversight and support on a moderate risk, moderate volume project portfolio supporting 30 project managers (PM). Assisted PM with project setup, project budgeting, project monitoring, system updating, project analysis, prepared reports, revenue recognition and closeout. • Ensured all incurred costs are reflected accurately and in a timely manner on the project. • Assisted PM with the preparation, analysis, and completion estimates. • Understood the client billing requirements of the projects and team with the billing group to ensure proper system set up to accurately reflect contractual billing requirements. • Engaged in regular meetings with PM and/or project delivery teams on the status of projects. Show less

Project Administrator

• Jul 2012 - Oct 2014

• Assisted up to 40 project managers and team leaders with financial management of a high volume of projects with dollar values ranging from One Thousand to One Million dollars. • Ensured contract documents, job set up were submitted accurately for Office Management review by preparing appropriate forms electronically. • Assisted project managers with budget implementation, tracking expenses, budget modification and monthly accounting on each project including gentle collection calls. • Prepared subcontractor contracts for third party vendors and issued purchase orders. Reviewed monthly vendor invoices for accuracy. Built solid relationships with vendors to ensure timely payments. • Prepared, monitored and reviewed invoicing for the Connecticut Department of Transportation, Vermont Department of Transportation, University of Connecticut and numerous municipalities within the State of Connecticut and throughout the East Coast. Worked extensively with accounting department to ensure all invoices were within contract requirements. • Member of activities committee, planning events such as chili cook off, cookie contest, Halloween decorating and holiday functions. Show less

Office Manager

• Mar 2008 - Oct 2011

▪ Working closely with Chief Financial Manager, managed overall accounts payable and accounts receivable functions for home services company including reconciling reports for all accounts. ▪ Prepared weekly payroll for 55 hourly and salary employees utilizing proprietary software. ▪ Maintained personal files, reflecting salary increases, deductions, garnishments, benefits, disciplinary and attendance records. ▪ Ran quarterly reports to process state tax forms. Assisted CFO with filing federal tax returns. ▪ Tracked and deposited checks, credit cards and other forms of payment and initiated payroll wire transfers. ▪ Administered 401k, short term disability and liability claims. ▪ Planned holiday and office functions, securing venues, catering, decor and invitations. Show less

Administrative Assistant

• Oct 2001 - Mar 2008

• Supporting three partners and ten accountants, provided administrative support; preparing financial statements, billing and audit reports for growing CPA firm specializing in Taft-Hartley Audits. • Assisted audit staff with payroll compliance audits, testing wages, correspondence and report preparation. • Coordinated, scheduled and confirmed payroll compliance audits with contractors. • Prepared financial statements and maintained office documents, made changes, edited and proofread statements. • Prepared final financial statements to presentation to clients. • Upgraded office processes to be more efficient, including filing system and audit documents. • Created forms in Excel for staff to use on financial audits which reduced the time to prepare documents. Show less