Executive Administrative Assistant
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Dedicated Executive Administrative Assistant with 7 years of experience supporting an executive.
-Invoices
Review and validate invoices against the corresponding work orders for accuracy daily
Collaborate with the accounting department to investigate discrepancies found on invoices to ensure resolution
Invoice the shared usage of electric bills and keep track of payments monthly
-Scheduling
Oversee preventive maintenance schedules and ensure timely repairs of building systems (HVAC, Back-flow, Grease traps, lawn irrigation, Pest control, Filters, Soda machines, Fire extinguishers, Car wash PM’s) for all 87 locations
-Liability Insurance
Maintain all vendor's certificates of liability insurance and worker's compensation
Manage store/location damage reports, liaise with insurance companies, and ensure reimbursement for damages
-Contracts
Manage the scope of work for the office cleaning contract
Manage 82 lawn care and 82 snow removal contracts to ensure compliance and service quality
Point of contact for store managers if any issues arise
Provide guidelines and support to 87 store managers
Create termination documents, if necessary, with assistance from the legal department
Review and compare contract amounts at the beginning of each snow/lawn season to ensure budgetary expectations
Oversee trash hauling services, communicate with store managers and vendors on decisions based on their current needs
-Special Projects & Management
Currently involved in a project focused on the optimization and implementation of a Computerized Maintenance Management System (CMMS)
Collaborate with the warehouse, operations, and facilities executive on the progress of our CMMS (eMaint)
Collaborate with users of eMaint to create specific permissions for users
Create a knowledge-based document (in progress)
Provide support and PowerPoint presentations to all users
Research and implement small changes and/or updates
Oversee the technician time is entered correctly
-Miscellaneous
Maintain the updates of management and security codes for all 87 locations
Serve as the backup for facilities executive, providing support in the absence to ensure continuity of operations
Serve as a notary public for my company
Serve as the point of contact for SharePoint for the facilities department
Coordinate the setup and management of utilities, trash hauling, lawn and snow contracts, and fire safety equipment for new construction and/or acquired locations and facility operations
Bachelor of Business Administration obtained from McKendree University
Currently enrolled at McKendree pursuing MBA
