Kelsey Mahan
Pittsburgh,PA
Summary
Passionate and driven Office Manager with noted experience in administrative management and employee onboarding. Prioritize projects and multitask effectively to achieve project goals. Methodical and detail-oriented team player with expertise in team leadership. Offering these skills and strong work ethic.
Overview
14
14
years of professional experience
Work History
Office Manager
Onward Robotics
02.2024 - Current
- Greet and assist employees, visitors, and vendors
- Answering phone calls and promptly responding to voicemails
- Accurately processing/distributing incoming and outgoing mail and packages
- Providing support with conference room scheduling, setup and coordination
- Planning, ordering and stocking office supplies, snacks, food, and drinks for office/break areas.
- Coordinate and manage on-site employee lunches and company events, including ordering, setting up, serving, and cleanup
- Responsible for new employee onboarding, including answering questions, ordering IT and peripheral supplies, desk setup, and assisting with the overall first day experience
- Maintain and update staff seating chart
- Ensuring documents are appropriately managed (e.g.: stored, scanned, shredded, etc.)
- Manage and maintain badge access system, including creating badges
- Manage and maintain security camera system and vendor relationship
- Manage janitorial staff ensuring janitorial contracts are being fulfilled, follow up and resolve any issues
- Ensuring office and kitchen equipment are maintained or repaired if needed
- Promptly report facility or safety concerns to management
Office Manager
Sarcos Robotics
10.2023 - 01.2024
- Facilitated a seamless employee onboarding experience by coordinating first day onboarding meetings, employee facility and safety setup, and collaborating HR and IT for workstation and user account setup.
- Assisted the Human Resources Team in verifying I-9’s, supporting mandatory trainings, and filing and scanning confidential documents for employee files.
- Supported of all three Sarcos facilities in Pittsburgh working with US Compliance Staff by managing documentation for OSHA and ensuring safety plans are current and compliant.
- Coordinated logistics for onsite meetings and all social events and large press release events at Sarcos, contributing to a positive and engaging work environment.
Office Administrator
Sarcos Robotics
03.2023 - 10.2023
- Served as the welcoming face of Sarcos’ multiple offices, greeting visitors, board members, investors, customers, vendors, and new team members as the first point of contact
- Streamlined processes for ordering and stocking daily snacks, stationary, and office supplies across multiple offices
- Contributed to the planning and execution of team events to foster a collaborative work culture
- Collaborated with Human Resources, Recruiting, and IT to ensure a smooth onboarding process for candidates and new hires, including proper desk set-up
Executive Assistant
Idelic, Inc
07.2021 - 06.2022
- Managed executive schedules, handle communications, including calls and emails, and interface with clients and team members to ensure efficient operations
- Prepared internal and external documentation for industry partners and team members
- Assisted in new hire onboarding and execution of team events.
- Managed FOBs and parking leases for guests and team members
Operations Manager
Pennsylvania Pure Distilleries
06.2018 - 03.2020
- Lead a team of 12 employees for a business operating in 43 states and 4 foreign countries
- Oversaw project work streams, including project management, purchase orders, budget reconciliation, compliance, event management, employee training, and operational execution
- Fostered cross-departmental relationships with key teams, including Accounts Payable, Product Development, Distribution Center Operations, and Merchandising
- Expanded vendor partner communication for an efficient supply chain and enhanced quality control
- Impacted by COVID pandemic layoffs & family bereavement from March 2020-June 2021
Brand Manager
Pennsylvania Pure Distilleries
08.2017 - 06.2018
- Provided training to retailers and distributors on brands, products, and sales techniques
- Planned and executed 50 brand exposure events.
- Oversaw production of advertising copy and graphics to align with brand strategy
- Coordinated vendor partner communication for a streamlined supply chain and enhanced controls
Behavioral Health Rehabilitation Services Facilitator
Barber National Institute
01.2015 - 07.2017
- Provided culturally competent services for clients, acting as a liaison between Treatment Teams and clients
- Developed and delivered training for new hires on an electronic record-keeping system
- Facilitated service planning meetings and provide follow-up for Treatment Teams
- Maintained a comprehensive catalog of community resources, ensuring accessibility and program alternatives
Clinical Services Assistant
Barber National Institute
06.2013 - 12.2014
- Educated and guided new clients through enrollment in appropriate clinical service programs
- Prepared patient files by collecting personal and health information
- Provided administrative support for Treatment Teams
Therapeutic Support Staff
Barber National Institute
02.2012 - 06.2013
- Supported Treatment Teams in creating and implementing clients' behavior plans
- Provided specific interventions for clients' daily living skills development
- Coached caregivers on positive parenting skills and maintain detailed progress reports and records
- Offered crisis intervention as needed
Education
Bachelor of Science - Family, Youth, and Community Sciences
The University of Florida
Gainesville, FloridaSkills
- Strong proficiency in Google Suite, Microsoft Teams, Zoom, Slack, and Calendly
- Proven ability to handle situations involving negotiations and conflict management
- Ability to empathize and value ways of being, communicating, doing, and thinking other than our own
- Knowledge of how to build trust with people who are different from themselves across race, class, disabilities, gender, sexual orientation, and other human differences
Affiliations
- Junior Board Member- Autism Connection of PA, 7/14 - Current
- Women’s Leadership Committee Lead – Idelic Inc, 8/21 – 6/22
Timeline
Office Manager
Onward Robotics
02.2024 - Current
Office Manager
Sarcos Robotics
10.2023 - 01.2024
Office Administrator
Sarcos Robotics
03.2023 - 10.2023
Executive Assistant
Idelic, Inc
07.2021 - 06.2022
Operations Manager
Pennsylvania Pure Distilleries
06.2018 - 03.2020
Brand Manager
Pennsylvania Pure Distilleries
08.2017 - 06.2018
Behavioral Health Rehabilitation Services Facilitator
Barber National Institute
01.2015 - 07.2017
Clinical Services Assistant
Barber National Institute
06.2013 - 12.2014
Therapeutic Support Staff
Barber National Institute
02.2012 - 06.2013
Bachelor of Science - Family, Youth, and Community Sciences
The University of Florida