Mary Chambers
Erie,PA
Summary
Qualified Office Manager with strong background in managing office operations and enhancing administrative efficiency. Proven ability to streamline processes and improve productivity through effective leadership. Demonstrated proficiency in team coordination and problem-solving in fast-paced environments.
Overview
14
14
years of professional experience
Work History
Office Manager
BeBe Design House & Wanderlust Design Stays
09.2023 - 11.2024
- Conducts performance evaluations and discipline/terminations as needed following company policies and procedures
- Identifies key functions of each team and ensures adequate staffing appropriately to achieve all objectives timely and efficiently
- Implement policies and procedures that will involve day-to-day operations with a focus on scheduling and tracking project milestones and deliverables
- Collaboration with the design team, architects, contractors, and vendors to help work through challenges and determine solutions
- Confirm receipt and reconciliation of contractor/vendor invoices and expense tracking
- Prepare design service proposals based on initial consultation and client-provided information including finish materials/furnishings
- Assisted in the recruitment process, conducting interviews and onboarding new employees to promote a seamless integration into the team dynamic.
- Facilitated smooth communication between departments, addressing concerns promptly to maintain harmonious work relationships.
- Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently.
- Managed scheduling and coordination of all office meetings to ensure smooth operations and minimal conflicts.
- Provided comprehensive administrative support to senior management, enabling them to focus on strategic decision-making.
- Recruited, interviewed and hired employees and implemented mentoring program to promote positive feedback and engagement.
Accounting/Human Resources & Recruiting/Marketing Manager
JPS Signs LLC
07.2022 - 09.2023
- Maintain AR/AP daily balances between the company’s various accounts utilizing QuickBooks
- Bill all projects according to company practices and record all transactions
- Perform recruiting duties for posting positions, reviewing candidates, performing initial interviews, and setting up in-person interviews with managers and owners for consideration
- Perform on-boarding for candidates including drug screening (if required for the position), background checks, federal and state documentation requirements, and orientation
- Maintain employee files, handle disciplinary write-ups, leaves of absence, etc
- Research various retail sign resale companies for marketing purposes along with preparing marketing materials for bulk mailings and follow-ups
- Elevated brand visibility by implementing strategic recruitment marketing initiatives.
- Enhanced candidate engagement through personalized communication tactics.
- Led creative content development for recruitment campaigns.
Account Manager/Recruiter
Career Concepts
09.2021 - 07.2022
- Utilize online services to market job openings and obtain candidate resumes including Indeed, ZipRecruiter, CareerLink, Job Boards, Facebook and LinkedIn to reach out for positions needing to be filled
- Schedule candidate interviews to meet with individuals looking for employment to review their education, qualifications, skill set and goals
- Manage staffing process for current and prospective client companies
- Engage in prospecting new clients and candidates through data mining, online posting, direct sourcing, networking, cold calling, job boards, job fairs, sales calls, social media, etc
- Present appropriately skilled/educated candidate resumes to client companies for consideration and follow-up by scheduling client/candidate interviews
- Perform onboarding for candidates including drug screening, background checks, federal and state documentation requirements and any other safety training required
- Maintained a high client retention rate by providing exceptional customer service and anticipating client needs.
- Managed a diverse portfolio of accounts, ensuring timely communication and effective problem resolution.
- Increased client satisfaction by building strong relationships and addressing their needs promptly.
Owner & Professional Pet Care Provider
Park Your Paws Pet Care
01.2011 - 01.2022
- Perform Payroll, Accounts Receivable, Accounts Payable
- Maintain database for scheduling, sitter tracking, new client entry, client billing & payroll
- Enhanced business growth by implementing strategic marketing initiatives and fostering client relationships.
- Managed daily operations to ensure smooth business functioning and customer satisfaction.
- Developed comprehensive business plans for long-term growth and sustainability.
- Elevated customer experience, focusing on service excellence and continuous feedback.
- Developed and maintained strong relationships with clients, resulting in repeat business and referrals.
- Hired trained, and managed a high-performing team of employees dedicated to achieving company goals.
- Trained and motivated employees to perform daily business functions.
Human Resources & Accounts Payable
Liberty Iron & Metal Inc.
01.2020 - 01.2021
- Direct and coordinate human resource policies and procedures
- Oversee the analysis, maintenance, and communication of materials records required by law & local governing bodies
- Maintain/update employee files
- Facilitates onboarding for new hires and exit interviews for terminations
- Respond to inquiries regarding policies, procedures, and programs
- Interacts with Union Stewards regarding Grievances and works to resolve union issues
- Prepares payroll for corporate office
- Processes invoices through anautomated AP system
- Data entry of warehouse inventory
HR Support Specialist
Erie Insurance (Temp Position)
03.2019 - 01.2020
- Utilize programs including Microsoft Office, SuccessFactors, PeopleSoft, and various others to support Talent Acquisition Partners in the recruitment process
- Handle extremely sensitive and confidential information including candidate personal information, salary, and private corporate data
- Schedule interviews, perform reference checks, arrange background checks, initiate candidate assessments (including AVA, LOMA, HOGAN, LIMRA)
- Perform verification of employment as requested for employees
- Assist Talent Acquisition Partners with verifying position details for position requisitions including cost center, location, salary grade, qualification requirements, and position descriptions for internal and external job postings
- Conducted thorough background checks on potential candidates, ensuring only qualified individuals were brought on board.
- Supported the talent acquisition process by maintaining an up-to-date applicant tracking system, resulting in streamlined candidate management.
- Streamlined the onboarding process for new hires, resulting in increased satisfaction and reduced time to productivity.
Branch Admin
Gravity Oilfield Services
01.2018 - 01.2019
- Works directly with sales representatives, coordinators and management to ensure completeness and accuracy of data for invoicing
- Uploading invoices into NetSuite promptly to ensure accurate reporting
- Customer invoicing
- Provides administrative support to the branch
- Address customer billing concerns and invoice inquiries
- Service Writer for Branch
- Processes all work order data for e-Maint software - personnel efficiency tracking
- Balanced multiple tasks simultaneously, ensuring all guests received attentive care while managing a high volume of tables during peak times.
Office Manager/Client Admissions & Billing
Brooktree Health Services
01.2014 - 01.2015
- Provide administrative support to the Facility Director, Clinical Director, and Counselors
- Coordinate new hire paperwork/orientation for the branch office
- Provide IT assistance to the office and coordinate with consultants as necessary
- Maintain office petty cash and Branch Accounts Receivables
- Perform verification of benefits for client intakes
- Admissions intake (Identification, Insurance Cards, Releases)
- Scanning and uploading forms, paperwork, lab results, etc
- Maintaining all office inventory and office supplies
- Daily patient status updates with the Billing and Admissions Coordinator
- Creating and maintaining employee files
- Maintain Master Client List Daily for Insurance Billing and Clinical Director
- Ensuring compliance with Federal Regulations on patient confidentiality
- Improved office efficiency by implementing new organizational systems.
Office Manager
Bowman Consulting Group
01.2012 - 01.2014
- Executive Assistant to the Principal/Operations Manager
- Provide Administrative Assistance for 4 Department Managers
- Hire, on-board and train administrative staff
- Manage administrative support team including hiring/discharging
- Administer new hire paperwork and address employee issues/resolutions in conjunction with Corporate office HR department
- Maintain office petty cash and checking account for the northeast region
- Assist with proposal preparation and submission
- Plan office events/team building events
- Provide IT assistance for the office
- Main point of contact for the corporate IT department
- Maintain office vehicle fleet for driver assignment, maintenance, equipment, and GPS reporting
- Review and manage Pittsburgh office invoices for processing by the corporate Accounting department
Education
A.A. - Humanities and Social Science
Cayuga Community College
Auburn, NY06.1994
Skills
- Customer service
- Office management
- Organizational skills
- Office administration
- Human resources
- Conflict management
- Staff management
- Payroll and budgeting
- Account reconciliation
Community Service
Steel Town Gunslingers, Western PA Equine Sport - Largest Club in the Northeast Region of the Cowboy Mounted Shooting Association, Board of Directors & Treasurer, 2015-10, Present, Club Treasurer2020 -2021
Timeline
Office Manager
BeBe Design House & Wanderlust Design Stays
09.2023 - 11.2024
Accounting/Human Resources & Recruiting/Marketing Manager
JPS Signs LLC
07.2022 - 09.2023
Account Manager/Recruiter
Career Concepts
09.2021 - 07.2022
Human Resources & Accounts Payable
Liberty Iron & Metal Inc.
01.2020 - 01.2021
HR Support Specialist
Erie Insurance (Temp Position)
03.2019 - 01.2020
Branch Admin
Gravity Oilfield Services
01.2018 - 01.2019
Office Manager/Client Admissions & Billing
Brooktree Health Services
01.2014 - 01.2015
Office Manager
Bowman Consulting Group
01.2012 - 01.2014
Owner & Professional Pet Care Provider
Park Your Paws Pet Care
01.2011 - 01.2022
A.A. - Humanities and Social Science
Cayuga Community College
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