Amy Buff

• Interacting with employees in a professional and pleasant manner to answer administrative questions related to policies and procedures, and/or distribute work related documents, materials and information.
• Supporting the VP of HR in the development, standardization and documentation of P&Ps.
• Full Cycle Recruiting: Collaborate with department managers to identify staffing needs and the recruiting plan. Coordinating with Hiring Team for job duties, post job openings, conduct screening interviews, coordinate on-site interviews, perform background and reference checks, review budget based on quarterly budget, and provide offer information to the Hiring Manager. Responsible for sending offer letters to candidates.
• Onboarding: Managing full onboarding process, including configuring location-specific onboarding packets, background and reference checks, and assisting with benefits enrollment. Conduct meetings with new employees, addressing any questions related to new employees, spouses, dependents, and their needs.
• Off-Boarding: Work directly with Payroll and Benefits Manager to ensure a seamless off-boarding experience. Remain available to employees even after departing from the company.
• Processing Bi-weekly Domestic and Monthly International Payroll; Domestic- Paylocity (200+ employees) and International- ADP.
• Instructing employees on how to change their information on the cloud-based payroll and human capital management software; Paylocity: addresses, taxes, direct deposit, etc.
• Scheduling and coordinating activities related to Corporate HR Initiatives/programs like open enrollment, and required training courses.
• Completed human resource operational training requirements by scheduling and assigning employees.
• Manage and administer Medical and other FMLA employee leave requests in accordance with FMLA guidelines, maintaining compliance with regulations while providing necessary accommodations for staff members.
• Maintaining online and physical employee files as well as completing all required paperwork and monitor physical personnel file retention.
• Completing employee verifications.
• Generating reports for accounting, human resources, and other departments as needed.
• Submitting monthly expenses for myself and the VP of HR via Concur.
• Employee relations event planning.

• Tenant Communication: Maintained regular communication with tenants to address inquiries, collect feedback, and ensure tenant satisfaction.
• Lease Administration: Assisted in the preparation and administration of lease agreements for office and medical spaces. Tracked lease expiration dates and facilitate lease renewals or terminations as needed.
• Facility Maintenance Coordination: Coordinated maintenance requests and repairs for office and medical buildings. Communicated with maintenance staff or external vendors to ensure prompt resolution of issues.
• Visitor Management: Greeted and assisted visitors, clients, and tenants as the first point of contact.
• Managed visitor log and ensure a professional and welcoming environment in common areas.
• Documentation and Record Keeping: Maintained organized and up-to-date records related to leases, tenant agreements, and property maintenance.
• Prepared and updated documentation, including tenant manuals and emergency procedures.
• Billing and Invoice Processing: Assisted in the processing of rent invoices and utility bills and collaborated with accounting department to ensure accurate and timely billing.
• Vendor Coordination: Worked with vendors and contractors for services related to building maintenance and repairs. Obtain quotes, negotiate contracts, and monitor vendor performance.
• Event Coordination: Assisted in organizing and coordinating events within the office or medical buildings, such as tenant appreciation events or community outreach programs.
• Health and Safety Compliance: Maintained compliance with health and safety regulations during Covid protocols.
• Collaborated with owners association and stakeholders to implement necessary measures as needed.
• Document Preparation: Prepared and formatted documents, monthly reports, and presentations for property management association meetings.
• Tenant Move-In/Move-Out Processes: Facilitated the smooth move-in and move-out processes for tenants, including coordinating logistics and necessary paperwork.
• Database Management: Maintained databases containing information on tenants, leases, and property contacts.
• Financial Reporting: Assisted Assistant Porperty Manager in the preparation of financial reports related to property management activities. Ensured data accuracy and generate reports as needed.
• Coded/processed daily invoices on AvidXchange, tenant bill-backs and preparation of check requests.
• Reviewed and ensuring the accuracy of accounts payables.
• Supported the property manager in pre-posting of monthly rent roll and distribution of monthly rent statements.
• Provided follow-up with tenants on delinquencies and updating accounts receivable notes and watch list.
• Prepared tenant notifications for property activities and lease compliance.
• Monitored and maintained properties in the work order system for service calls and ensuring timely completion.
• Contribution in preparing all required legal notices, including 3-day notices and notice of abandonment.
• Assisted the Property Manager with vendor bidding and service contracts, implementing the approved operating and capital budgets, resolving property management issues, preparing and distributing monthly reports and assisting with property management, accounting, marketing and construction needs.
• Assisted with annual budget preparation.
• Prepared and processed new vendor set up forms.
• Interfaced with tenants and vendors on repair and maintenance issues via the online tenant portal.
• Assisted with property inspections, tenant move-ins and move-outs.
• Collected, reviewed and updated tenant and vendor insurance certificates.
• Maintained fire life safety tracking and HVAC inventory spreadsheets.
• Took physical tenant and/or tenant files and converting them to electronic files on the corporate shared drive.
• Managed building access by supplying building access key cards and suite keys to employees and vendors.
• Reviewed and suggested improvements for a diverse range of documentation, including interoffice correspondence and monthly reports.
• Assisted in the planning of tenant appreciation events.

• Served as the first point of contact for all resident interactions on site.
• Assisted with all inquiries including move-in process, resident requests, customer follow-up, renewal process, move-out process, resident transfers, and evictions.
• Promoted positive, proactive customer interactions to make their Irvine Company experience of the highest quality.
• Solved simple to complex resident relations issues in a timely manner.
• Assisted residents with the move-in and move-out process as needed.
• Performed resident retention calls according to guidelines currently in place.
• Ensured that all relevant information regarding resident concerns and requests are accurately recorded in OneSite.
• Provided input regarding how to continually improve and provide more efficient resident relations.
• Facilitated the resident retention process which includes renewal paperwork.
• Assisted with achieving financial goals through closing on renewals and transfers, participating in leasing goals and communicating the value of the communities.
• Processed resident applications, lease documents and related paperwork as needed.
• Performed community inspections to ensure aesthetics are maintained to company expectations.
• Followed up with unresolved resident concerns in surveys or reviews as needed.
• Completed and submitted final account statements (FAS).
• Managed the eviction process from beginning to end.
• Participated in performance leasing consultant responsibilities as needed (leasing, tours, etc).
• Monitored NPS and Yelp scores daily to improve the customer experience and maintain awareness of community reputation.

Acted as the direct Legal Assistant to the founding/managing partner of the law firm as well as four other attorneys that range from partner to associate level.

• Client interfacing: received and placed calls to clients notarizing in signing meetings, and filled in as receptionist if needed.
• Legal Word Processing: reformatting/ drafting of estate planning documents and Grant Deeds
• Reviewed and estate plan document signing meeting preparation
• Notarized estate planning documents daily as Lead Notary Public
• Scheduled appointments and maintain and update appointment calendars for multiple attorneys
• Mailed, faxed, or arranged for the delivery of legal correspondence and/ or documents to clients
• Corresponded and interacted with CPA's and other referral sources.
• Involvement with training and creating 'How To' sheets for new employees.
• Provided TPX (the firm's phone provider; provided training to other coworkers and attorneys on its features.
• Travel planning/scheduling for attorneys.
• Program use includes: Goldmine, Sage Timeslips, Word Perfect, Microsoft Word, PowerPoint, and Excel.

• Handled the back end of all social media accounts (analytics, post content, outreach, and advertisement).
• Designed monthly newsletters that went out to all of the cities the MNWD services.
• Established and maintained cooperative relationships with representatives from city libraries and senior centers/ distributing public outreach flyers.
• Prepared materials for community outreach events.
• Worked with Microsoft Suite for various reports for the Water Board.

• Constituent Outreach: Assisted in conducting outreach to constituents through phone calls, emails, and written correspondence.
  Gather feedback and inquiries from constituents, forwarding relevant issues to the appropriate staff members.
• Front Desk Assistance: Provided front desk support, including welcoming visitors, answering phone calls, and directing inquiries to the appropriate staff members.
  Maintain a professional and welcoming environment for all visitors.
• Legislative Research: Conducted research on legislative issues relevant to the senator's focus areas.
  Summarize key findings and present information in a clear and concise manner.
• Constituent Services Support: Aided in providing information and assistance to constituents seeking help with government services or navigating bureaucratic processes.
  Work closely with the Constituent Services team to address and resolve concerns found in Case Studies
• Office Administration: Supported day-to-day office operations by managing schedules, handling incoming and outgoing mail, and ensuring office supplies are stocked. Assist with the organization and maintenance of office files and records.
• Legislative Correspondence: Drafted responses to constituent letters and emails on behalf of the senator.
  Ensure timely and accurate communication with constituents regarding legislative matters.
• Data Entry and Management: Entered data into databases, maintaining accuracy and confidentiality.
  Assist in managing constituent databases and tracking interactions.
• Policy Briefing Preparation: Assisted in preparing briefing materials for the senator on various policy issues.
  Summarize relevant information from reports, articles, and legislative documents.
• Social Media Monitoring: Monitored and compile information from social media channels relevant to the senator's activities and the community.
  Assist in managing and updating social media accounts as needed.
  Attend meetings, take notes, and provide summaries to relevant staff members.
• Collaboration with Other Offices: Worked collaboratively with other offices of the senator, sharing information and coordinating efforts on shared projects or initiatives.
• Learning Opportunities: Took advantage of opportunities to learn about the legislative process, community engagement, and the day-to-day operations of a senator's office.