Annmarie Malcolm

Function as a strategic partner to the principals, working collaboratively on all initiatives

• My responsibilities include but is not limited to client contact, overseeing, and streamlining daily office and administrative operations, comptroller duties, scheduling, vendor management and contract negotiations; Management of office expenses including budget and expense processing
• HR Management to include developing job descriptions, job postings, recruiting, hiring, training, on-boarding HRIS management, supply management and ordering
• Sales, Marketing and Project Management Teams Coordinator to a busy office environment
• Coordinate IT and facilities planning to situate new and dismissed team members
• Developed initiatives for Diversity, Equity, Inclusion and Employee Retention
• Created and implemented the HR Policies and Procedures manual, improved office procedures, such as standardizing ordering and workflow management
• Perform basic accounting functions utilizing QuickBooks for AP/AP, collections, expense management, vendor and client management, payroll, and reconciliation
• Coordinate and project manage company events and meetings i.e., celebrations, catering, employee recognitions, and client events
• I ensure office, facilities and break room supplies are stocked and continued coordination of maintenance for all office equipment
• Additionally, I am responsible for compliance and pre-qualification submissions to various organizations, revenue reporting, budgeting, and work force management.
• Assisted with documenting key processes and procedures and security protocols.
• Evaluated current operational practices and suggested improvement strategies.
• Enforced regulatory and company policy compliance to improve workplace and employee safety and readiness.
• Conducted root cause analysis in deficient areas to identify and resolve issues.
• Negotiated with distributors to find quality products and best prices.
• Evaluated team member performance and productivity, provided feedback and implemented corrective actions.
• Documented transactions, orders and expenditures to gather sales data and forecast financial needs.
• Managed internal operational standards and productivity targets.
• Outsourced unnecessary services to save on labor, supplies and equipment costs and adhere to company budgets.
• Compiled training materials for new employees and tracked skill development.
• Enhanced operational performance and reduced labor expenses by developing and optimizing standard practices.

• Managed and supervised 5 Regional offices administrative team cross-functional operations across two states.
• Supervised /coached and developed administrative staff to execute daily activities while promoting highest levels of efficiency and quality.
• Managed front/Reception areas.
• Ensured proper coverage and backup for all administrative operations.
• Managed centralized office and group support purchasing.
• Analyzed, developed and updated policies, procedures, standards, and enforced compliance at all levels.
• Collaborated with CFO to maximize budget efficiencies.
• Supported, collaborated, and fostered positive relationships with all Stakeholders across all levels, including Board Members, Executive Teams, facility managers, staff, vendors, service providers, NYS, and NYC Agencies.
• Project Management of new telephony system across all offices, capturing 12% overall savings.
• Maintain all administrative systems.
• Managed Records storage and records compliance,
• Produced year-over-year savings by leading negotiations with suppliers, vendors, and utility contracts.
• Delivered $50K in savings over 3 years, by initiating two key business partnerships.
• Coordinate meetings and project managed annual corporate events, i.e., job fairs, outings, fundraising and holiday celebrations.
• Coordinated and project managed office relocations and fit outs.
• Managed and arranged office seating, digital card keys and conference rooms scheduling.
• Collaborated with HR on various duties, i.e., on PTO calculations, staff anniversaries, and other time off requests.
• Directed employees and related programs to maximize team productivity and facility output.
• Provided direction and leadership to all levels of employees and managers.
• Established positive relationships with suppliers to obtain timely deliveries of materials and products.
• Identified and implemented viable strategies for continuous improvement.
• Promoted collaborative work environment to motivate and engage staff to achieve company objectives.
• Implemented useful inventory management and tracking systems to reduce costs and improve operations.
• Trained and guided team members to maintain high productivity and performance metrics.
• Assisted in recruiting, hiring and training of team members.
• Managed purchasing, sales, marketing and customer account operations efficiently.
• Reported issues to higher management with great detail.
• Cultivated and strengthened lasting client relationships using strong issue resolution and dynamic communication skills.
• Planned and coordinated internal meetings, off-site events and team-building exercises by selecting vendors and venues, managing budgets and developing event plans.
• Managed communication to 5 executives by taking and making telephone calls, reviewing and prioritizing mail and composing and typing correspondence
• Prepared correspondence, reports and other documents in final formats, using correct punctuation, capitalization, spelling, grammar and style.
• Maintained supplies inventory by checking stock to determine inventory level, anticipating needed supplies and placing and expediting orders for supplies.
• Prepared correspondence, reports and other documents in final formats, using correct punctuation, capitalization, spelling, grammar and style
• Formatted visual presentations for speeches and meetings using state-of-the-art applications and equipment.

• Coordinated with CFO to ensure all seventy-two company vehicles were properly insured, maintained and in compliance.
• Maintained property (Enterprise) database, renewed leases, purchasing and sale of vehicles.
• Developed and conducted driver training classes, and project managed annual on street parking permit renewals.
• Increased regulatory compliance by monitoring vehicles to verify adherence to operational, state and federal requirements.
• Suggested actionable improvements to increase efficiency and reduce expenses.
• Coordinated safety meetings to educate team members on best practices to mitigate hazard opportunities.

• Reported to Executive Director
• Front Facing Liaison to all Guests, Clients, visiting staff, facilities management, and vendors
• Supervision of all Administrative Personnel including, IT Department, Receptionist, and Executive Assistant
• Performed Annual Performance Reviews and development
• Go to person for all office operations, such as Project Manager for off-site meetings, events, celebrations, Board Meetings, and job fairs
• Compliance coordinator, Off-site storage management, and digital card key facilitator
• Negotiated contracts with vendors for equipment and utilities while managing and maintaining departmental budget
• Managed staff expenses utilizing Concur.
• Maintained computer and physical filing systems.
• Created, maintained and updated filing systems for paper and electronic documents.
• Updated reports, managed accounts, and generated reports for company database.
• Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
• Launched staff engagement, gender diversity and cultural programs in addition to robust reporting tool that increased operational quality.

• Reported to Executive Director and Board Members
• Handled confidential and sensitive information with discretion and tact.
• Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
• Organized and coordinated conferences and monthly meetings.
• Processed travel expenses and reimbursements for executive team and senior management group.
• Screened calls and emails and responded accordingly to support executive correspondence.
• Providing travel coordination and calendar management
• Supervised administrative staff, and Receptionist
• Overhauled Receptionist duties and streamlined visitor engagement
• Developed, edited, and launched monthly Employee recognition newsletter to improve internal communication and boost morale
• Consulted with maintenance departments for fifteen locations to ensure proper building maintenance.
• Answered high volume of phone calls and email inquiries.
• Updated spreadsheets and databases to track, analyze, and report on performance and sales data.