Carla Novak
Hamilton
Summary
Highly organized and versatile administrative professional with extensive experience supporting executive leadership and managing office operations, facilities, and event planning. Proven ability to lead teams, oversee relocations, and maintain peak operational efficiency across multiple departments. Strong background in customer service, serving as a key point of contact for internal and external stakeholders with a commitment to professionalism, responsiveness, and problem resolution.
Overview
24
24
years of professional experience
Work History
Property Coordinator, Project & Property Management
Capital Health System
12.2024 - 10.2025
- Support day-to-day operations of the Property Management Division, ensuring efficient management of leased and owned properties.
- Process high-volume vendor invoices and purchase orders, resolving discrepancies with Accounts Payable and Supply Chain teams.
- Coordinate repair and maintenance work orders across multiple locations, tracking completion and maintaining service records.
- Serve as liaison between tenants, landlords, vendors, and internal departments to address property, lease, and maintenance-related issues.
- Manage preventive maintenance schedules, lease-critical dates, and required quarterly and annual property inspections.
- Coordinate vendor and contractor access for repairs, inspections, and scheduled maintenance activities.
- Assist with tenant move-ins, move-outs, relocations, and space expansions, ensuring smooth transitions and operational continuity.
- Maintain property management databases, emergency contact information, and financial records while providing exceptional customer service and support for customer ledger inquiries.
Admin Coordinator, Global Marketing Innovation Department
ETS
12.2024 - 10.2025
- Provide administrative support to the Managing Director and team for the Marketing Strategy and Science Division.
- Prepare and edit correspondence, reports, presentations and other documents.
- Manage calendars, schedule appointments, and coordinate meetings.
- Serve as the first point of contact for internal and external communications.
- Handle incoming calls, emails, and inquiries - professionally and promptly.
- Manage logistics for events, including venue selection, catering, and materials preparation.
- Track project timelines and deliverables, ensuring deadlines are met.
- Prepare project status reports and maintain project documentation.
- Assist with budget tracking and expense reporting.
- Process invoices and purchase orders.
Office Manager
Macmillan Learning
05.2016 - 04.2024
- Manage overall office functionalities and day-to-day operations.
- Build and maintain positive relationships with office vendors.
- Working closely on renovation & general project management tasks, including move activity.
- Coordinate & oversee preventative maintenance for all facilities systems & needs (i.e., Building Management system, Lighting systems, Access Control systems, security system, cafeteria equipment, etc.) including scheduling services & cost comparison and tracking.
- Point of contact for work requests for landlord, vendors & internal IT department.
- Develop workflow to support day-to-day operations & maintenance to help ensure all our offices are in peak condition including obtaining price quotations for annual maintenance contracts.
- Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action.
- Remain knowledgeable regarding all operational aspects of building systems, while coordinating with outside contractors for the service and repairs of equipment.
- Follow protocol for effective building-specific maintenance and safety procedures.
- Request, review, and submit work orders, bids, and proposals from vendors; verify final invoice pricing and process payments in a timely manner.
- Communicate frequently with landlords and vendors to resolve issues and provide project status updates.
- Work with sophisticated phone systems, copy and printer equipment, access card security systems, and company-specific applications, such as SFDC, xFlow, Zoom.
- Submit, code, process incoming office invoices.
- People Operations / Event Planning
- Positively promote a friendly, safe, and fun office environment where employees want to be present.
- Create and execute new ideas for employee engagement.
- Organize and run office activities, including team building events, holiday parties, employee appreciation events, etc.
- Be the point of contact for internal events such as meetings, town halls, events, and holidays.
- Meeting planning for external employees and visitors - conference room calendar management, order lunch and provide meeting materials as needed, overall maintenance of meeting rooms.
- On/Off boarding
- Manage on/off boarding of office employees, including security system access, equipment, building identification forms.
- Provide process and procedures training and direction to new hires.
- Maintain and service building access card security system.
- Knowledge of Human Resources - laws, regulations, safety and/or industry stipulations.
Sales Operations Coordinator
Macmillan Learning
01.2012 - 05.2016
- Oversee daily responsibilities and arrange necessary coverage of 8 Sales Support Associates and 3 college interns.
- Schedule training agenda and participate in training for new Sales Support Associates and college interns.
Lead Sales Support Associate
Macmillan Learning
06.2001 - 12.2011
- Report to department manager any issues amongst departments, suggest new procedures, arrange for assistance for absentee employees, including their daily support tasks and phone coverage.
- Supervise and assist nine Sales Support Associates, actively seeking to provide support to the department.
- Created and organized Sales Support training manual, as well as updating information when necessary and adding new department procedures.
- Train and supervise new staff, in addition to answering professor and sales representative's phone calls.
- Handle all office invoices, including coding and submitting to the accounting department to be processed.
- Organize and work closely with outside Project Manager, movers, and contractors during the office relocation in May 2011.
- Set up and order supplies and furniture as needed for the new office location, making sure the office is fully functional before opening.
- Increase sales by providing support to the Northern Region territory, including facilitating urgent requests, compiling research data, creating promotional materials, and following up with clientele in their absence.
- Provide faculty support to college professors, including answering faculty assistance hotlines, processing requests for desk/exam copies, and demonstrating product knowledge.
Education
Child Education
Mercer County Community College
West Windsor, NJ06-1997
High School Diploma - General Studies
Hamilton High School East (Steinert)
Hamilton, NJ06-1995
Skills
- Exceptional organizational and time-management skills
- Professional presence and ability to operate independently and remotely
- Proactive and self-motivated with a strong work ethic
- Ability to multitask and prioritize tasks effectively
- Exceptional hospitality abilities
- Excellent written and oral communication, project planning, leadership, and customer service skills
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Proficient in use of G-Suite; Google for work, Docs, Sheets, Forms, Slides
- Relationship building
- Event planning
- Staff management
Timeline
Property Coordinator, Project & Property Management
Capital Health System
12.2024 - 10.2025
Admin Coordinator, Global Marketing Innovation Department
ETS
12.2024 - 10.2025
Office Manager
Macmillan Learning
05.2016 - 04.2024
Sales Operations Coordinator
Macmillan Learning
01.2012 - 05.2016
Lead Sales Support Associate
Macmillan Learning
06.2001 - 12.2011
High School Diploma - General Studies
Hamilton High School East (Steinert)
Child Education
Mercer County Community College