Summary
Overview
Work History
Education
Skills
Timeline
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Carolann Kubik

Belle Mead,NJ

Summary

Experienced with office administration, including managing daily operations and ensuring smooth workflows. Utilizes organizational and leadership skills to maintain efficiency and support team productivity. Knowledge of office software, scheduling, and resource allocation to drive operational success.

Overview

33
33
years of professional experience

Work History

Office Manager

APCER LIFE SCIENCES, INC.
08.2016 - Current
  • Day-to-day US office operations and coordinate projects and conferences with Global IT, HR, Finance, Sales, Marketing, Information Security, Training, and Operations departments
  • Collaborate with external representatives, APCER’s Information Security team, and HR management to develop and adhere to schedules, review documents and procedures, and prepare the US office for extensive internal and external ISO/IEC 27001:2013 Certification audits. Certification awarded January 2023
  • IT liaison between US office employees and India IT support team. Manage and terminate soft and hardware access, assist in set-up staff laptops
  • Process bi-monthly payroll, 401k, and travel reimbursements. Provide local support to the India based Finance team
  • Maintain federal, state, local, and regulatory compliant office operations, HR, payroll, and immigration records and files
  • Arrange US employees’ flights, transportation and accommodations including providing Visa Invitation Letters and support related to visiting colleagues travel needs
  • Coordinate with sales and marketing to plan and execute conference registrations, booth location and design, ordering and shipment of booth and marketing collaterals, travel arrangements, hotel reservations, and client dinners for multiple conferences each year
  • Vendor recommendations, coordinating with Contracts, IT and Information Security teams as necessary, vendor troubleshooting and escalations. Ensure tracking and compliance procedures are in effect and up to date
  • Admin support to all departments, daily adverse event follow-up letters, product quality complaints in accordance with regulatory, client, and internal guidelines
  • Point of Contact with Immigration attorney for all H1B and L1A Extensions, RFEs, New Hires, PERM
  • Developed comprehensive policy manuals outlining procedures and guidelines, contributing to a well-organized workplace culture.

Legal Assistant (full & part time)

MELLINGER KARTZMAN, LLC
01.1993 - Current
  • Reviewed 60 bankruptcy petitions monthly for Court appointed Trustee and correspond with attorneys
  • Managed case files and documentation, streamlining organization for efficient retrieval and review.
  • Managed attorney calendar, file court documents via CM/ECF, PACER, assist with preparation of Trustee Final Reports
  • Improved client satisfaction with prompt and effective communication regarding case updates and inquiries.
  • Revised and finalized letters, briefs, and memos.
  • Prepared trial materials, including exhibits and witness lists, ensuring readiness for court proceedings.
  • Increased client satisfaction by efficiently managing case files and promptly addressing inquiries.
  • Handled billing tasks efficiently and accurately, ensuring smooth financial operations for the legal team using Tabs3 software

Operations Manager

DOUGHMAIN EDUCATION FOUNDATION
02.2015 - 10.2015
  • Assistant to Executive Director and secondary support to directors of marketing, programs, and development
  • Hired interns for various positions and assigned to specific department heads
  • Spearheaded annual golf outing fundraiser

Education

B.A. - Political Science

Montclair State University

Skills

  • Client support
  • Office management
  • Effective organizational skills
  • Administrative support
  • Clear oral/written communication
  • Payroll processing
  • Scheduling coordination
  • Event coordination
  • Travel coordination
  • Team bonding
  • Project management
  • Vendor engagement
  • Process improvement
  • Problem-solving

Timeline

Office Manager

APCER LIFE SCIENCES, INC.
08.2016 - Current

Operations Manager

DOUGHMAIN EDUCATION FOUNDATION
02.2015 - 10.2015

Legal Assistant (full & part time)

MELLINGER KARTZMAN, LLC
01.1993 - Current

B.A. - Political Science

Montclair State University

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Carolann Kubik