Cynthia Phillips
Astoria,NY
Summary
Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
16
16
years of professional experience
1
1
Certification
Work History
Office Manager / Administrative Assistant
Huntsman Architectural Group
01.2018 - Current
- Manage office and front reception of 100-person architecture firm
- Greet and welcome visitors and employees
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Book and arrange/rearrange conference room scheduling
- Order food orders for meetings and office parties
- Sign for packages, and advise employees of their packages received
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Coordinate office needs of building management
- Coordinating office move, furniture deliveries, installations, and setting up new accounts for services needed in new space
- Support principal with admin-related items, such as vacation, professional development, jury duty requests, project workflow reports, and expense reports
- Support staffing coordinators with updating, attending, and emailing staffing report.
- Streamline office operations by implementing efficient filing systems and organizational strategies.
- Handle sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Serve as liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
- Maintain accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Conduct regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Organize travel arrangements for team by researching cost-effective options while accommodating individual preferences.
- Cultivate positive rapport with fellow employees to boost company morale and promote employee retention.
Receptionist / Administrative Assistant
HLW International LLP
04.2012 - 10.2017
- Greet and welcome visitors and employees
- Answer and screen phone calls for our New York office
- Assist callers with what their needs may be such as company information, and project information
- Book and arrange/rearrange conference room scheduling
- Order food orders for meetings and office parties
- Sign for packages, and advise employees of their packages received
- Order and stock executive kitchen
- Book travel arrangements for several of our offices such as car rentals, flights, and car services
- Research restaurants, and make reservations for client meetings
- Identify, describe, and detail charges from company credit cards and submit them to accounting.
Administrative Sales Support Representative
Jack Henry & Associates
04.2008 - 03.2012
- Provides sales support for our sales team
- Run /prepare reports and spreadsheets for the entire department
- Process and trace sales orders
- Prepare and process hardware contracts for Financial Institutions
- Answer telephone calls, convey messages, and monitor sales folders
- Help train new staff for support roles.
Education
2024 Coursea Project Management Certificate -
Course
Associate of Arts - Deaf Studies
Laguardia Community College
New York, NY12.2022
Skills
- MS Office (Excel, Word, InfoPath, Powerpoint, OneNote, Outlook)
- Deltek
- Relationship Building
- Travel Coordination
- Scheduling Coordination
- Problem-Solving
- Adaptability
- Customer Relations
- Employee Training
- Organizational Skills
- American Sign Language
- Office Management
- Expense Reporting
- Administrative Support
- Customer Service
Certification
- Project Management, Coursera - 2024
Languages
American Sign Language
Professional Working
Timeline
Office Manager / Administrative Assistant
Huntsman Architectural Group
01.2018 - Current
Receptionist / Administrative Assistant
HLW International LLP
04.2012 - 10.2017
Administrative Sales Support Representative
Jack Henry & Associates
04.2008 - 03.2012
2024 Coursea Project Management Certificate -
Course
Associate of Arts - Deaf Studies
Laguardia Community College
Similar Profiles
MUHAMMED JAMSEERMUHAMMED JAMSEER
Authority Coordinator/Project Coordinator at Architectural Planning GroupAuthority Coordinator/Project Coordinator at Architectural Planning Group
ANDY SENGANDY SENG
Outside Sales Representative at Architectural Surfaces GroupOutside Sales Representative at Architectural Surfaces Group
Pooja KadhiwalaPooja Kadhiwala
Architectural Designer at Spiezle Architectural GroupArchitectural Designer at Spiezle Architectural Group
Brian FernandezBrian Fernandez
Bartender at Island OysterBartender at Island Oyster
Josefina GurevichJosefina Gurevich
Co-Founder/Co-Host at Hold On to Your RacketCo-Founder/Co-Host at Hold On to Your Racket