Jei Otis
Bremerton,WA
Summary
Dynamic Administrator with the Department of Defense - Navy, skilled in program management and staff leadership. Successfully streamlined workflows, enhancing efficiency by implementing innovative processes. Adept at data analysis and fostering client communication, I consistently deliver high-quality results while maintaining strong relationships and ensuring compliance with regulations. Personable Administrator offers calendar and personnel management expertise coupled with outstanding communication and multitasking abilities. Proactive and independent professional commended for consistently resolving employee challenges with innovative solutions. Flexible and adaptable to changing priorities.
Overview
6
6
years of professional experience
Work History
Adminstrator
Department Of Defense - Navy
Yokosuka , Japan, Kanagawa
12.2023 - Current
- Coordinated meetings, conferences, travel arrangements.
- Created presentations with Microsoft PowerPoint for management team members.
- Performed basic bookkeeping tasks such as reconciling accounts receivable and payable.
- Compiled data from multiple sources into comprehensive reports for management review.
- Designed forms and templates to streamline workflow processes within organization.
- Performed data entry tasks into computer databases from paper documents.
- Prepared reports on various projects for management review.
- Compiled statistical data from various sources for analysis.
- Maintained filing system for important documents such as contracts and invoices.
- Responded promptly to customer complaints in a professional manner.
- Ensured that all paperwork was completed accurately before submission deadlines.
- Assisted in the development of new administrative systems, procedures and policies.
- Updated databases with new employee information, job changes and terminations.
- Developed spreadsheets to track project progress, budgets and other related data.
- Supported departmental activities by providing clerical assistance.
- Answered incoming calls and responded to customer inquiries.
- Provided general administrative support to staff members.
- Provided technical assistance with computer hardware and software issues when needed.
- Monitored emails, sorted mail and distributed correspondence accordingly.
- Served as the primary point of contact for external stakeholders, including clients and partners.
- Implemented filing systems to improve document organization and retrieval.
- Developed and maintained databases for tracking projects, clients, and financial records.
- Facilitated communication between departments to support project completion and goal achievement.
- Improved office organization by developing filing system and customer database protocols.
- Handled correspondence, including drafting emails, memos, and reports for senior management.
- Checked office stock to determine supply levels and maintain inventory.
- Coordinated scheduling and logistics for staff meetings and corporate events.
- Managed day-to-day office operations, ensuring efficient workflow and adherence to policies.
- Ensured compliance with health and safety regulations within the office environment.
- Analyzed operational processes and recommended improvements to enhance efficiency.
- Conducted performance evaluations and recommended training programs for staff development.
- Supervised administrative staff, delegating tasks and managing workload distribution.
- Identified needs of customers promptly and efficiently.
- Analyzed key performance indicators to identify effective strategies.
- Monitored operations and reviewed records and metrics to understand company performance.
- Oversaw quality control to identify inconsistencies and malfunctions.
- Maintained positive working relationship with fellow staff and management.
Crew Trainer
Department Of Defense - Navy
Norfolk , VA
10.2019 - 12.2023
- Collaborated with other trainers to develop effective methods for teaching new concepts.
- Monitored performance of crew members in the field, providing feedback and guidance when needed.
- Identified areas of improvement within the team by implementing regular assessments and evaluations.
- Ensured that all safety protocols were followed during training sessions.
- Encouraged open communication between trainees and management throughout the learning process.
- Maintained up-to-date records of all employees' training progress and certification status.
- Provided ongoing coaching and mentoring to crew members to increase productivity levels.
- Facilitated resolution of conflicts between team members when necessary.
- Identified risks associated with each project and developed strategies for mitigating those risks.
- Ensured compliance with applicable laws, regulations, policies and procedures throughout the life cycle of each project.
- Provided guidance to team members regarding tasks assigned to them.
- Analyzed data from various sources such as surveys, interviews, focus groups. to inform decision-making related to projects.
- Maintained records of all documents related to each project including specifications, change orders, invoices.
- Managed multiple projects with competing deadlines simultaneously.
- Collaborated closely with senior management on long-term strategic planning initiatives related to projects in development or execution stages.
- Advised other departments on best practices related to managing large-scale projects.
- Monitored progress of each project to ensure timely delivery of deliverables in accordance with established quality standards.
- Actively sought out feedback from stakeholders throughout the duration of a project in order to identify areas needing improvement or adjustment.
- Presented findings from data analysis in a clear, concise manner that was easily understood by stakeholders at all levels of the organization.
- Created and implemented processes to ensure successful completion of projects.
- Coordinated resources across multiple departments and teams as needed for successful completion of projects.
- Drafted reports summarizing progress made on projects for review by executive leadership team.
- Built and established strong partnerships with teams, vendors and contractors.
- Forecasted, scheduled and monitored project timelines, personnel performance, and cost efficiency.
- Conducted periodic inspections of job sites for quality and progress.
- Generated and tracked change orders and other contractual modifications affecting budget and schedule.
- Created team objectives and roles with specific goals outlined for each individual.
- Made changes to project scope and cost and implemented most effective change management processes to keep project up-to-date.
- Identified needs and coordinated resource allocation to deliver quality standards on time and within budget.
- Drove continuous improvement of project delivery process by providing strong leadership.
- Determined project staffing needs and led resource management.
- Submitted project deliverables to clients, consistently adhering to quality standards.
Education
Bachelor of Arts - Theatre Performance
University of Memphis
Memphis, TN05-2015
Skills
- Honest and ethical
- Program leadership
- Customer service
- Staff management
- Client communication
- Program management
- Relationship development
- Personable and approachable
- Work Planning and Prioritization
- Project management
- Process improvement
- Data confidentiality
- Administrative improvement
- Workflow optimization
- Problem-solving
- Email management
- Resource allocation
- Data analysis
Accomplishments
- Consistently recommended for Early promotion
- Built a strong rapport and managed the transfer of over 200 highly classified materials to Regional facility to adhere to guidelines
- Maintained database of 2400 for Security Clearences
Timeline
Adminstrator
Department Of Defense - Navy
12.2023 - Current
Crew Trainer
Department Of Defense - Navy
10.2019 - 12.2023
Bachelor of Arts - Theatre Performance
University of Memphis