Jen Alarma
Hayward,CA
Summary
I am a strong team player, and I can be relied on to work well with others. My positive attitude and eagerness to learn about other facets of the business helps me constantly expand my skills. Results-driven Office Manager who constantly checks the goal to determine how close or far away we are to reach the goal or what it will take to make it happen. I consider myself a people's person. I particularly enjoy interacting with other employees and listening to their feedback that helps me and the company to improve.
Overview
10
10
years of professional experience
Work History
Office Manager
Coast Tropical
Union City, CA
09.2020 - Current
- Execute executive assisting tasks by coordinating travel, managing multiple calendars, and liaising between departments on behalf of General Manager, Controller, and CFO. I am the point of contact for executives and address issues/concerns with all departments, hourly workers, customers, and third-party vendors.
- Take ownership by overseeing projects, looking for slack, and following up on scheduled deliverables.
- Accounts Payable: Annually approve 5 million dollars worth of procure-to-pay (P2P) invoices, file purchase orders, and resolve accounting discrepancies. Update vendor prerequisites, communicate payment status, and review profit and loss analysis on all purchase orders and report findings to General Manager, Controller, and CFO.
- Managing and overseeing the daily operations of the accounting department and provide coaching for AR & AP.
- Forecast the need for office supplies while operating on a lean budget (office management).
- Oversee the work of office admins while keeping overtime at zero (people management).
- Keep track of inventory, identifying losses, reconciling inventory every month for month-end (inventory management). Also communicate terms of our current contracts with shareholders (contract management) and negotiate contracts with potential vendors (vendor management).
- Assist Operations Manager with any repairs/maintenance in the warehouse.
- Manage the staffing process, including recruiting, interviewing, hiring, onboarding, and offboarding.
- Investigate employee issues and conflicts and bring them to resolution.
- Ensure all company HR policies are applied consistently.
- Maintain company organization charts and employee directory.
- Design and implement employee retention strategies.
- Maintain an accurate record of labor hours worked by each employee on each job site.
- Communicate with supervisors to provide updates on work progress or any issues that arise.
- Calculate timecards based on work orders, including start and end times, breaks, and lunch hours.
- Help with any office needs.
- Assist Food Safety team organizing log binders for audit.
- Certified to collect monthly sampling to check for pathogens (Primuslab).
- Keeping track of preventive maintenance records of fleets, equipment, cold room, and banana rooms.
- Assigning vehicle repair and maintenance duties.
- Monitoring driver qualifications and training.
- Keeping and transmitting complete and accurate records for each vehicle in the fleet.
- Helping out every department: sales, buying, warehouse, IT & delivery.
Preschool Teacher
Little Flowers Montessori
08.2016 - 03.2020
- Provide a nurturing and stimulating environment to facilitate children's growth, exploration, and participation.
- Maintain a clean and safe classroom environment for children.
- Observe the child and interpret the child's needs.
- Treat all children unconditionally and with the same importance level.
- Coordinate regular communication with parents regarding their children's progress.
- Supervise and manage children both inside and outside the classroom.
- Monitor and track children’s progress on a regular basis.
Human Resources
Manpower for Advertising Services and Agency
05.2015 - 03.2016
- Prepares letters (Absent letter, Intro letter, Extension letter, Late letter, etc.) needed for Area Supervisors, Junior Coordinators, and Merchandisers.
- Handles the 201 files of Area Supervisors, Junior Coordinators, and Merchandisers.
- Manages the manning list and various concerns of Area supervisors, Junior Coordinators, and Merchandisers, such as government-mandated issues.
- Assists the Human Resources Head and coordinates with HR personnel in each MASA Base.
- Handles the exit clearances.
Education
Bachelor of Science - Psychology
Our Lady of Fatima University
Skills
- Budgeting
- Forecasting
- Cost control
- Risk management
- Strategic planning
- Team leadership
- Process improvement
- Compliance
- Timekeeping
- Organizational Skills
- Human resources
- Payroll
- Microsoft Office
- Accounts payable
- Vendor management
- Contract negotiation
- Inventory management
- Project oversight
- Office administration
- Employee training
- Organizational skills
- Problem solving
- Employee supervision
- Compliance monitoring
- Office management
Certifications Courses
- OSHA 10HR General Industry
- Environmental Sampling for Microbiological Analysis Sponge Method
Timeline
Office Manager
Coast Tropical
09.2020 - Current
Preschool Teacher
Little Flowers Montessori
08.2016 - 03.2020
Human Resources
Manpower for Advertising Services and Agency
05.2015 - 03.2016
Bachelor of Science - Psychology
Our Lady of Fatima University