JENNIFER GARCIA
Summary
Experienced in Facilities Operations, Office Management, and Executive Assisting. With 6+ years of management experience and over 10+ years of administrative experience. Strong leader and problem- solver dedicated to streamline operations and use independent decision-making skills and sound judgement to positively impact company success.
Overview
17
17
years of professional experience
1
1
Certification
Work History
Facilities Operations Support Partner
Plexium, Inc.
05.2023 - 01.2024
- Oversaw the daily operations of the office, including managing schedules, meetings, and appointments for staff members
- Acted as the primary point of contact for all facility-related issues, including maintenance, repairs, and upgrades
- Developed and implemented policies and procedures related to facilities and office management, to ensure that they are followed consistently
- Managed budgets related to facilities operations, consistently meeting financial targets without sacrificing quality or safety standards.
- Managed relationships with vendors and service providers, including negotiating contracts and ensuring service levels are met
- Developed and implemented emergency preparedness and response plans, including fire drills and evacuation plans
- Coordinated office moves and relocation, including working with outside vendors and ensuring that all necessary preparations are made
- Ensure compliance with all regulatory requirements related to office and facilities management, including health and safety regulations, and building codes
- Oversaw the maintenance of office equipment and supplies, including managing inventory and ordering replacements as necessary.
- Negotiated settlements to final contracts ending in disputes.
Facilities Operations Supervisor
Cue Health
01.2022 - 01.2023
- Oversaw and managed day-to-day tasks at four of Cue Health's campuses
- Collaborated with a department team to develop, establish, and execute project-specific goals, requirements, schedules, budgets, and strategies
- Managed, prepared, and supervised the opening of two facilities within the company
- Achieved higher safety standards through regular staff training and adherence to OSHA guidelines.
- Successfully managed and supervised part of the administrative team within the operations team
- Interfaced with suppliers, vendors, construction, and engineering personnel on facility projects and services
- Collaborated with HR, Facilities, Security, and EH&S to ensure facility and employees complied with all applicable local, State and Federal codes and regulations
- Collaborated and supported different departments in the company such as HR, Culture, Purchasing, and Executive Assistants to ensure employee events, visitor meetings, company events ran successfully
- Developed and maintained a positive working relationship with property management and other tenants to jointly resolve any matters
- Coordinated communication between peers, team, department heads, and vendors
- Coordinated and arranged for basic building maintenance and repairs; maintained office equipment and escalated IT related issues
- Purchased and maintained printers, office supplies, materials, kitchen supplies, snacks, and beverages within an allotted budget
- Participated in planning and development of new company layouts such as welcome desk kits, lobby entry decoration, office aesthetic, wall art, office furniture, snack system distribution etc
- For building improvement and company consolidated budgeting.
Office Manager/Executive Assistant
Songo Media
06.2019 - 12.2021
- Provided administrative support to three CEOs from three different companies simultaneously in the office daily which included coordinating and setting up meetings and conference calls, scheduling interviews, completing expense reports, lunch, and coffee deliveries, completing purchase orders for company purchases, attending CEO meetings, and creating minute meeting reports
- Coordinated and assisted with the development and communication of performance measures related to accounting and duties such as invoicing, internal purchase ordering, receivable and payables
- Worked closely with the accounting team, office staff and CEOs to prepare travel expense reports
- Initiated periodic strategic meetings with appropriate staff as needed to successfully execute proper billing procedures
- Managed overall customer service processes: answered emails, directed incoming guests to appropriate staff, managed purchase order questions from staff and processed purchases
- Performed standard HR functions which included onboarding new staff, processed new hire paperwork, maintained a filling system of all employees, client, and vendor records in hard and electronic copy
- Coordinated and arranged for basic building maintenance and repairs; maintained office equipment and escalated IT related issues
- Purchased and maintained office supplies, materials, kitchen supplies, snacks, and beverages within an allotted budget
- Participated in creation and development of company logos, flyers, invitations, correspondence, supporting internal documents to help with workflow and other advertising material
- Processed all incoming and outgoing mail
- Served as the primary point of contact regarding any administrative and operational related functions to employees at all levels within the organization
- Coordinated and arranged all companies' events including weekly company lunches, Christmas parties, happy hours, Thanksgiving dinners, summer events and any other events requested by the CEOs
- Communicated regularly with external vendors and suppliers, advertising entities, sales reps, technology, and employee benefit vendors
- Support staff with any projects in need of assistance.
Office Manager
PrimeTek Field Solutions, Inc
01.2016 - 12.2018
- Oversaw and managed the daily operations in the office to support great staff workflow
- Worked alongside the Co-CEO to develop and implement outstanding procedures with billing, payroll, employee manuals and general paperwork
- Conducted and led weekly office staff meetings to maintain consistent communication
- Assisted in creating, improving, and executing policy procedures to ensure processes are followed by employees
- Managed twenty-four fleet vehicles' maintenance and fuel consumption
- Processed payroll on a weekly basis using Barret Business Services, Penguin Data and QuickBooks
- Consult with clients, vendors, building maintenance and security
- Managed and coordinated meetings, interviews, and calendar events
- Supported human resources within the office by scheduling interviews, evaluating staff and providing orientation to new employees with hiring materials
- Provided basic clerical assistance including file management, emailing and mail-outs
- Coordinated travel arrangements for employees and owners
- Assured office facilities were in good working condition and maintained inventory of office
- Attended seminars and off-site client meetings
- Managed a multi-lined phone system
- Able to be discreet and loyal regarding confidential information
- Able to communicate and collaborate effectively with teammates and clients
- Gained decision making abilities and critical thinking skills through manager position.
Billing/Administrative Assistant
Fragomen, Del Rey, Bernsen, & Loewey, LLP.
04.2012 - 07.2013
- Processed and managed invoicing, refunds, and collections for the company
- Processed, amended, and assisted with the completion of legal documents such as retainer agreements and petitions
- Coordinated meetings and had extensive client interaction
- Organized and maintained files
- Drafted office memos and scheduled and maintained office calendar
- Coordinated travel arrangements for attorneys and maintained travel records
- Maintained and replenished inventory of all office supplies
- Provided administrative and secretarial support to the Partner and legal team
- Prioritized attorney projects and kept daily duties moving in a timely manner
- Extensive knowledge of immigration legal codes, court procedures and government regulations
- Provided support to the HR by preparing training materials for new hires and arranging their training sessions.
Administrative Assistant
Claery & Green, LLP
09.2009 - 04.2012
- Committed to enriching the lives of our family law clients by providing excellent customer service and showing positive emotional support
- Answered phones, made collection calls, and calendared appointments
- Assisted with filing, copying, sorting mail
- Generated new client files utilizing Microsoft Word, Abacus, and Outlook
- Greeted clients and assisted with the retaining process in the office
- Aided the attorneys and paralegals by obtaining general information from family members regarding their divorce, custody, adoption, child welfare or paternity matters.
Legal Clerk/Legal Secretary
Hameroff/Lavinsky, LLP.
03.2008 - 06.2008
- Provided administrative assistance to the attorneys
- Performed data entry on the Artiva program for filing collection suits
- Prepared and filed client collection petitions to send to court for filing
- Generated legal documents and client letters
- Maintained and filed client litigation files and other documentation, as well as billing and invoicing.
Intern
Office of Congresswoman Susan Davis
02.2007 - 10.2007
- Coordinated and conducted U.S
- Capitol tours to 53rd district constituents
- Extensive communication and interaction with constituents
- Attended House and Senate hearings and drafted summaries for congressional staff
- Generated correspondent letters to constituents
- Managed incoming and outgoing constituent mail
- Gained better perspective on the issues that were critical in the 53rd district.
Education
Bachelor of Arts in Political Science/ Law and Society -
University of California
01.2009
Skills
- Strong multi-tasking and analytical skills
- Policy and Procedure Modification
- Cost Reduction Strategies
- Project Management
- Professional work ethic, discretion, and loyalty
- Administrative Management
- Judgement & Decision Making
- Establishing Effective Relationships
- Documentation control
- Technical Support
- Proficient in MAC and PC
- Knowledgeable in MS Office Suite
- Customer Relationship Building
- Knowledgeable in: Slack, QuickBooks, Teams, Zoom, TSheets, Google, Asana, and Coupa
References
- Danielle Schuh, San Diego, CA, 1858.342.9228, dcadiz@yahoo.com
- Bret Henning, Director Of Information Technology, Plexium, Inc, Sorrento Valley, CA, 619.657.0166
Certification
- DOT Hazmat Training - Exp. Sept. 2025
Languages
Spanish
Native or Bilingual
Timeline
Facilities Operations Support Partner
Plexium, Inc.
05.2023 - 01.2024
Facilities Operations Supervisor
Cue Health
01.2022 - 01.2023
Office Manager/Executive Assistant
Songo Media
06.2019 - 12.2021
Office Manager
PrimeTek Field Solutions, Inc
01.2016 - 12.2018
Billing/Administrative Assistant
Fragomen, Del Rey, Bernsen, & Loewey, LLP.
04.2012 - 07.2013
Administrative Assistant
Claery & Green, LLP
09.2009 - 04.2012
Legal Clerk/Legal Secretary
Hameroff/Lavinsky, LLP.
03.2008 - 06.2008
Intern
Office of Congresswoman Susan Davis
02.2007 - 10.2007
Bachelor of Arts in Political Science/ Law and Society -
University of California
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