Summary
Overview
Work History
Education
Skills
Languages
Timeline
Generic

Jessica Genao

New York,NY

Summary

Enthusiastic and determined Administrative Assistant with expertise in anticipating professional needs and proactively identifying and resolving problems. With ten and half years of opportunity to sharpen communication, time management, customer service, and organization skills. Proven ability to troubleshoot and develop innovative and creative solutions to office challenges.

Overview

17
17
years of professional experience

Work History

Inventory Control Analyst

Rotech Healthcare, Inc.
09.2021 - Current
  • Accurate and timely tracking of inventory movements, transfers, and shrinkage.
  • Assist Management with reporting and analysis of activity and balances of the rental fleet and supplies inventory, including the reconciliation of inventory counts to financial sub-system records.
  • Create reports on rental equipment recoveries for patients who no longer are paying or are qualified for this equipment.
  • Identify inventory problems/issues and provide recommendations for solutions.
  • Measure and track key inventory performance indicators.
  • Monitor and maximize location and distribution center inventory stocking levels.
  • Monitor and report actual inventory levels to budget and forecasted balances.
  • Research, identify, and resolve inventory variances and discrepancies.
  • Support Management by measuring and reporting physical inventory and cycle count results.
  • Track patient rental equipment installed base to ensure the company maximizes income from this equipment.
  • Monthly savings between $40,000 - $60,000 by sourcing and organizing redistribution of excess equipment.

Development Assistant

Winston Preparatory Schools
11.2019 - 09.2021
  • Managed donor acknowledgment process, ensuring timely recognition of contributions and building strong relationships. Effectively assuring confirmation of contributions in at least 25% of committed donors.
  • Participated in strategic planning sessions with development team members, contributing to long-term goals and objectives.
  • Fielded phone calls and answered emails promptly for assistant director.
  • Enhanced fundraising efforts by researching potential donors and maintaining an updated database.
  • Maintained and produced donor reports and reconciled financial records on donor datable Blackbaud's eTapestry.
  • Generated mailing lists and mail merges from databases for mailings.
  • Conducted all gift processing and associated data entry, including gift tracking, acknowledgment drafts and mailings.

Administrative Assistant, Central Team

Winston Preparatory Schools
08.2018 - 11.2019
  • Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
  • Took notes and dictation at meetings.
  • Organized and coordinated conferences and monthly meetings.
  • Volunteered to help with special projects for teachers and staff of varying degrees of complexity.
  • Managed time efficiently in order to complete all tasks within deadlines.
  • Effective time management skills allowed for staff and senior management to regain 10-15% of their time.

Administrative Operations Assistant

AHRC NYC - Francis of Paola Early Learning Center
01.2017 - 08.2018
  • Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
  • Excellent communication skills, both verbal and written.
  • Answered central telephone system and directed calls accordingly.
  • Routed incoming mail and messages to relevant personnel without delay.
  • Enhanced student safety by monitoring visitor access and distributing visitor badges as needed.
  • Facilitated effective communication between administration and staff by promptly addressing concerns or inquiries via email or phone calls.
  • Managed school calendar updates for holidays, meetings, conferences, workshops, or special events.
  • Increased parent-teacher communication through timely and well-written newsletters, notices, and announcements.
  • Interacted with vendors, contractors, and professional services personnel to receive orders, direct activities, and communicate instructions.
  • Collaborated with teachers to plan field trips by coordinating transportation arrangements and obtaining required permissions from parents.
  • Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
  • Supported the hiring process for new staff members by collecting application materials, scheduling interviews, and preparing offer letters.
  • Maintained a welcoming front office environment for students, parents, staff, and visitors to promote a positive school culture.
  • Assisted coworkers and staff members with special tasks on a daily basis.
  • Liaised and served as an interpreter for Spanish-speaking families seeking information resulting in 1 of 3 families enrolling.

Executive Assistant / Credit and Collections Specialist

Frank Recruitment Group, Inc.
08.2015 - 08.2016
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Learned and adapted quickly to new technology and software applications.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Managed annual holiday event coordination.
  • Assisted with day-to-day operations, working efficiently and productively with all team members.
  • Organized large-scale events, ensuring seamless execution of logistics, registration, catering, and venue management.
  • Demonstrated strong organizational and time management skills while managing multiple projects.
  • Answered high volume of phone calls and email inquiries.
  • Handled confidential and sensitive information with discretion and tact.
  • Located customers with overdue accounts and solicited payment in compliance with fair debt collection practices.
  • Researched billing errors and discrepancies to initiate corrective action.
  • Entered client details and notes into system for interdepartmental access and review.
  • Processed debtor payments and updated accounts to reflect new balance.
  • Worked with customer to create debt repayment plan based on current financial condition.
  • Balanced firm but fair collections practices with excellent customer service skills, maintaining positive relationships with clients even during difficult financial negotiations.
  • Improved credit collections by implementing efficient tracking and follow-up procedures.
  • Generated and distributed monthly customer statements.
  • Managed weekly bank deposits ranging between $1,000 - $10,000

Corporate Buyer

Rotech Healthcare, Inc.
09.2012 - 06.2015
  • Optimized supply chain efficiency through data analysis, identifying areas for improvement and implementing necessary changes.
  • Created hands-on training program for newly hired employees to acclimate each person to company policies and procedures and individual job duties.
  • Managed and maintained purchase orders and invoices.
  • Analyzed sales and inventory data to determine purchasing needs and reorder points.
  • Prepared and analyzed reports to track inventory and purchasing trends.
  • Placed orders for merchandise consistent with quality, quantity and other specification requirements.
  • Developed new strategies to reduce purchasing costs and maintain quality standards.
  • Analyzed current vendors and products to stay abreast of market trends and evaluate new suppliers.
  • Prepared detailed reports to highlight inventory levels, purchase orders and discrepancies.
  • Tracked inventory shipments and prepared spreadsheets detailing item information.
  • Processed purchasing requisitions and created corresponding purchase orders within procurement system Proactis.
  • Increased cost savings by sourcing and shipping excess equipment within the field resulting in annual savings of $2 - $4 million.
  • Ensured compliance with industry regulations and company policies in all purchasing activities.

Administrative Assistant

ZeroChaos
04.2007 - 03.2011
  • Facilitated clear communication between staff members by distributing memos and announcements in a timely manner.
  • Handled incoming and outgoing package deliveries, working with vendors to complete special requests and track missing packages.
  • Played an instrumental role in maintaining a clean work environment by coordinating office maintenance and cleaning schedules.
  • Helped office staff prepare reports and presentations for internal or client-related use.
  • Answered central telephone system and directed calls accordingly.
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
  • Assisted in the onboarding of new employees by preparing orientation materials and providing guidance on company policies.
  • Coordinated travel arrangements for executives, ensuring seamless itineraries that met all requirements.
  • Monitored and screened visitors to verify accessibility to inter-office personnel.
  • Provided administrative support to staff members by handling correspondence, filing documents, and managing office supplies inventory.
  • Routed incoming mail and messages to relevant personnel without delay.
  • Confirmed appointments, communicated with clients, and updated client records.
  • Demonstrated strong multitasking abilities while managing numerous tasks simultaneously under tight deadlines.
  • Assisted in the planning of office events and meetings, ensuring smooth execution and positive outcomes.
  • Balanced employee availability, customer schedules, and maximum load levels when scheduling appointments.
  • Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
  • Handled sensitive information with discretion while maintaining strict confidentiality standards.
  • Managed conference room schedules to ensure efficient use of space for meetings and other events.
  • Helped maintain office security by monitoring visitor access and issuing badges as needed.
  • Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions - effectively implementing cost savings of %25.
  • Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
  • Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.

Education

LaGuardia Community College
New York, NY
01.2018

Skills

  • Inventory Reconciliation
  • MS Office
  • Google Suite / iOS
  • Data Documentation
  • Inventory Control
  • Travel administration
  • Schedule Management
  • Proofreading
  • Event Coordination
  • Bilingual
  • Time Management
  • Effective Communication

Languages

Spanish
Native or Bilingual

Timeline

Inventory Control Analyst

Rotech Healthcare, Inc.
09.2021 - Current

Development Assistant

Winston Preparatory Schools
11.2019 - 09.2021

Administrative Assistant, Central Team

Winston Preparatory Schools
08.2018 - 11.2019

Administrative Operations Assistant

AHRC NYC - Francis of Paola Early Learning Center
01.2017 - 08.2018

Executive Assistant / Credit and Collections Specialist

Frank Recruitment Group, Inc.
08.2015 - 08.2016

Corporate Buyer

Rotech Healthcare, Inc.
09.2012 - 06.2015

Administrative Assistant

ZeroChaos
04.2007 - 03.2011

LaGuardia Community College

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Jessica Genao