Jessica Lara
Brooklyn
Summary
Seasoned Administrative Manager with over 10 years of experience optimizing office operations and enhancing client communications in dynamic environments. Expertise in managing executive calendars, confidential records, and compliance documentation, while streamlining workflows and supporting tax preparation. Known for delivering efficient operations and effectively prioritizing tasks to meet organizational goals.
Overview
15
15
years of professional experience
Work History
Administrative Manager
Citywide Income Tax
Brooklyn, NY
08.2023 - Current
- Coordinate the daily administrative operations of a high-volume tax preparation and tax resolution office serving approximately 1,000 clients annually.
- Manage executive scheduling and administrative support for the business owner while maintaining daily office workflow and operational efficiency.
- Serve as the primary point of contact for client communications, managing incoming calls, emails, appointments, and front-office operations while ensuring exceptional customer service.
- Prepared engagement letters, client organizers, authorization forms, e-signature requests, and supporting documentation to facilitate tax preparation and resolution processes.
- Tracked status of tax resolution cases, monitored outstanding documentation, transcripts, agency responses, and client follow-ups to ensure timely progress of cases.
- Draft professional correspondence and response letters to the IRS and New York State tax agencies under management guidance.
- Trained new administrative employees on office procedures, software systems, scheduling, document management, and client service to enhance team readiness and service quality.
- Maintain business continuity and oversee daily administrative workflow in the owner's absence while serving as the primary office resource for staff and clients.
Office Administrator
Chelsea Lighting
New York, NY
11.2022 - 07.2023
- Coordinated executive calendars, meeting logistics, travel arrangements, expense reporting, and document preparation while ensuring accuracy and professionalism.
- Supported the CEO, Human Resources, and senior leadership team by coordinating administrative operations and executive support functions within a fast-paced office of approximately 100 employees.
- Managed office supply procurement, vendor relationships, and workplace resources, coordinating with vendors including Staples, Quill, Costco, and Halo.
- Assisted Human Resources with onboarding activities and employee documentation, enhancing efficiency of administrative processes.
- Maintained confidential employee and company records while exercising discretion with sensitive information.
- Standardized office procedures and coordinated meeting rooms and workplace readiness, fostering a productive work environment.
- Collaborated with department leaders to gather information and prepare reports, supporting executive projects and driving company initiatives.
- Provided administrative support for special projects assigned by executive leadership while managing multiple priorities and deadlines.
Administrative Assistant
Citywide Income Tax
Brooklyn, NY
08.2018 - 10.2022
- Provided administrative support for a high-volume tax preparation office by managing client communications, scheduling appointments, and coordinating daily office activities.
- Managed office email accounts, incoming phone calls, calendar scheduling, and administrative correspondence.
- Assisted clients with document submissions, appointment scheduling, and general inquiries while providing professional customer service.
- Communicated with the IRS, New York State, and other tax agencies regarding client documentation and administrative matters.
- Assisted clients with document submissions, scheduled appointments, and addressed general inquiries, ensuring high-quality customer service.
- Managed office email accounts, handled incoming phone calls, scheduled calendars, and organized administrative correspondence to streamline communication.
- Maintained office supply inventory and facilitated day-to-day operations, promoting an organized and efficient workplace.
Office Administrator
Ace Medical Equipment
Brooklyn, NY
07.2015 - 07.2018
- Coordinated daily administrative operations for a medical equipment provider, supporting both internal staff and external healthcare partners.
- Managed incoming phone calls, emails, client orders, and appointment scheduling while providing professional customer service.
- Managed client accounts by preparing invoices, maintaining documentation, processing statements of account, and ensuring accurate recordkeeping.
- Managed incoming phone calls, emails, client orders, and appointment scheduling, ensuring timely and professional customer service.
- Maintained inventory records and monitored office supply levels to ensure smooth daily operations.
- Maintained inventory records and monitored office supply levels to support uninterrupted daily operations.
- Assisted management with administrative projects and workflow coordination, contributing to enhanced office efficiency.
Accountant / Account Manager
Plaza Auto Mall
Brooklyn, NY
12.2011 - 12.2014
- Promoted from Cashier/Organizer to Accountant / Account Manager based on strong performance and reliability.
- Managed financial records, invoices, purchase orders, repair orders, and customer account documentation to ensure accuracy across multiple dealership departments.
- Prepared and distributed monthly client statements while monitoring invoices, payments, and outstanding account activity.
- Coordinated weekly reconciliation reports and invoice processing to support timely financial documentation for department leadership.
- Maintained accurate records and ensured timely completion of administrative and accounting documentation.
- Trained new employees on office procedures, dealership software, and department workflows.
- Collaborated with department managers and directors to resolve account issues, enhancing organization of financial records.
Education
Bachelor of Fine Arts (B.F.A.) - Creative Writing
Brooklyn College
Brooklyn, NY05-2019
Associate of Applied Science (A.A.S.) - Office Administration & Technology
Kingsborough Community College
Brooklyn06-2016
Skills
- Project management
- Office management
- Office administration
- Organization and multitasking
- Microsoft Office
- Adobe Acrobat
- Tax software
- Other: Google Workspace, Document management, E-SignatureE-signature solutions
ADMINISTRATIVE MANAGER
- Administrative Operations
- Executive Support
- Office Management
CORE COMPETENCIES
- Administrative Operations
- Office Management
- Executive Support
- Operations Coordination
- Executive Calendar Management
- Client Relations
- Customer Service
- Workflow Coordination
- Process Improvement
- Records Administration
- Document Management
- Compliance Documentation
- Training & Onboarding
- Vendor Management
- Tax Resolution Administrative Support
- Microsoft Office Suite
- Microsoft Teams
- Adobe Acrobat
- TaxWise
- Tax Help Software
- Wolters Kluwer
- Outlook
- Google Workspace
- Electronic Document Management
- E-Signature Platforms
HONORS
Dean's List (2019), Goodman Short Story Award (2019), Phi Theta Kappa Honor Society, National Society of Collegiate Scholars (NSCS)
Timeline
Administrative Manager
Citywide Income Tax
08.2023 - Current
Office Administrator
Chelsea Lighting
11.2022 - 07.2023
Administrative Assistant
Citywide Income Tax
08.2018 - 10.2022
Office Administrator
Ace Medical Equipment
07.2015 - 07.2018
Accountant / Account Manager
Plaza Auto Mall
12.2011 - 12.2014
Bachelor of Fine Arts (B.F.A.) - Creative Writing
Brooklyn College
Associate of Applied Science (A.A.S.) - Office Administration & Technology
Kingsborough Community College