Kim Smith
Miami,Florida
Summary
Experienced administrative professional with a strong track record of delivering exceptional support and coordination across various industries. Proven ability to handle a wide range of responsibilities, ensuring efficient operations and client satisfaction. Skilled in providing administrative assistance, managing office functions, and facilitating human resources services. Adept at managing teams, coordinating schedules, and maintaining confidentiality. Experienced in payroll processing, invoice management, and contract negotiations. Well-versed in implementing organizational procedures and optimizing office productivity. Strong communication and interpersonal skills, with a commitment to delivering high-quality service. Holds strong commitment to work ethics, professionalism and high integrity for optimal results.
Overview
19
19
years of professional experience
Work History
Administrative Assistant
Abbott House
02.2018 - 11.2022
- Delivered administrative support for the Operations Department, assisting over 600 employees.
- Coordinated and provided support services for various areas, including extermination, reception, key maintenance, cell tower liaison, and fleet vehicle coordination.
- Managed gas tax handling, exemption application filing, and property lease maintenance.
- Administered mail distribution to ensure efficient delivery.
- Managed and handled reception desk operations effectively. Maintain and order keys for company vehicles and residences.
- Coordinated appointments with American Tower for necessary work.
- Ensured the fleet's smooth operation by making repair reservations, managing services, reporting accidents to insurance companies, and handling violations, E-Zpass, permits, and the Wex system.
- Received and prepared new cars for designated departments, including processing tax fuel reimbursement every quarter.
- Managed tax-exempt applications for owned properties and maintained lease contracts.
- Processed insurance applications for company insurance, including D&O, fiduciary, employment, insurance cards, and certificates of liability. Additionally, I handled workers' compensation renewals.
Coordinator Of Support Services
St. Dominic’s Family Services
09.2012 - 11.2017
- Supported over 800 employees and provided direct administrative assistance to the Plant Operations Department.
- Assisted employees with tasks such as extermination, cleaning, site inspections, security, Cablevision support, packing/unpacking, toy stocking, and wireless/landline telephone assistance.
- Managed a team of 5 employees, including 2 housekeepers and 3 receptionists.
- Provided backup support for the Vehicle Coordinator and Purchasing functions.
- Successfully negotiated rental rates and maintained the school gym calendar.
- Supervised non-residential housekeeping activities, including housekeepers and switchboard operators.
- Maintained work orders for maintenance using the Foothold system.
- Conducted regular inspections of agency-wide contracted housekeeping services and approved contractor invoice payments.
- Conducted random inspections of all agency facilities for housekeeping standards and reported findings to program management for necessary actions.
- Administered landline and wireless telephone services across the agency, resolving phone issues with contractors.
- Addressed agency-wide issues related to Cablevision accounts and malfunctioning modems, routers, etc.
- Coordinated the installation of voice and data cables for new and relocated computer workstations and telephones.
- Carried out secretarial and clerical tasks for the Director of Plant Operations and Facilities Manager.
- Acted as the Vehicle Coordinator during a 6-month vacancy, fulfilling all related duties until the position was filled.
- Managed the basketball schedule for the gym, including registration, payment collection, and approval of teams.
Human Resources Coordinator, Travel Retail Division
Pernod Ricard
09.2009 - 10.2009
- Provided comprehensive human resource services to a team of 60+ salaried and executive-level employees.
- Supported employees in accessing information related to benefit programs (health, dental, education, legal, transportation), compensation (salary, bonus), and company policies. Prepared all necessary materials for new employee onboarding.
- Reviewed expatriate contracts and provided guidance on employment matters.
- Collaborated with the legal team to ensure the timely acquisition of employee visas.
- Monitored I-9 employee eligibility verification files and proactively communicated with employees to ensure proper documentation status.
- Assisted the manager in facilitating the relocation of the office during a corporate consolidation.
- Organized the new facility and coordinated with vendors to transfer equipment contracts.
- Oversaw the maintenance of office technology, managed conference room reservations & catering services.
Executive/Human Resources Assistant, Malibu Kahlua Division
04.2009 - 09.2009
- Assisted the vice president of human resources in overseeing employee services for a team of 55 employees during the Division's consolidation.
- Managed various administrative tasks for the executive, including coordinating global travel arrangements, organizing schedules, and processing expense reports.
- Addressed employee inquiries related to terminations, internal transfers, and expatriate relocations.
- Assembled termination packages, scheduled exit interviews, and facilitated the return of company assets from departing employees. Evaluated auto leases, coordinated vehicle inspections, and managed the termination of lease agreements.
- Generated bi-monthly payroll spreadsheets using Excel for processing. Supported the company's closure process.
- Prepared and transferred all records for offsite retention purposes.
Branch Manager
Randstad USA
12.2004 - 03.2009
- Led the team as Branch Manager (2006 to 2009) and Recruitment Agent (2004 to 2006).
- Managed the operations of a branch office for a prominent staffing firm, specializing in the placement of administrative, financial, and light industrial workers in temporary, temporary-to-permanent, and permanent positions.
- Recruited, trained, and supervised a team of three recruiters, fostering strong relationships with corporate clients and expanding the candidate pool through networking efforts.
- Ensured adherence to corporate human resource policies and procedures within the office.
- Administered weekly payroll for over 60 workers and handled unemployment claims, including initiating denials and representing the company in court proceedings.
- Supervised Workers' Compensation claims and collaborated with in-house counsel on various HR matters.
- Achieved record-breaking monthly revenues, driving business growth and success.
Office Manager
Advanced Health Care
01.2004 - 12.2004
Education
Bachelor’s - Science
SHRM Certificate - Human Resources
PACE College
Associate Degree - Business Administration
Rockland Community College
01.2011
Skills
- Administrative Support & Reception
- Application Filing & Lease Maintenance
- Reception Desk Operations
- Appointment Coordination
- Fleet Management
- Accident Reporting & Violation Handling
- Workers' Compensation Processing
- Site Inspections & Security
- Data Entry & Document Organization
- Expense Reporting
- HR Coordination
- Front Desk & Calendar Management
- Contract Negotiation
- Office Management & Customer Service
- Payroll Processing & Record Transfer
- Recruitment & Payroll Administration
- Unemployment Claims Handling
- Business Development
- Contract Review & Management
- Travel Coordination & Scheduling
- Employee Services & Termination Support
- Lease Management
- Housekeeping Inspection
- Appointment Scheduling & Mail Handling
- Office Supplies Management & Filing
- Interpersonal Skills & Active Listening
- Adaptability & Collaboration
- Conflict Resolution
Timeline
Administrative Assistant
Abbott House
02.2018 - 11.2022
Coordinator Of Support Services
St. Dominic’s Family Services
09.2012 - 11.2017
Human Resources Coordinator, Travel Retail Division
Pernod Ricard
09.2009 - 10.2009
Executive/Human Resources Assistant, Malibu Kahlua Division
04.2009 - 09.2009
Branch Manager
Randstad USA
12.2004 - 03.2009
Office Manager
Advanced Health Care
01.2004 - 12.2004
SHRM Certificate - Human Resources
PACE College
Associate Degree - Business Administration
Rockland Community College
Bachelor’s - Science
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