Lehua Nakamaejo
Salt Lake City,UT
Summary
Skilled and dedicated professional with 10+ years of administrative experience working with privately-owned businesses and non-profit organizations. Possess outstanding verbal and writing skills with excellent interpersonal skills. Ability to problem solve and work efficiently under deadlines and time restraints.
Overview
14
14
years of professional experience
Work History
Office Manager & Executive Assistant
Big Brothers Big Sisters Of Utah
09.2023 - Current
- Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Collect and process incoming donations. Ensure that received funds are entered correctly in spreadsheets and company database.
- Monitor, process, and pay incoming invoices and reoccurring charges.
- Update and maintain company newsletter database.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Provided exceptional customer service when addressing community members, program participants, and staff inquiries or concerns via phone calls or email correspondence.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Follow up with all phone calls and emails regarding program inquiry or donation pick-up and scheduling.
- Served as liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
- Contributed to workplace safety by ensuring compliance with established emergency protocols and conducting occasional equipment inspections.
- Promoted positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Facilitated smooth communication between departments, addressing concerns promptly to maintain harmonious work relationships.
- Organized office events such as holiday parties or team-building activities, promoting positive company culture and boosting employee morale.
- Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently.
- Supported department heads in accomplishing their goals through diligent administrative assistance such as report generation and data entry.
- Created, maintained and updated filing systems for paper and electronic documents.
- Maintained professional demeanor by staying calm when addressing unhappy or angry customers.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for company.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Handled confidential and sensitive information with discretion and tact.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Volunteered to help with special projects of varying degrees of complexity.
- Updated and maintained confidential databases and records.
- Took notes and dictation at board and committee meetings.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
Administrative Assistant
Big Brothers Big Sister Of Utah
06.2022 - 08.2023
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Promoted positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Facilitated collaboration within team by organizing regular meetings, maintaining meeting minutes, and tracking project progress.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Organized office events such as holiday parties or team-building activities, promoting positive company culture and boosting employee morale.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Executed record filing system to improve document organization and management.
- Board liaison. Manage logistics of board meetings and board retreats while assisting with communication amongst board members and staff.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Organized logistics and materials for meetings and took detailed notes for later dissemination to board members.
Assistant Property Manager
Arcadia Management Group
10.2021 - 04.2022
- Assist tenants with questions about their lease or monthly statement
- Coordinate Fire Life Safety meetings, annual fire inspections and drills with commercial tenants
- Monitor AR and follow up with tenants whose accounts are delinquent
- Distribute monthly tenant bill backs for electrical services and select maintenance work orders
- Request current Certificate of Insurance (COI) from tenants and vendors
- Request proposals from landscaping, roofing, plumbing, and porter services
- Create vendor contracts for approved projects
- Attend weekly regional meetings and discuss outstanding work orders, projects, and tasks
- Coordinate and schedule work between vendors and tenants
- Assist Property Manager with monitoring and coordinating work as proposed in Annual Budget
- Process and code invoices for payment
- Monitor AP and work with accounting to get invoices paid in timely manner.
Assistant Property Manager
Pacific Asset Strategies, LLC
04.2018 - 08.2021
- Assist with needs of all tenant and vendor walk-ins as well as phone and email correspondence
- Sort, scan, process, and file/distribute all incoming mail, vendor invoices, and tenant payments
- Procurement of office and property supplies from various vendors like Office Max, Yardi, and Grainger
- Maintain digital tenant contact database for residential, commercial, and AOAO properties
- Assist tenants with questions about their lease or monthly statement
- Provide tenants with information on upcoming building work, electric or water disruptions, and holidays
- Coordinate Fire Life Safety meetings, annual fire inspections and drills with commercial tenants
- Monitor AR and follow up with residential tenants who are delinquent
- Create monthly tenant bill backs for electrical services and select maintenance work orders
- Request current Certificate of Insurance (COI) from tenants and vendors
- Request proposals from vendors and create contracts once proposals are approved
- Advertise, schedule, and attend tours for potential residential tenants and processing of all applications
- Manage coordination and move-in/move-out of both residential and commercial tenants
- Weekly meeting with commercial building engineer to discuss outstanding work orders and projects
- Schedule contractors for buildout and after-hours work
- Monitor residential tenant website and individual tenant accounts
- Assist Property Manager with monitoring budget and coordinating work as proposed in Annual Budget
- Provided excellent customer service by promptly responding to inquiries and addressing grievances; resulting in increased tenant retention rates.
- Reduced vacancy rates through targeted marketing efforts like hosting open houses and leveraging social media platforms.
- Served as point-of-contact between residents and building personnel thereby effectively managing daily concerns or inquiries.
- Developed strong relationships with vendors, negotiating favorable contracts for cost-effective services.
- Streamlined rent collection process for improved cash flow and reduced delinquencies.
- Conducted regular property inspections to identify potential issues and ensure compliance with safety regulations.
- Maintained accurate records of all transactions, ensuring timely reporting to senior management and owners.
- Increased tenant satisfaction by promptly addressing maintenance requests and resolving issues efficiently.
- Enhanced property value by overseeing regular upkeep, repairs, and capital improvement projects.
- Coordinated move-ins and move-outs, ensuring smooth transitions for both tenants and property management team.
- Processed applications efficiently by conducting thorough background checks and verifying references to select qualified tenants.
- Resolved conflicts between tenants regarding noise, encroachments, and parking.
- Verified income, assets, and expenses, and completed file tracking sheet for each applicant.
- Followed up on delinquent tenants and coordinated collection procedures.
- Escalated major issues to property manager for immediate remediation.
- Handled tenant complaints promptly and appropriately, calling in repairmen, and other support services.
- Conducted property showings to highlight features, answer questions, and redirect concerns to close contracts.
- Showed apartments to potential tenants and answered questions regarding community.
- Oversaw monthly collections and maintained high payment rates by building positive relationships with tenants.
- Kept accurate records of all resident and tenant correspondence.
- Completed final move-out walk-throughs with tenants to identify required repairs.
- Processed security deposit refunds.
- Attended staff meetings and took extensive notes to share with property manager.
- Responded to Common Area Maintenance (CAM) inquiries.
- Coordinated appointments to show marketed properties.
- Conducted regular inspections of both interior and exterior of properties for damage.
- Delivered emergency 24-hour on-call service for tenants on building issues.
- Kept properties in compliance with local, state, and federal regulations.
Parish Assistant
Calvary by the Sea Lutheran Church and Montessori Preschool
09.2010 - 02.2017
- Scheduling all services, meetings, events, and appointments
- Coordinating schedules between 4 different organizations
- Scheduling flight, vehicle, and hotel arrangements
- Greeting and receiving visitors, members, staff, teachers, parents, and students
- Receive and sort both incoming and outgoing mail as well as answer phones and assist caller’s needs
- Procurement and inventory of company supplies and equipment
- Respond to digital and postal correspondence
- Creation and distribution of advertisements- digital and hardcopy newsletters, postcards, banners and flyers
- Maintain and update company website
- Property, office, and classroom maintenance
- Bid and coordinate emergency ground repairs
- Reviewing of new and or upcoming contracts
- Organize documents for board meetings
- Campus safety monitoring
- Creating, printing, and distributing annual packets and newsletters to about 200+ members
- Find, establish, and maintain great relationships with multiple vendors
- Addressing and executing safety concerns with staff, teachers, and parents
- Recordkeeping, filing, organizing, and archiving documents
- Reviewing and processing paperwork for accounting department
- Processing paperwork for new hires- tax forms, background checks, and applications
- Coordinating volunteers for weekly events and/or services
- Preparing, processing, and submitting certificates and licenses to Hawaii state office.
Education
High School Diploma -
Kailua High School
Kailua, HI 05.2001 -
Skills
Excellent multi-tasking ability
Accomplishments
- Creating and maintaining commercial and residential tenant contact database.
- Successfully advertised, held tours, moved-in/moved-out tenants for residential and commercial properties.
- Searched, established, and maintained great relationships with multiple vendors.
- Established and maintained strong communications with competing and neighboring businesses.
- Originated, scheduled, and executed an Annual Blood Drive for the neighboring community.
- Created and distributed a weekly email newsletter received by 200+ individuals.
Expertise Proficiencies
- Microsoft Word
- Excel
- Publisher
- Outlook
- Adobe Reader
- Workspeed MRI
- AppFolio
- Yardi Marketplace
Timeline
Office Manager & Executive Assistant
Big Brothers Big Sisters Of Utah
09.2023 - Current
Administrative Assistant
Big Brothers Big Sister Of Utah
06.2022 - 08.2023
Assistant Property Manager
Arcadia Management Group
10.2021 - 04.2022
Assistant Property Manager
Pacific Asset Strategies, LLC
04.2018 - 08.2021
Parish Assistant
Calvary by the Sea Lutheran Church and Montessori Preschool
09.2010 - 02.2017
High School Diploma -
Kailua High School
05.2001 -