Mary Hicks

• Coordinated onboarding and separations for LIFT operators and staff, managing system entries, file creation, and badge processing; ensured compliance with CJIS certification for criminal background checks.
• Managed supply orders, special requests, badge access monitoring, and facilities ticket entries for both TriMet and building manager and followed up to ensure completed.
• Handled invoices, accounts payable, and visa payment processing to maintain financial accuracy and efficiency.
• Addressed questions from general managers at four different locations to ensure effective communication and operational support.
• Assisted administration for Committee on Accessible Transportation, facilitating public meetings to address ADA, accessibility, and mobility needs for seniors and disabled community in Portland metro area.
• Coordinated daily administrative operations for efficient office functionality.
• Managed the processing of extensive informational mailings to customers to keep them informed about services and updates.
• Monitored and managed expenses with allotted budgets and reviewed and approved expense reports.
• Categorized and securely processed sensitive documents with information of deeply personal nature or corporate sensitivity. (Criminal background)

• Coordinated travel arrangements and itineraries for executives across various locations.
• Prepared onboarding materials and access permissions for staff across multiple locations.
• Arranged travel logistics for executives, including flights and accommodations, while managing expenses, calendar coordination, procurement, asset management, security meetings, and facility requests.
• On-site Project Manager for 5 buildouts/renovations in 13 years.
• Organized and coordinated conferences and monthly meetings.
• Supported business and hospitality needs of corporate partners and staff during meetings and company events.
• Investigated and resolved customer inquiries and complaints quickly.

• Coordinated internal and external events and meetings, including catering services. Managed vendor relationships, ensuring timely delivery of services and products.
• Assisted in developing and implementing procedures to streamline office operations.
• Oversaw information protection protocols in the Portland office to ensure compliance with regulations.
• Coordinated office space buildout project for team in Philadelphia, PA.
• Analyzed business processes to identify areas for improvement and efficiency.
• Collaborated with cross-functional teams to gather requirements and define project scope.
• Developed project documentation including business requirements and functional specifications.

Created an organized filing system for contractor negotiations, supporting detailed management reports. Collected and tracked data to ensure precise management reporting in contractor dealings. Enhanced filing systems to streamline contractor negotiations and bolster management reporting accuracy.

• Executed processing of completed negotiations, ensuring updates to nationwide system. Managed several projects to maintain data integrity leading up to large reverse integration effort.
• Managed distribution of marketing materials and maintained updated mailing lists for targeted outreach.
• Oversaw daily administrative operations across various teams within organization.
• Managed scheduling and calendar appointments for executives and staff members.
• Contributed to crafting reports and presentations utilized in internal meetings.