Nannette Lorenz-Pardorla
Administrative Assistant
Austin,United States
Summary
Experienced Office Coordinator Administrative/Assistant professional. Highly motivated, quick learner, a people-oriented person with a passion for creating an inclusive, enjoyable, and fulfilling work environment. Effective liaison in coordinating with management, vendors, clients, and outside agencies. Continually striving for ways to improve and streamline office policies and procedures to increase productivity. Enjoys being the “go-to” person and thrive in a fast-paced inclusive environment.
Overview
1
1
Certification
3
3
years of professional experience
Work History
Administrative Assistant II
International Global Technologies (GTECH)
Austin, TX
03.2021 - Current
- Administrative: Provides administrative support in a variety of functions to support the Texas Account Team and facility. Schedules and coordinates meetings and other group activities.
- Financial: Backup to the financial analyst in providing daily sales reports, daily CIS sales data entry to SAP, and monthly travel report and reconciliation. Facilitates and coordinates Purchase Requisitions and Purchase Orders in SA. Works closely with the Finance Dept. to ensure invoices are tracked and paid. Collects, reviews, analyzes complex confidential data and prepares reports, spreadsheets, and other presentation materials.
- Office Supplies: Purchases office supplies, PPE and maintains copy equipment
- On-boarding: orders business cards and ensures new employee has need office equipment and supplies. Email distribution group is correct
- Vendor Management: Ensures common area kitchens are appropriately stocked with beverages and supplies. Coordinates with vendor on supply/order issues
- People Ops:Supports and coordinates Employee Recognition programs
Office Coordinator
Actian
Round Rock, TX
12.2018 - 08.2020
- Administrative: Served as the official front office ambassador, emphasized a welcome and upbeat culture, facilitated the visitor experience. Answered and directed phone calls and messages. Mail management, both incoming/outgoing as well as international via FedEx, USPS
- Security Gatekeeper: Monitored visitor access via badge system, activated/deactivated employees, maintained security awareness
- Office Supplies: Ordered all office supplies, regulated inventory, stocked and replenished. Ordered all snack and beverage supplies from multiple vendors, tracked and noted inventory levels
- Facilities Management: Liaised with property management and reported any facilities issues weekly. Managed preventative maintenance of the office, tracked outstanding issues, scheduled meetings with Property Manager when necessary
- Vendor Management: managed all vendor relationships, contacted appropriate vendors for the repair of office/kitchen equipment, followed up to ensure the job was completed.
- Event Management: Planned, organized, quarterly company offsites, conferences, seminars, social events. Communicated effectively with meeting hosts, key collaborators, and vendors to ensure all equipment and setup requirements had been captured before each event, Actively sent surveys to employees to get event feedback and post-event analysis;
- Budget Preparation: Assisted in Event budget preparation which included, cost estimates for budget recommendation and justification. Worked within budget guidelines. Ensured the budgets were approved by the Chief Information Officer. Event contracts were submitted to the legal team and receipts were submitted to Accounting/ExpenseWatch
- Employee Engagement: Experienced working closely with leadership teams to build and promote company culture. Considered ways to surprise and delight employees; Created the first Austin Culture Team committee. Organized company-sponsored community outreach events. Blog post contributor: Served as editor and manager of event communications, contributed to company Blog posts.
- People Ops: Supported People Programs Manager with employee engagement events, i.e, Virtual Happy Hours/Trivia Nights/International Women's Day and back end administrative support
- Human Resource Support: Ensured all legal documents were signed, notarized, dated and scanned, coordinated with Legal Team, and ensured timely shipping of documents for the Chief Information Officer
- On-boarding; managed workspace set up for employees, prepared office supplies, cube location, swag, and welcome packet. Coordinated with IT Team to ensure proper technology management was set up
- Employee Meal Program: Sourced and established new vendors for the weekly lunch program, which saved $24,000 per year. Coordinated weekly lunch program ensuring orders were placed on time within budget. Reached out to vendors as issues arose.
- Contract Negotiations: reached out to neighboring hotels and met with Sales Directors to secure corporate rates, toured the hotels/meeting spaces for future conference potential
Office Coordinator/Administrative Assistant II
WedEd-STEM Department
Redwood City, CA
11.2017 - 06.2018
- Administrative: Served as Office Receptionist; provided first-class customer service to all levels of employees, management, visitors, and third-party vendors. Answered multi-line phone promptly, professionally with a courteous demeanor. Responsible for receiving, and shipping out bulk and regular mailings via UPS, distributed mail to staff in-boxes .Maintained all office printers, troubleshoot, and then reached out for service calls
- Office Supplies: Ordered all office supplies, created a supply request web form to improve the ordering process. Placed kitchen and beverage supply orders for four kitchens, created an inventory system
- Facilities Management:Coordinated with facilities team regarding organizational needs, coordinated and tracked building requests to Landlord and third-party vendors
- Meetings: Assisted with scheduling and coordination of staff meetings, reserving rooms, planning, catering, setup, and takedown. Managed multiple office calendars for staff, Senior Program Director, conference rooms and hotel spaces
- Financial: Processed expenses for staff and Senior Program Director; Processed travel authorizations, check requests and administered consultant contracts. Accounts payable/accounts receivable; paid company vendor invoices using P-card. Made copies of incoming checks and forwarded to accounting department
- Event planning, including workshops, executive meetings, guest speaker engagements and holiday luncheon. These multi layered events involved technical, as well as room and space needs, catering logistics and printed course materials/agendas
- On-boarding: Assisted with on-boarding process of new hires, IT equipment/hardware, new hire checklist, space preparation
- Facilities Management: Assisted with interoffice move between office floors, planned new space and assessed staff needs
- Productivity Management:Streamlined department processes to increase department efficiency and productivity. Created Smartsheet/web forms for facilities management, supply requests, and inventory
- Ad hoc:Assisted department with frequent projects, spreadsheet data management and input, bulk mailings, scanning, assembling packets and ad hoc requests
Education
Bachelor of Science - Merchandising Management
Oregon State University
Corvallis, ORSkills
Office administration
Process optimization
Expense reporting
Project Management
Contract negotiations
Conference planning
Mail handling
Team Bonding
Certification
Collaborative institutional Training initiative
Timeline
Administrative Assistant II
International Global Technologies (GTECH)
03.2021 - Current
Office Coordinator
Actian
12.2018 - 08.2020
Office Coordinator/Administrative Assistant II
WedEd-STEM Department
11.2017 - 06.2018
Bachelor of Science - Merchandising Management
Oregon State University