Nicole Chung Pacicca
Monroe Township,NJ
Summary
Experienced Office Operations Manager with over a decade of experience overseeing client-centric operations in a fast-paced office environment. Skilled at fostering exceptional communication, delivering top-notch customer service, and efficiently managing day-to-day office functions. Ready to leverage comprehensive administrative expertise to align company goals and drive impactful outcomes with a positive and enthusiastic approach.
Overview
12
12
years of professional experience
Work History
Office Operations Coordinator
CGP&H
Cranbury, NJ
11.2024 - Current
- Company Overview: Administrative Agent for over 5,000 Affordable Housing Opportunities throughout New Jersey.
- Greeted all incoming visitors and provided friendly, knowledgeable assistance. Enhanced visitor experience by providing detailed information and assistance as needed.
- Cultivated and strengthened positive relationships with clients through professional demeanor, excellent interpersonal skills and resolving complaints and inquiries promptly and professionally.
- Delivered administrative support to executive team through organizing meetings, tracking expenses, and preparing reports and other materials. Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Established effective communication channels between departments to facilitate seamless collaboration on projects. Supported company correspondence by drafting and distributing memos and emails. Contributed to team effectiveness by providing ad-hoc support to various departments on a regular basis.
- Served as a liaison between employees and human resources regarding corporate initiatives, policy updates, and conflict resolution efforts.
- Contributed to strategic planning sessions by presenting data-driven insights related to office operations performance metrics.
- Improved and streamlined office operations by monitoring daily productivity and implemented efficient workflow processes, modifications and organizational systems to improve overall performance of personnel. Created, processed and sent out mailings to residents and applicants.
- Implemented document management systems to maintain accurate record-keeping practices across departments. Created organized filing system to manage department documents.
- Optimized organizational systems for payment collections, AP/AR, deposits, and recordkeeping. Sent out all corporate invoices (over 400 monthly) and deposited all corporate checks daily. Initiated collections process reducing delinquent accounts by over 30%. Processed all purchases orders and client vouchers for payment. Resolved financial discrepancies and customer billing issues with timely attention.
- Reduced operational costs by identifying areas for improvement and implementing cost-saving measures.
- Managed office equipment, inventory and supply orders, ensuring timely delivery of necessary materials for daily operations.
- Maintained a clean, organized office environment to promote efficiency and employee satisfaction. Oversaw facilities maintenance tasks such as repairs, cleaning services contracts, and equipment upgrades for optimal workplace conditions.
- Spearheaded internal events designed to improve employee morale while fostering a strong sense of community within the organization.
Accounts Manager
Artisan Auto Care
Monroe Township, NJ
10.2022 - 11.2024
- Company Overview: Client centric mobile paint repair company
- Fostered lasting relationships with customers through effective communication and quick response, resulting in long-term loyalty and expanded client base. Boosted client satisfaction by effectively managing accounts and addressing concerns promptly.
- Conducted regular account reviews with clients, providing valuable insights into performance metrics and recommending actions for improvement.
- Met with customers to discuss and ascertain needs, tailor solutions and close deals.
- Enhanced client acquisition through comprehensive proposal and marketing development. Maintained all service agreements.
- Strengthened relationships with key clients, leading to increased repeat business.
- Streamlined account management processes for better organization and time management.
- Implemented efficient billing procedures to reduce outstanding receivables and improve cash flow.
- Accounts Receivables; Managed accounts receivable by entering, tracking, and monitoring company invoices. Sent delinquency notices for unpaid invoices to ensure timely payments.
- Accounts Payable; ensure all company invoices are entered and paid in timely fashion.
- Handled company insurance policies and coordinates annual renewals. Issued Certificates of Insurance for all necessary transactions.
- Increased account profitability by identifying areas for cost reduction without sacrificing quality or service levels.
- Maintained comprehensive client records, ensuring accurate tracking of interactions and facilitating effective follow-up activities.
- Performed effectively in self-directed work environment, managing day-to-day operations and decisions.
Senior Community Association Manager
Association Advisors NJ
Long Branch, NJ
05.2020 - 10.2022
- Company Overview: Professional Community Association Management Company
- Managed a portfolio of community associations daily operations as the main contact for all community residents and associations vendors. Streamlined administrative processes, increasing efficiency in day-to-day operations within the communities managed.
- Coached association board members on their roles and responsibilities, empowering them to make informed decisions for the betterment of their communities.
- Collaborated with local government agencies to ensure compliance with municipal codes and regulations, avoiding potential fines or violations.
- Assisted boards in updating governing documents to reflect current industry standards and legal requirements. Enforced compliance with community regulations and guidelines. Increased compliance with association rules by conducting regular inspections and enforcing regulations fairly.
- Created and managed budgets for multiple communities, ensuring financial stability and proper allocation of funds. Prepared comprehensive financial reports for board approval, ensuring transparency in budgeting decisions and fiscal health of each association managed.
- Implemented preventive maintenance programs to prolong the lifespan of community assets and reduce repair costs. Prioritized, provided oversight and scheduling for projects under strict deadlines and/or pressure.
- Conducted regular inspections of both interior and exterior of properties for damage.
- Vendor oversight for all maintenance of the associations. Developed and maintained strong relationships with vendors, resulting in cost-effective services for the associations. Negotiated prices, terms of contracts and service agreements, securing high-quality services at competitive prices.
- Created and tracked work orders; and reviewed and approved invoices.
- Association’s designated contact for community common area emergencies (during and after business hours) and remediated issues promptly.
- Maintained confidential homeowner files including account balance records. Reduced delinquency rates by implementing effective collection procedures while maintaining open lines of communication with homeowners facing financial difficulties.
- Enhanced communication between homeowners and board members through regular meetings and detailed reports. Addressed and quickly resolved resident complaints with speedy and knowledgeable support. Maintained the associations websites updated with all pertinent information.
- Facilitated conflict resolution among residents by mediating disputes professionally and diplomatically.
- Conducted thorough research on new industry trends and best practices to enhance the overall management strategy for each association managed.
Office Manager/ Executive Administrative Assistant
Association Advisors NJ
Freehold, NJ
02.2015 - 05.2020
- Company Overview: Professional Community Association Management Company
- Carried out administrative tasks for the 3 most senior executives, requiring effective communication, time management, and multitasking abilities, providing support in a fast-paced environment. Supported department heads in accomplishing their goals through diligent administrative assistance.
- Improved administrative efficiency by managing the corporate office headquarters with over ninety associations and over ten thousand homeowners.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly. Facilitated smooth communication between departments, addressing concerns to maintain harmonious work relationships.
- Managed scheduling and coordination of all office meetings to ensure smooth operations and minimal conflicts.
- Conducted regular reviews of office procedures, identifying and implementing improvements for operational excellence. Developed and enforced office policies that aligned with company values and regulatory requirements, maintaining compliance.
- Streamlined office operations by implementing efficient systems and organizational strategies. Enhanced office efficiency by simplifying filing systems, resulting in easier access to critical documents. Optimized office space utilization, leading to more efficient and productive work environment.
- Facilitated smooth office relocation by meticulously planning and coordinating all aspects of move.
- Assisted in the recruitment process, conducting interviews and onboarding new employees to promote a seamless integration into the team dynamic.
- Enhanced team productivity by delegating tasks effectively and overseeing daily workflow. Oversaw the Reception and Administrative Assistant team, trained new/part time employees and delegated tasks and responsibilities accordingly.
- Managed calendar for employee PTO, resolved conflicting priorities and scheduled coverage, resulting in a 20% increase in meeting efficiency.
- Scheduled and assisted with association meeting preparation, monthly board members report packets and attended after hour association meetings as needed.
- Managed marketing initiatives including social media, brand awareness, promotional activities and created marketing materials. Attended and prepared for all aspects of Trade Shows.
- Improved document handling processes, reducing turnaround time for client inquiries and requests. Handling of insurance claims and legal suits for the Associations.
- Reduced costs with meticulous budget monitoring and expense tracking for essential supplies and equipment. Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Oversaw office maintenance requests, coordinating with building management to address repairs or improvements efficiently.
- Contributed to workplace safety by ensuring compliance with established emergency protocols and conducting regular equipment inspections.
- Increased customer satisfaction by developing effective client feedback system that led to service improvements.
- Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions. Used industry expertise, customer service skills and analytical nature to resolve customer concerns and promote loyalty.
- Facilitated positive work environment, addressing employee concerns promptly and fostering culture of mutual respect.
Receptionist/ Administrative Assistant
Association Advisors NJ
Freehold, NJ
08.2013 - 02.2015
- Company Overview: Professional Community Association Management Company
- Maintained clean and welcoming reception area, contributing to positive first impression for visitors.
- Greeted all incoming visitors, customers and employees professionally and provided friendly, knowledgeable assistance.
- Answered phone promptly with professional etiquette and operated multi-line telephone system to direct high volume of calls. Set up phone line extensions for any new employees for communities as needed.
- Collected and distributed messages to team members and managers to support open communication and high customer service.
- Handled incoming and outgoing correspondence. Collected and sorted all mail and packages
- Ordered all office supplies and maintaining office equipment contracts
- Enhanced accuracy of record-keeping with diligent maintenance of logs and records.
- Data entry, maintained files and updated client records including sensitive and confidential information. Constructed files for new communities and residents and organized and updated information in computer databases.
- Supported company correspondence by drafting and distributing memos and emails. Created, processed and sent out mailings for all association’s community residents.
- Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Assisted with planning office events and meetings for smooth execution.
- Handled assignments independently with good judgement and critical thinking skills.
Education
Philosophy
University of South Florida
Tampa, Florida01.2013
Associate in Arts Degree - undefined
St. Petersburg College
St. Petersburg, Florida01.2012
Skills
- Excellent customer service skills
- Ability to learn new technology quickly
- Multitasker
- Organizational leadership
- Office management and administration
- Contract administration
- Facilities management
- Clear oral/written communication
- Relationship building
- MS Office / Quickbooks / Google Doc
LANGUAGES
English Native
Timeline
Office Operations Coordinator
CGP&H
11.2024 - Current
Accounts Manager
Artisan Auto Care
10.2022 - 11.2024
Senior Community Association Manager
Association Advisors NJ
05.2020 - 10.2022
Office Manager/ Executive Administrative Assistant
Association Advisors NJ
02.2015 - 05.2020
Receptionist/ Administrative Assistant
Association Advisors NJ
08.2013 - 02.2015
Philosophy
University of South Florida
Associate in Arts Degree - undefined
St. Petersburg College