Ruby Tovar
San Antonio,TX
Summary
Accomplished Facilities Management Operations Supervisor with a proven track record at Our Lady Of The Lake University, enhancing operational efficiency and leading comprehensive facility renovations. Expert in budget development and adept at fostering team growth, I excel in strategic planning and effective communication, achieving significant improvements in facility management and customer satisfaction.
Overview
20
20
years of professional experience
Work History
Facilities Management Operations Supervisor
Our Lady Of The Lake University
San Antonio, TX
09.2024 - 10.2024
- Responsible to the Director of Facilities Management for the overall management of physical plant administration, university maintenance, renovation projects, new construction, switchboard, post office, and mail room operations, and university liability insurance.
- Supervises the operation of the Facilities Management Department in providing for the timely control of the work order system, appropriate determination of work request priority, and dissemination to responding staff.
- Ensures processing, payment, and tracking of invoices and purchase orders for timely ordering of supplies, equipment, etc., along with payment to vendors, contractors, utility providers, fees, etc.
- Assists with reporting and responding to various authorities having jurisdiction.
- Assists with communication with Facilities Management staff, University students, and personnel on pertinent work information and status.
- Maintains various logs for vehicle usage, gas card usage, key control, etc.
- Maintains a variety of work, project, and personnel type records.
- Provides administrative support to the Facilities Management Department and the Director of Facilities, processing correspondence, mail, files, etc.
- Oversees operation of the University Maintenance, Housekeeping, Post Office, Switchboard, and Recycling program.
- Supervises the Administrative Assistant full-time staff position and several part-time student employee positions in the Post Office, Switchboard, and Recycling groups.
- Approves payroll for several staff and student employees.
- Manages operation of the physical plant.
- Develops, coordinates, and implements programs, policies, and operating instructions for all operations of the physical plant.
- Develops and administers the physical plant budget.
- Administers and manages the University work order system.
- Manages physical plant procurement.
- Assist in university renovations and oversee all phases of renovation construction.
- Assist in project management for all university construction projects.
- Manages all operations under the physical plant, including maintenance, housekeeping, the post office, and the switchboard.
- Develops, manages, and administers the University liability insurance programs pertaining to building, automobile, boiler, crime, etc.
- Supervises and directs the daily activities of the Facilities Management Office.
- Develops, coordinates, and implements programs, policies, and operating instructions for the operation of Facilities Management.
- Participates in the interview, selection, hiring, and evaluation of personnel, including student employees.
- Monitors Facilities Management budget and expenditures.
- Monitors, implements, communicates, and reports on information on the Facilities Management work order system and assists with directing work order flow.
- Manages the Facilities Management purchase order process and ensures timely payment of invoices.
- Maintains effective communication with Facilities Management staff, University students and employees, vendors, authorities having jurisdiction, and others.
- Responds to operation needs and emergency situations by assisting the Director in managing workflow and response.
- Maintains accurate tracking of the department's cell phones.
- Responsible for management of gas card and key control system.
- Responsible for University vehicle certification/licenses.
- Maintains a good relationship and serves as a first contact liaison with the University faculty, staff, students, and community.
- Manages the complete operation of the University Post Office.
- Establishes, implements, and controls the Post Office budget.
- Maintains the timely collection and distribution of University mail, parcels, packages, deliveries, etc.
- Manages the overall operation of the University Switchboard.
- Coordinates proper emergency response training for Switchboard Operators.
- Coordinates the pick-up scheduling of University recycling.
- Coordinates the hiring and scheduling of Post Office, Switchboard, and Recycling student employees.
- Completes assigned tasks in a professional and expeditious manner. Duty hours may vary.
- Developed and implemented standard operating procedures to ensure efficient workflow.
- Identified areas of improvement and developed strategies to increase efficiency.
- Monitored staff performance and provided feedback for improvement.
- Managed daily operations, including scheduling personnel, assigning tasks, and monitoring progress.
- Maintained accurate records of employee attendance and performance reviews.
- Ensured compliance with all safety regulations in the workplace.
- Resolved complaints in a timely manner to maintain satisfaction.
- Prepared reports on operational performance metrics and presented them to management team.
- Provided support to other departments as needed to meet organizational goals.
- Directed employees on how to use equipment properly and safely.
- Conducted regular meetings with staff members to discuss any issues or concerns they may have had.
- Coordinated with vendors regarding product availability, pricing, delivery schedules.
- Assisted in the hiring process by conducting interviews and making recommendations for new hires.
- Trained new employees on proper job functions and company policies and procedures.
- Implemented cost-saving measures throughout the organization's operations.
- Oversaw compliance with safety and quality standards, significantly reducing incident rates.
- Negotiated contracts with vendors and suppliers, ensuring cost-effective procurement of resources.
- Developed and monitored operational budgets, achieving a reduction in unnecessary expenditures.
- Delegated work to staff, setting priorities and goals.
- Guided employees in handling difficult or complex problems.
- Recruited, interviewed and selected employees to fill vacant roles.
- Developed work schedules according to budgets and workloads, covering priority tasks.
- Researched and prepared reports required by management or governmental agencies.
Receptionist/Accounts Payable Clerk
Takata Industries
San Antonio, TX
01.2005 - 06.2024
- Greeted visitors and provided them with assistance.
- Answered incoming calls, took messages, and transferred calls to appropriate departments or personnel.
- Scheduled appointments for clients, customers, and other visitors.
- Maintained a neat reception area by organizing materials and tidying up furniture.
- Verified visitors' identification cards before allowing access to the building.
- Performed data entry tasks into various computer systems accurately and promptly.
- Assisted in maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.
- Managed all incoming mail distribution, courier services, faxes, and photocopying documents as requested.
- Provided administrative support to staff members including typing letters, filing documents, and scanning and copying documents when necessary.
- Responded to inquiries from internal staff members regarding office operations issues such as mail delivery or office equipment maintenance.
- Processed customer payments using cash registers or point-of-sale terminals according to company policies and procedures.
- Processed invoices and payments in accordance with company policies and procedures.
- Reconciled vendor statements, investigated and resolved discrepancies.
- Maintained accounts payable files and records in an organized manner.
- Entered data into accounting system to maintain accurate financial records.
- Prepared checks for payment of vendor invoices on a timely basis.
- Researched and responded to inquiries from vendors regarding invoice status or payment issues.
- Verified accuracy of coding on invoices prior to processing payments.
- Monitored accounts receivable aging reports to ensure timely payments.
- Assisted with month-end closing activities as needed.
- Reviewed employee expense reports for compliance with company policy guidelines.
Education
BBA - Business Administration And Management
Our Lady of The Lake University
San Antonio05-2024
Skills
- Leadership skills
- Effective communication
- Building maintenance and repair
- Customer service
- Budget development and implementation
- Office and costing software
- Ability to work under stress
- Facilities management
- Project leadership
- Budgeting and financial oversight
- Work order and systems management
- Team supervision and development
- Regulatory compliance and safety
- Customer service and communication
- Technical skills
- Management
- Scheduling
- Policy and procedure modification
- Risk Assessment
- Productivity Improvement
- Workflow Coordination
- Write reports
- Coordinate schedules
- Administrative Procedures
- Multitasking
- Work Delegation
- Process Improvement
- Payroll and budgeting
- Problem-solving abilities
Affiliations
- I am a dedicated professional who values the importance of balancing career, family, and community service. Outside of work, I cherish time spent with my family and actively participate in community volunteer initiatives alongside them. Together, we enjoy supporting local causes, contributing to community projects, and making a positive impact in the lives of those around us.
Languages
English
Professional
Spanish
Professional
Accomplishments
- Director of CYO at San Martin De Porres (17 years)
- Director of Holy Cross Knights Football Cheer Pop Warner (14 years)
Timeline
Facilities Management Operations Supervisor
Our Lady Of The Lake University
09.2024 - 10.2024
Receptionist/Accounts Payable Clerk
Takata Industries
01.2005 - 06.2024
BBA - Business Administration And Management
Our Lady of The Lake University
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