I love to cook new dishes and I enjoy BBQing I enjoy playing the guitar and I love classic rock from the 60's and 70's My favorite group is the Beatles
Shawn A McIlhagga
Aloha,OR
Summary
Accomplished and knowledgeable professional with proven skills providing wide range of general office and complex administrative support and office management for all levels of management and across departments.
Facilities professional skilled in managing comprehensive maintenance programs, coordinating repairs, and ensuring compliance with safety regulations. Known for strong focus on team collaboration and achieving results while adapting to changing needs. Trusted for reliability and effective communication with diverse teams and vendors.
Overview
12
12
years of professional experience
1
1
Certification
Work History
SR Legal Support Specialist MS OPS
Ricoh-USA
01.2021 - 01.2025
- Onsite support at Perkins Coie, LLP.
- Utilized charge back systems to capture billables to firm and/or clients for hours, etc.
- Familiar with legal technologies and software document management systems as well as cost recovery and charge back systems
- Familiar with legal records management processes.
- Familiar with processes and documents such as: closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, knowledge of court systems, and the proper delivery of items and documents within the court system.
- Assisted with scheduling needed equipment, labor, and supplies for offsite trial(s).
- Responsible for interacting and providing professional level support to executive level end users at various levels, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
- Worked to accurately produce jobs and projects according to required deadlines.
- Operated all copier equipment including high volume copy machines, fax services, postage meter, and personal computer.
- Operated and utilized production equipment for various requests from attorneys and admin personnel.
- Handled time sensitive documents that are confidential in nature.
- Worked to provide quality and accurate document printing/reproduction, scanning, or project work.
- Responded to customer inquiries including the necessary coordination and calculation of time required to complete the requested task.
- Shipping and receiving via UPS, FedEx, and USPS.
Field Support Representative MS, OPS
Ricoh-USA
01.2020 - 01.2021
- Facility Management Support
- Supported various Ricoh-USA customer facilities in maintaining daily operational functions in adherence with SLA.
- Interaction with contracted vendors, facility management, faculty, staff, attorneys and practice assistants.
- Worked independently and supervised projects, company events.
- Infrastructure Support
- Maintained all compliance codes and provide input for monthly reports.
- Maintained recycling programs, shredding operations, and copier paper distribution.
- Maintained ID Badge issuing for all employees and contract vendors.
- Coordinated and scheduled Project/Office reconfiguration moves and interface with IT and Telecom Contractors.
- Assisted and support with build out projects.
- Handled all shipping and receiving with carriers.
IBM Facilities Coordinator
Ricoh-USA
01.2019 - 01.2020
- Facility Management Support
- Supported facility in maintaining daily operational functions in adherence with SLA.
- Maintained daily routine functions that included work orders, contractor monitoring, inspections, resolving facility related issues, lending support as required to other business groups.
- Interaction with contracted vendors, facility management, and occupants.
- Worked independently and supervised projects, company events and facility related program launches.
- Infrastructure Support
- Conducted weekly/monthly facility tours and inspections to identify potential issues and ensured all mechanical systems were functioning properly. Reported malfunctions and assisted in scheduling repairs as required.
- Maintained all compliance codes and provided input for monthly reports.
- Maintained recycling programs, shredding operations, and copier paper distribution.
- Performed light maintenance duties such as minor plumbing repairs, painting, carpet repairs, and maintaining building key management system.
- Maintained ID Badge issuing system for employees and contract vendors, including issuing and replacement of permanent badges.
- Coordinated and scheduled Project/Office reconfiguration moves and interfaced with IT and Telecom Contractors. As well as assisting with build out projects.
- Handled all shipping and receiving with carriers.
- Safety
- Performed weekly/monthly safety inspections, assisted with vendor fire tests.
- Assisted in 911 emergency calls.
- Reported all safety issues and made arrangements for corrective actions.
- Environmental
- Assisted in maintaining environmental policies.
- Supported annual audits and inspections.
- Interfaced with vendors to ensure service levels were maintained and policy adherence was followed.
- Coordinated service calls, validated work order completions for invoice payment by Facility Manager.
- Assisted Facility manager with monitoring, tracking, and conducting physical assets inventories and disposition of assets.
- Maintained furniture in good state of repair per office standards.
- Tracked, maintained and ordered consumable items that included coffee supplies, office supplies, replacement A/V bulbs and other facility related items.
Office Manager
Daverci LLC, CareSmart, LLC
01.2013 - 01.2019
- Head office management for software and technology companies providing software solutions for pharmacies and long-term care facilities.
- Manage all aspects of office operations and provide administrative assistance.
- Distribute mail, coordinate maintenance and repairs of office and equipment, arrange catering for meetings, perform inventory management, and order supplies.
- Facilitate employee development and orientations, update and maintain personnel records, prepare employee documentation, and resolve employee issues.
- Calculate employee PTO, prepare payroll time sheets, and support human resources functions.
- Monitor receipt of invoices and submit to CFO for payment.
- Handle shipping and receiving. Communicate directly with clients, maintain strong client relationships, and resolve issues.
- Attend strategy meetings and lead daily operations scrum meetings.
- Selected Contributions:
- Oversaw vendor selection process, identified prospective vendors, conducted negotiations, handled hardware procurement, and coordinated logistics.
- Served as liaison with office landlord.
- Managed coordination of human resource policies and procedures and verified employee benefits and compensation aligned with company policies.
- Supported project teams and managed scheduling for client demonstrations, training, and software update installations.
- Oversaw coordination of hardware shipments and deliveries.
- Spearheaded relocation of offices in 2015 and 2016 and reduced office lease costs by 26%.
Education
Associate of Applied Science - Marketing and Management
Clackamas Community College
Oregon City, OR01-2012
Skills
- Experienced providing executive-level support with wide variety of tasks, including scheduling, mail distribution, shipping and receiving, inventory management, vendor selection, logistics, and human resources functions
- Skilled at providing human resources support such as conducting employee orientations, maintaining employee personnel records, preparing employee documentation, recording PTO, and preparing payroll time sheets
- Outstanding communication, organization, detail oriented, analytical, and interpersonal skills
- Possess technical proficiency in Microsoft Office, Microsoft Teams, WebEx, CRM, Atlassian, TeamViewer, Citrix, Discord, Skype, Asana, IBM Notes, SharePoint, MCIM (Sales Force), and Slack
- Scheduling/Planning
- File organization
- Client communication
- Office management
- Organizational efficiency
- Quality control
- Logistics management
- Teamwork and collaboration
- 30 years legal experience
Affiliations
Member, SHRM
Certification
- Project Management Certificate, Portland State University, Portland, OR, 2015
- BOLI - New Supervisor Training Series Certificate, Portland, OR, 2014
Interests
Section name
Additional Work History and References Provided Upon Request
Timeline
SR Legal Support Specialist MS OPS
Ricoh-USA
01.2021 - 01.2025
Field Support Representative MS, OPS
Ricoh-USA
01.2020 - 01.2021
IBM Facilities Coordinator
Ricoh-USA
01.2019 - 01.2020
Office Manager
Daverci LLC, CareSmart, LLC
01.2013 - 01.2019
Associate of Applied Science - Marketing and Management
Clackamas Community College