Sophia JeanMary

• Review and maintain contracts, work orders, and budgets as needed.
• Assist with projects as needed.
• Travel to various office locations and supervise capital projects.
• Ensure facilities are operating and maintained in a safe and cost-effective manner in accordance with the approved budgets and requirements.
• Assist VP with establishing Facilities’ budgets and ensure all associated activities are completed within budgetary considerations.
• Assist with project management and deliverables on Facilities’ capital projects.
• Ensure facilities are maintained safely and efficiently for UNFCU employees, members and guests.
• Periodically serve as UNFCU representative for facility construction, relocation, repair, and renovation projects.
• Assist/work with contract personnel and outside vendors in the performance of contracted services.
• Track progress on projects and maintain project budgets.
• Establish process performance metrics; track, analyze, and report performance in terms of quality, safety, cost, and customer satisfaction.
• Take corrective action to bring about required change and ensure contract requirements have been executed at a level above the specified standards.
• Assist with the coordination of building space allocation and layout, communication services, and facility expansion.
• Updated and enhanced Vendor Management program for the entire organization.
• Update and maintained Vendor Management Policy.
• Work directly with risk management vendor and various internal departments on our annual due diligence assessments for all of the organization’s critical vendors.
• Work directly with Information Security, General Counsel, Corporate Investments and Enterprise Risk Management departments to ensure the vendor Management program is robust and efficient.
• Provide annual group and or one on one training to all the Vendor managers in the organization.
• Administer and update software for the Organization’s Vendor Management program.
• Assist with onboarding new vendors and performing vendor assessments.
• Answer all internal and external questions regarding the vendor management program/software.
• Prepare for the annual audits by the NCUA.
• Prepare for the annual audits by NACHA.
• Worked quickly on emergency requests in order to minimize disruptions to operations.

• Reported to the Senior Vice President, of Facilities Management, Third-Party Risk, Business Continuity an Call Center Management.
• Managed Landlord interactions, correspondence and office repairs for all United States and Canadian offices.
• Managed vendor relationships along with vendor management software.
• Negotiated annual maintenance contracts and leases renewals.
• Cured all FDNY, ECB and DOB Violations and Summons.
• Worked with the Brooklyn Borough President’s office and DOB on correcting/removing buildings wrongfully associated with our BIN and BL.
• Scheduled and perform annual and semiannual FD/EAP drills for Brooklyn office.
• Renewed and obtain all required ECB, DEP, DOB and FDNY permits and licenses.
• Managed calendar of appointments and meetings for SVP, Facilities.
• Located and negotiate new leases for potential offices.
• Managed/Scheduled internal moves & closures of satellite locations.
• Scheduled Facility Management and Site Security helpdesk tickets with repairs and equipment installs.
• Supervised security guards schedule/shifts ensuring all shifts are covered with proper certificate of fitness holders.
• Managed building maintenance staff/cleaning vendor schedule accordingly with companies’ events and request.
• Signed off on payroll for security, facility and cleaning team.
• Performed annual reviews for the facility and security team.
• Organized and scheduled various facility setups for company events with building maintenance staff.
• Ordered maintenance staff supplies/equipment.
• Tracked and approved all monthly and weekly facility invoices.
• Chair Member of Employee Events Committee.
• Interacted with diverse levels of senior/ executive management to execute companywide events.
• Managed various construction projects ensuring accurate timelines are met with all Contractors/Vendors and are in line with construction budgets.
• Assisted in maintaining OPEX & CAPEX budgets for all US & Canadian offices.
• Maintained accurate records of the condition of the equipment and other systems in the building.
• Created a schedule of regular evaluation of the facilities.
• Participated in the development of policies and procedures that affect the use of supplies and facilities.
• Initiated interventions to solve problems in the facilities.
• Ensured that all the equipment and other facilities are working properly.
• Educated the workers of the establishment on the proper use and care of its equipment and other facilities.
• Coordinated with the senior management on work issues.
• Ensured the safety of the building or establishment from fire, flood and other hazards.
• Traveled to various out- of-state and international offices to oversee office renovations.
• Updated job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.

General Council - Legal Department.

• Reported to the Executive Vice President, General Counsel AST & CST.
• Retrieved, reviewed and distributed all responding documents to subpoenas for all business lines.
• Created and maintained log for RFIs and Subpoenas responses to ensure timely response before appointed deadline.
• Updated and maintained all Corporate/ Board books.
• Created and coordinated the monthly and annual board meeting notices.
• Prepared the Monthly and Annual board meeting minutes for review and approval.
• Prepared monthly Board Meeting material and room setups.
• Maintained departmental calendar.
• Maintained and distributed all Corporate polices for Annual review and updates to the Board of Directors & Board of Managers.
• Obtained & updated Business Licenses for all out of state facilities.
• Member of the Global Six Sigma Training Committee and coordinated training for the entire organization including 16 offices/locations in the USA/Canada.
• Established and maintained the department and division files including contracts, project administration, prepare periodic and special purpose reports and maintain all real property documents.
• Act as liaison between departments and other agencies or individuals, as required.
• Maintained and track departments shared resources.
• Reviewed and inserted comments on drafts of contracts and other legal documents under direction of General Counsel and submit for revisions and approvals.
• Maintained the legal cabinet in vault.
• Made sure certificates/global notes in the cabinet are current and match our records.
• Worked closely with various departments and business lines to verify and resolve shareholder complaints.
• Assisted various departments in the organization with updating their policies and procedures.
• Assisted the General Counsel’s Office with several agencies like DFS, SEC, DOJ and Finra.
• Ensured that all annual compliance certificates for the indentures on file are submitted accordingly.
• Assisted General Counsel in all M&As and kept track/edited all new customer service contract amendments during the conversion process.
• Answered phone lines for 3 attorneys and took accurate messages for the General Counsel’s Office.

• Managed 6 commercial buildings and assisted a property manager with 9 Co-op and 12 residential buildings for independent owner.
• Supervised and managed all in house commercial & apartment renovations (including sidewalk and vault repairs, gut and storefront renovations).
• Prepared and reviewed all commercial leases, lease renewals and applications, all invoices, monthly financial reports, and worked closely with contractors and vendors.
• Placed all services calls when work orders were issued.
• Scheduled all appointments for the owners for all in house meetings.
• Filed all city documents for apartment renovations, registrations and violations.
• Ensured that my team of six (32BJ) met their daily obligations for the buildings.
• Maintained great relations with owners, tenants and vendors to make certain that all expectations are met as required.
• Served as the building Fire Safety and Emergency Action Plan Director.
• Assisted in the renovation of rental, coop & condo apartments.
• Obtained proper insurance information from all our vendors and commercial tenants.
• Compared various bids from vendors to ensure that the proposed scope of work is apples to apples.
• Experience in overseeing major capital improvements.
• Prepared & created the anticipated cost spreadsheet workbooks for major renovations for outside owners & entities.
• Worked closely with engineers, contractors & architects to ensure all proper paperwork was processed with the DOB & Landmarks.
• Attracts tenants by advertising vacancies in the Daily News &New York Post; obtaining referrals from current tenants; explaining advantages of location and services; showing units.
• Establishes rental rate by surveying local rental rates; calculating overhead costs, depreciation, taxes, and profit goals.
• Educate the workers of the establishment on the proper use and care of its equipment and other facilities.
• Coordinate with the upper management on work issues.
• Created/Implemented One Union Square’s Fire Safety/ Emergency Action Plan.
• Accomplished financial objectives by collecting rents; paying bills; forecasting requirements; preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective action.
• Contracts with tenants by negotiating leases; collecting security deposits.
• Assisted the compliance manager with monthly, quarterly and annual fillings.
• Updated job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.

• Processed payroll for the entire company.
• 4 wine stores and 2 sushi restaurants totaling 450 employees.
• Prepared and filed the Federal and State taxes for the company with accountant.
• Reviewed the end of the day reports, register sales and balanced the company’s bank accounts.
• Handled all administrative work for the owner such as correspondence, schedule of meetings, assisted with inventory just to name a few.
• Answered a twelve-line phone system.
• Took accurate messages and schedule appointments for various colleagues and or Owner.
• Greeted clients in waiting area as they waited for the appointment/meeting to commence.
• Maintained workflow by studying methods; implementing cost reductions; and developing reporting procedures.
• Resolved administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Maintained supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensured operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Contributed to team effort by accomplishing related results as needed.