Susan Patterson
Feasterville-Trevose,PA
Summary
Adept at process optimization and fostering teamwork, I significantly enhanced office efficiency at German Gallagher & Murtagh. With expertise in office management and a knack for staff training, my strategic approach to operations management and recruitment has consistently driven organizational improvements, achieving a notable increase in workflow efficiency.
Overview
25
25
years of professional experience
1
1
Certification
Work History
Firm Administrator
German Gallagher & Murtagh
Philadelphia, PA
02.2024 - Current
- Managed day-to-day office operations, ensuring efficient workflow and adherence to policies.
- Developed and maintained databases for tracking projects, clients, and financial records.
- Assisted in the recruitment process, from posting job ads to organizing interviews and onboarding new hires.
- Processed payroll and managing employee records, ensuring compliance with legal requirements.
- Administered benefits programs, including health insurance and retirement plans.
- Conducted performance evaluations and recommended training programs for staff development.
- Handled correspondence, including drafting emails, memos, and reports for senior management.
- Monitored budget expenditures and prepared financial reports for management to review.
- Coordinated with IT department to resolve technical issues and maintain computer systems.
- Served as the primary point of contact for external stakeholders, including clients and partners.
- Analyzed operational processes and recommended improvements to enhance efficiency.
- Implemented filing systems to improve document organization and retrieval.
- Supervised administrative staff, delegating tasks and managing workload distribution.
- Managed paper or electronic filing systems by recording information, updating paperwork, and maintaining documents.
- Established work procedures or schedules to organize daily work of administrative staff.
- Worked with management team to improve workflows and eliminate unnecessary tasks.
- Monitored office supplies to replenish needed inventory before depletion.
- Collaborated with other departmental leaders to establish organizational goals, strategic plans, and objectives.
- Determined staffing requirements, interviewing, hiring and training new employees.
- Created and implemented administrative processes and procedures to prioritize job tasks and establish personnel responsibilities.
- Overseeing Budgets
- Preparing financial statements, and business activity reports.
- Assisted in yearly reviews, bonuses, and raises.
- Assisted Accountant with tax preparation, and paying taxes.
Office Coordinator/Legal Services
Ice Miller LLP
Philadelphia, PA
05.2017 - Current
- Assistant to Office Managing Partner
- Supervised administrative staff, driving operations and continuous workflow
- Developed effective scheduling of staff meetings, conferences, training sessions, office events and traveling for my executive partners
- Trained and onboarded new office staff members
- Organized planning and coordinating events and activities for the Firm
- Exhibited strong interpersonal skills to effectively interact with all levels of management, staff, clients, vendors and visitors
- Provided administrative support to the executive team through research projects or special assignments
- Handled confidential information in a discreet manner
- Led meetings, keeping staff informed of changes or new requirements in policies and procedures
- Created spreadsheets for data analysis and reporting purposes
- Proofread and edited correspondence, ensuring corporate writing guidelines were followed
- Managed and facilitated large meeting room bookings
- Managed office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies
- Greeted visitors warmly and professionally while providing assistance when necessary
- Handling ADP payroll, approving vacation time, as well as workflow coverage
- Facilities management
- Purchased office supplies and equipment to replenish inventory
- Managed office staff by recruiting, preparing orientations and training employees
Administrator
Value Services USA
East Greenville, PA
03.2015 - Current
- Managed communication and schedule for all key company staff
- Monitored and maintained executive files and records
- Managed project engineering and specification files
- Resolved customer inquiries or escalated issues accordingly according to established protocols
- Prepared expense reports for senior-level personnel upon request.
- Planned and executed executive events, including team and client appreciation events
- Compiled data from various sources into comprehensive reports for review by executives
- Managed and organized confidential information to maintain privacy.
- Provided administrative support services such as preparing reports, transcribing meeting minutes, conducting research
- Proofread and edited executive documents and communications
- Actively collaborated with senior leadership to develop efficient office processes and procedures.
- Exhibited strong organizational skills to manage multiple projects simultaneously.
- Managed office staff by recruiting, preparing orientations, and training employees
- Maintain accounting ledgers
- Month-end and Yearly-end closing procedures and finance-related activities.
Accounts Receivable Specialist/Legal Services
Panitch Schwarze
Philadelphia, PA
03.2012 - 05.2017
- Answered questions from vendors, employees, and customers about bills, paychecks, and invoices
- Resolved customer discrepancies and disputes in a timely and diplomatic manner
- Posted incoming payments and advance deposits to maintain daily cash receipts journal
- Assisted in month-end and yearly-end closing
- Researched discrepancies between invoices and payments received, identifying potential errors or issues for resolution
- Analyzed and resolved misapplied payments and banking discrepancies
- Assisted with month-end and year-end closings, including preparation of journal entries and account reconciliations
- Prepared monthly aging reports for management review on a timely basis
- Researched invoices and customer database to resolve customer concerns and billing issues
- Reconciled accounts receivable ledger to support theaccuracy and completeness of customer payments
- Performed daily reconciliations of accounts receivable ledger to ensure accuracy
- Updated clients' contact information as needed when changes were reported
- Assisted in preparing financial statements at year end closing process
- Processed customer credit applications and maintained customer profiles
- Collected outstanding payments from customers and handled customer inquiries promptly
- Regularly updated customer contact information and payment records
- Generated statements of account on request or as needed for special projects
- Drafted executive correspondence regarding account discrepancies and collections efforts
- Drafted legal correspondence and managed the preparation of court filings
- Supported legal staff in responding to general inquiries from internal and external stakeholders
- Coordinated travel arrangements for attorneys attending out-of-town conferences or depositions
- Provided administrative support to attorneys in a fast-paced legal environment, including filing and organizing documents, drafting correspondence, scheduling appointments, and managing calendars
- Updated case management system with notes, data and reports
- Monitored court dockets and provided timely updates to attorneys
- Drafted pleadings and motions for review by attorneys
- Answered phones and provided customer service to clients regarding their inquiries or concerns.
- Client intake, Running Conflicts, Opening new clients and matters
Office Manager
Midway Auto Parts
Williamstown, NJ
05.2006 - 04.2014
- Implemented office procedures, creating streamlined processes
- Resolved customer inquiries and complaints with timeliness and professionalism
- Supervised administrative staff, driving front office operations and continuous workflow
- Processed payrolls on a biweekly basis using accounting software
- Administrator for Health insurance and 401K
- Worked directly with the accountant on month-end and year-end closings.
- Yearly Budgets, bonuses, and raises
- Managed day-to-day operations of the office, such as ordering supplies, maintaining equipment, and managing contracts
- Assisted in recruiting, onboarding, and training new employees
- Utilized excellent organizational skills to prioritize tasks effectively
- Prepared reports summarizing operational activities for upper management review
- Implemented processes to streamline workflow throughout the office environment
- Resolved conflicts between staff members through mediation or other methods
- Reviewed financial statements and ledgers, working with accounting staff to clear discrepancies
- Assisted with the development of marketing and promotional materials
- Acted as point person for office equipment setup and end-user training and support
- Led meetings, keeping staff informed of changes or new requirements in policies and procedures
Administrative Assistant
M. Davis Mechanical Contractor
Wilmington, DE
04.2000 - 03.2006
- Screened incoming telephone calls, routing to appropriate personnel
- Maintained files and filing, keeping sensitive information confidential
- Assisted the executive management team in making informed decisions by providing timely and accurate administrative support
- Facilitated communication between different departments within the organization
- Created spreadsheets using advanced formulas and functions to analyze large datasets
- Used Microsoft Office Suite to create and revise documents and presentations
- Prepared documents for meetings including agendas, handouts and other materials
- Maintained database of client contact information with accuracy and attention to detail
- Provided administrative support to management staff, including scheduling meetings and appointments, preparing agendas, taking minutes, and maintaining records
Education
Bachelor of Arts (B.A.) - Business Administration
Peirce College
Philadelphia, PA, US05.2025
Skills
- Process Optimization
- Office Management
- Expense Reporting
- Staff Management
- Task Prioritization
- Business Correspondence Writing
- Office Workflow Support
- Meeting Organization
- Staff Training
- Administration and Operations
- Knowledge of Office Equipment
- Meeting Coordination and Support
- Travel Accommodations
- Scheduling
- Workload prioritization
- Collaboration and Teamwork
- Networking and relationship building
- Recruitment and hiring
- Facilities Management
- Operations Management
References
- Frederick Tecce, Altima Advisors, Managing Partner, Prior Boss, (267) 279-0494, fred.tecce@altimaadvisors.com
- Darlene Ott, Ice Miller LLP, Billing Coordinator, Co-Worker, (215) 873-7867, darlene.ott@icemiller.com
- Adel Drake, Ice Miller LLP, Operations Manager, Boss, (610) 730-8387, Lomibaoa@gmail.com
- Edward Walczak, Value Services USA, Owner/COO, Employer, (215) 768-2368, edw@valueservicesusa.com
Certification
- PA Notary
References
References available upon request.
Timeline
Firm Administrator
German Gallagher & Murtagh
02.2024 - Current
Office Coordinator/Legal Services
Ice Miller LLP
05.2017 - Current
Administrator
Value Services USA
03.2015 - Current
Accounts Receivable Specialist/Legal Services
Panitch Schwarze
03.2012 - 05.2017
Office Manager
Midway Auto Parts
05.2006 - 04.2014
Administrative Assistant
M. Davis Mechanical Contractor
04.2000 - 03.2006
- PA Notary
Bachelor of Arts (B.A.) - Business Administration
Peirce College
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