Tanya Carlson
Facility Manager / Accounts Payable
Ruther Glen,VA
Summary
Hardworking and passionate candidate with a background in Accounts Payable and Facilities Management. Great vendor management skills as well as interpersonal skills. Well- organized and take pride in keeping accounts current and accurate for compliant recordkeeping.
Overview
2023
2023
years of professional experience
2
2
Certifications
Work History
Facilities Manager
Truist Bank - CBRE
Fairfax, VA
8 2022 - 6 2023
- 24/7 POC for 107 Northern Virginia sites
- Managed pest control, janitorial and trash services
- Submit/close and track all work orders
- Managed relationships with County and State inspectors
- Variance Reporting
- Managed vendor relationships for cost-effective services, ensuring quality and timely completion of projects
- Responded to building emergencies and managed repairs including reaching out to vendors
- Controlled expenses to meet budget requirements
- Conducted regular inspections to identify areas for repair or replacement before issues escalated into costly problems
- Responded to building emergencies and managed repairs
- Coordinated with vendors and contractors to arrange services and repairs to be completed on time and to desired quality levels
- Handled tenant relations by addressing complaints and concerns quickly to promote facility satisfaction
- Travel and Expense submission on Credit Card
Assistant Facilities Manager
Bank of America Data Center - CBRE
Richmond, VA
10.2019 - 08.2022
- Main POC for all Janitorial, Mail Services, Pest Control and Shredding Issues
- Essential key control for Site including Key Watcher
- Fingerprints, New hire set up, Employee deletion - approx 50 employees on staff
- Submitted all expense reports and tracked P-card expenses
- Client POC for COVID issues at site
- Client Report for Special Projects submitted to Client
- Prepared desks for internal moves
- Submit/close and track Work Orders
- Provided mentorship and guidance to one junior staff member
- Coordinated with vendors and contractors to arrange services and repairs to be completed on time and to desired quality levels
- Coordinated with cleaning and janitorial services to keep facility clean and presentable for occupants
- Managed security and access cards for CBRE employees and requested vendors
- Tracked and documented spend for planned repair and maintenance projects for budget purposes
- Ordered, maintained, and distributed supplies and inventory; Order new or upgrade phones for staff
- Coordinated with other departments during large-scale events or projects to ensure seamless integration of facilities-related tasks into overall plans
- Maintained detailed records of all facility operations, including work orders, equipment logs, and regulatory documentation
- Established strong relationships with vendors, ensuring timely delivery of goods and services at competitive prices
- Prepared reports and schedules with accuracy
- Created and implemented operational policies, processes and procedures to keep facilities running smoothly
Facilities Coordinator
Bank of America Data Center - CBRE
Richmond, VA
10.2015 - 10.2019
- Create work orders for vendors and on-site Engineers
- Tracked Repair and Maintenance Budget for CBRE employees and requested vendors
- P-Card setup and submit report with receipts to accounting
- Review buildings critical data paperwork for errors
- Track training for staff of 30 engineers
- Onboard new employees
- Meeting minutes
- Enhanced communication between departments by developing a centralized system for submitting maintenance requests and tracking progress
- Served as point of contact for internal and external customers seeking support and information
- Built relationships with vendors and contractors to support timely and cost-effective services
- Communicated with Client and facility teams regarding upcoming repairs and projects
- Managed access control systems to ensure building security and employee safety
- Ordered, maintained and distributed supplies and inventory
- Provided support and services related to mail and deliveries
- Created and submitted all expense reports
A/P Supervisor
Capital One - CBRE
Richmond, VA
02.2015 - 10.2015
- Managed the AP team, fostering a positive work environment and increasing overall productivity levels to include leading a staff of 3 Accounts Payable (A/P) Specialists, 1 Expense Report A/P Specialist and 2 Project A/P Specialists
- Managed HR issues that arose
- Conducted New Hire Interviews
- Served as the liaison for vendors regarding billing and other inquiries
- Managed metrics for employee data entry of invoices and reported the findings to the Finance Director
- Managed the open PO Report
- Trained employees on E1/BTAP accounting system
- Conducted financial data analysis
- Reduced invoice processing time by identifying bottlenecks in the workflow and implementing process improvements
- Collaborated with cross-functional teams to resolve discrepancies promptly, improving data accuracy and minimizing potential disputes
- Trained newly hired AP staff members in company policies, systems, and best practices, facilitating their seamless integration into the team
- Served as an escalation point for complex invoice resolution cases, employing critical thinking skills to reach mutually beneficial outcomes for all parties involved
- Educated CBRE team of T&E policy and submission process
- Ensured compliance with company policies and regulatory requirements by conducting regular audits of AP records.
Procurement Analyst
Capital One - CBRE
Richmond, VA
02.2013 - 02.2015
- Assist in Sourcing efforts for 15M SQ FT Portfolio covering 1,200+ locations nationwide
- Contract Execution & Amendments
- Vendor set up in Financial System and Work Order System
- Account Lead -Vendor Risk Management- COI and other client-mandated compliance verification and uploads
- Liaison for vendors regarding compliance, billing, and other inquiries
- Uploading and coding Contract invoices for payment processing
Lead Customer Service Representative
Capital One - CBRE
Richmond, VA
01.2012 - 02.2013
- Served as manager to team of 5 employees with responsibilities to include mentoring, schedule management, and continuous improvement
- Developed and implemented training programs to improve staff knowledge and skills
- Trained over 20 employees on JDE Accounting Software
- This lead to increased productivity
- Cross-trained and provided backup support for organizational leadership
- Provided support for management of Invoices and Purchase Orders across portfolio to include: Addressed issues and concerns regarding CBRE/Capital One process with respect to scope of payment processes
- Entered Purchase Orders
- Managed Credit Card process, application to any changes
- Processed invoices in CORE accounting system
- Answer all vendor/employee questions regarding invoices
- Move rCash unidentified invoices to their correct mailbox
- Work Order closure process
- Collaborated with cross-functional teams to ensure seamless communication and coordination for customer inquiries
- Successfully managed multiple priority tasks while maintaining excellent attention to detail under tight deadlines
- Special Projects requested by Alliance Director
- Delivered prompt service to prioritize customer needs
- Special projects requested by Facility Director
Accounting Associate
Capital One - Grubb & Ellis
Richmond, VA
11.2007 - 12.2011
- Verify and enter invoices/employee expenses for check and ACH payments into the Citrix/MRI accounting system
- Monthly journal entries to move payments between 100's of General Ledgers and Department IDs
- Prepare report that funds three check runs a month
- Work with vendors to obtain W-9 information for new vendor set ups
- Audit employee's petty cash funds and keep all necessary paperwork up to date
- Set up Purchase Order system and trained employees how to create/approve/print etc PO's
- Provided exceptional customer service while addressing client inquiries regarding their financial matters in a timely manner
- Maintained a high level of confidentiality and professionalism when handling sensitive financial information, promoting trust among clients and colleagues
- Applied proper codes to invoices, files, and receipts to keep records organized and easily searchable
- Directed gathering of required documentation and files for account audits and completed reviews
- Addressed and resolved complex and unexpected variances
- Matched purchase orders with invoices and recorded necessary information
- Supported management by processing invoices and documents with consistent on-time delivery
Skills
Analytical Skills
Budgeting and financial management
Organizational Skills
Invoice and PO Processing
Expense/Travel/Credit Card Reporting
Vendor Relationship Management
Microsoft Office
MRI
SharePoint
Smartsheet
CMMS
Procure 2 Pay
Certification
IFMA FMP, Facility Management Professional, 2019
Timeline
Assistant Facilities Manager
Bank of America Data Center - CBRE
10.2019 - 08.2022
Facilities Coordinator
Bank of America Data Center - CBRE
10.2015 - 10.2019
A/P Supervisor
Capital One - CBRE
02.2015 - 10.2015
Procurement Analyst
Capital One - CBRE
02.2013 - 02.2015
Lead Customer Service Representative
Capital One - CBRE
01.2012 - 02.2013
Accounting Associate
Capital One - Grubb & Ellis
11.2007 - 12.2011
IFMA FMP, Facility Management Professional, 2019
CAPM, Certified Associate in Project Management, Currently enrolled
Facilities Manager
Truist Bank - CBRE
8 2022 - 6 2023
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