Summary
Overview
Work History
Education
Skills
Volunteering
Timeline
OfficeManager

TRACY K. MAHONEY

Leesburg,VA

Summary

Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.

Overview

26
26
years of professional experience

Work History

Office Manager

B&B Corporate Rentals, LLC
03.2021 - 12.2022


  • Training new employees and overseeing new employee paperwork
  • Reporting office progress to Senior Management and working with them to improve office operations and procedures
  • Assist with all Maintenance Requests
  • Maintain office efficiency by planning and implementing office systems, layouts and equipment procurement
  • Attended Monthly Staff Meetings, providing detailed recap of the meeting to the Staff and Management
  • Maintained office services by organizing office operations and procedures, controlling correspondence, designing filing systems, reviewing, and approving supply requisitions
  • Carried out directives from Senior Management, including addressing issues with a member(s) of the staff
  • Reviewing and analyzing special reports and reporting to Senior Management
  • Managed Office Budget, Petty Cash and all reports required.
  • Created, maintained and updated filing systems for paper and electronic documents.
  • Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
  • Reported to senior management on organizational performance and progress toward goals.
  • Maintained professional demeanor by staying calm when addressing unhappy or angry customers.
  • Cultivated positive rapport with fellow employees to boost company morale and promote employee retention.
  • Used industry expertise, customer service skills and analytical nature to resolve customer concerns and promote loyalty.
  • Managed office operations while scheduling appointments for department managers.
  • Developed and maintained successful relationships with vendors, suppliers and contractors.

Customer Service Facilitator

Atlantic Eateries, Inc
08.2019 - 08.2020


  • Upheld high sanitation and safety standards while delivering and serving food
  • Gained familiarity with menu ingredients and cooking processes to respond to customer inquiries
  • Greeted all guests with a smile and friendly greeting
  • Controlled the flow of food from the kitchen to the dining table
  • Entered orders, delivered food, beverages, and processed payments
  • Executed exceptional food, beverage, and service standards personally, as well as supporting team members in providing excellent service
  • Checked completed meals against individual orders to verify accuracy and correct problems
  • Checked on customers to see if anyone needed attention from wait staff and worked with team members to correct any service deficiencies.
  • Actively listened to customers, handled concerns quickly and escalated major issues to supervisor.
  • Handled customer inquiries and suggestions courteously and professionally.

Front Office/Receptionist

Staffing Specialists, Inc, Troxill
04.2019 - 05.2019
  • Developed and communicated standard operating procedures to team of 10
  • Filed records to keep system efficient and information organized
  • Managed daily tasks consistently and sought out opportunities to go beyond requirements and support business targets
  • Met targets consistently by working hard and with strong attention to detail
  • Supported the team of lawyers by completing assignments with strong focus on quality and performance
  • Collaborated well with team members to carry out daily assignments and achieve team targets
  • Protected business from unnecessary liability by carefully following security and safety standards.
  • Interacted with customers by phone, email, or in-person to provide information.
  • Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.

Front Office/Administrative Assistant

BioMechanic Physical Therapy
07.2017 - 01.2019
  • Greeted Patients upon arrival and helped them with scheduling future appointments, answered any questions they had about Physical Therapy, made daily reminder calls for the Patient's appointments
  • Took new Patient calls, entered all information into the computer and new Patient book, filled out insurance verification form and gave it to our Billing Department
  • Handled daily duties of preparing new Patient charts, daily billing sheets, marked attendance cards daily for each Patient
  • Communicated with Doctors, i.e., faxing all Initial Plan of Care, Progress Notes, RX's for Patients, entered all new Doctor's fax numbers into our system
  • Collected billing sheets for Patients daily, added up charges and processed the co-pays from the Patients, reconciled all billing sheets at the end of each day, made sure all cash, checks and credit card receipts where on the Daily Balance Sheet, then forwarded to the billing department, balanced petty cash each day
  • Kept up with daily stats and made sure that the Receptionist area was clean and organized.
  • Screened and transferred incoming calls, took down messages, and transmitted information and documents to internal personnel.
  • Maintained files and records by implementing effective filing systems that boosted efficiency and organization.

Patient Care Coordinator

Live Better Hearing
03.2016 - 04.2017
  • Provided high quality services to ensure that the patient had the best quality of healthcare as well as be there for the patients on a continual basis
  • Monitored the completion of proper Patient Documentation, i.e., Intake Forms, Patient History, Current Medications that the patient is taking, HIPPA and Billing Forms
  • Worked with walk-in patients dealing with numerous questions, from repairs or needing supplies or how to maintain proper care of the hearing aids
  • Handled Accounting for the Office, including, helping Patients locate funding through special finance companies, making weekly bank deposits, accepting cash and maintaining petty cash, sending out weekly accounting reconciliations to the owner
  • Attended on-going training and professional development courses to become aware of new developments in healthcare.
  • Maintained confidentiality of patient data and condition to safeguard health information.

Office Manager

Virginia Exteriors, LLC
05.2014 - 08.2014
  • Supervised front end associates in fast-paced and demanding environment
  • Obtained compliance with company policies and procedures in processing transactions with customers
  • Balanced daily deposits and safe counts as required and prepared bank deposits
  • Oversaw all aspects of office management, including HR functions, file management, and office inventory
  • Scheduled front end to meet needs of business and keep team efficient
  • Prepared letters, correspondences, reports, and marketing collateral
  • Managed office calendars and made other arrangements for meetings, travel, and special events
  • Created professional letters, spread sheets and emails to support day-to-day business needs
  • Organized, ordered, restocked office supplies to keep staff efficient and productive
  • Trained new employees in all aspects of office practices and procedures.
  • Maintained computer and physical filing systems.
  • Developed and maintained successful relationships with vendors, suppliers and contractors.

Executive Assistant

Feld Entertainment, Inc
09.1996 - 06.2005
  • Served several supporting roles to the worldwide leader in producing and presenting live touring family entertainment experiences, with an attendance of over 30 million people each year
  • Coordinated all daily activities for the vice- president of government relations, vice- president of legal, and vice-president of operations.
  • Monitored all Government Regulations that applied to the operation of the Circus shows
  • Contacted Senators, Representatives, Mayors and City Council Members in all States to coordinate event details for dignitaries to attend the Circus, including backstage tours
  • Monitored and distributed quarterly USDA reports to internal departments
  • Created the Annual Animal Welfare Training Program for all animal care personnel, which entailed putting together the newest Government Regulations and prepared all training material, and arranged for guest speakers that included Veterinarians and USDA personnel
  • Prepared applications for permits that were required by each state and city for the 2 Touring Units, which included researching the law to ensure any information required by the state and city was provided in a timely manner to ensure the correct permits were obtained
  • Handled all Equal Employment Opportunity Commission (EEOC) complaints, coordinated internal and external lawyer meetings, prepared letters in response to EEOC and managed the proper filing of all documentation for each case
  • Researched and prepared information relating to infringements on Feld Entertainment's trademarks, including writing legal letters, research of archived material, coordination with legal council (internal and external) for preparation of legal material.
  • Handled confidential and sensitive information with discretion and tact.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Organized and coordinated conferences and monthly meetings.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Handled logistics, catering, and agendas for meeting and event planning for the executive vice presidents.
  • Updated and maintained confidential databases and records.
  • Upheld strict timetables by maintaining accurate, balanced calendars.

Education

Certificate of Completion - Computer Software

Computer Learning Center
Sprinfield, VA

Business Administration

Northern Virginia Community College
Annandale, VA

High School Diploma -

Oakton Hight School
Vienna, VA
06.1986

Skills

  • Business Professional
  • Versatile administrative support
  • Attention to detail
  • Excellent communication skills
  • Account Reconciliation
  • Microsoft Office Suite, Adobe, Excel,
  • AppFolio, MacPractice, Quickbooks and POS software
  • Excellent Multitasking Abilities
  • Client Correspondence
  • Meeting Coordination and Support
  • Conflict Management

Volunteering

I have volunteered for Wreaths across America and Flowers across America at Arlington Cemetery honoring our Fallen Soldiers.  I also volunteered at Wheatland Farm which is a very unique, first of its kind place! Each day throughout the year at its 50 acre Northern Virginia Campus, Wheatland Farm welcomes individuals with disabilities and their able bodied peers for training and recreation in a totally family centered, all inclusive community environment.

Timeline

Office Manager

B&B Corporate Rentals, LLC
03.2021 - 12.2022

Customer Service Facilitator

Atlantic Eateries, Inc
08.2019 - 08.2020

Front Office/Receptionist

Staffing Specialists, Inc, Troxill
04.2019 - 05.2019

Front Office/Administrative Assistant

BioMechanic Physical Therapy
07.2017 - 01.2019

Patient Care Coordinator

Live Better Hearing
03.2016 - 04.2017

Office Manager

Virginia Exteriors, LLC
05.2014 - 08.2014

Executive Assistant

Feld Entertainment, Inc
09.1996 - 06.2005

Certificate of Completion - Computer Software

Computer Learning Center

Business Administration

Northern Virginia Community College

High School Diploma -

Oakton Hight School

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TRACY K. MAHONEY