ZARA MAYILOVA
Brooklyn,NY
Summary
Detail-oriented Office Manager with 5+ years in NYC architecture/consulting and Expediting environments. Proven track record managing DOB filings, coordinating multi-disciplinary teams, tracking permits and deadlines, and keeping offices running smoothly. Strong client-facing skills, bilingual (English/Russian), and highly trusted with sensitive information.
Overview
5
5
years of professional experience
Work History
Project Manager
Boyd Consulting
New York, New York
09.2026 - Current
- Supported multiple NYC construction projects from initial intake through agency approvals, permit processing, inspections, violation resolution, and closeout.
- Coordinated architects, engineers, contractors, construction managers, ownership teams, and 25+ project stakeholders to keep filing schedules on track and clear outstanding regulatory requirements.
- Handled DOB NOW and BIS filings for new building, alteration, foundation, earthwork, mechanical, plumbing, energy, curb cut, BPP, and related applications.
- Reviewed construction drawings and application data across disciplines for consistency with occupancy, filing scope, inspection-related job numbers, energy requirements, and supporting documents.
- Worked directly with DOB, DOT, DEP, Parks, FDNY, OATH/ECB, LPC, and other NYC agencies on filings, inspections, technical reviews, waivers, violations, and approvals.
- Tracked agency comments and project deficiencies, coordinated revisions with design professionals, and followed items through resolution.
- Prepared and maintained project trackers, filing checklists, DOB research reports, client updates, technical correspondence, and regulatory submission packages.
- Managed DOB/OATH/ECB violation and enforcement matters, including civil penalties, certificates of correction, dismissal requests, vacate orders, and compliance documents.
Executive Operations Manager
Boyd Consulting
New York, New York
05.2026 - 08.2026
- Manage and prioritize the CEO's client and project communications, ensuring inquiries, deadlines, agency requests, and outstanding action items are properly routed and followed through.
- Track multiple active projects, agency submissions, deadlines, approvals, inspections, outstanding documents, and client deliverables.
- Identify project risks and filing obstacles and escalate matters requiring technical, regulatory, or executive review.
- Created strategies to maximize efficiency, reduce costs and improve customer service.
- Implemented process improvements to optimize resource allocation and usage.
- Analyzed operational data to identify areas for improvement and efficiency gains.
- Coordinate application reinstatements, permit renewals and supersedes, PAAs, sign-offs, Letters of No Objection, DOB records research, violation resolution, and other regulatory filings.
- Coordinate NYC DOB, DOB NOW, BIS, LPC, FDNY, DOT, and other municipal filing matters from initial client inquiry through approval, permitting, and sign-off.
Office Manager
Citiscape Consulting
Brooklyn, United States
04.2025 - 05.2026
- Oversee daily office operations for a NYC architecture/consulting firm supporting 20+ active projects at various stages simultaneously.
- Prepare, organize, and submit NYC Department of Buildings (DOB) filings, including PW1 forms, drawings, and supporting documentation for permit approval.
- Track project timelines, DOB submissions, revisions, permits, and approvals across multiple agencies to prevent delays.
- Monitor critical deadlines and proactively follow up with city agencies, consultants, and internal teams.
- Coordinate meetings and communication between architects, engineers, expeditors, and consultants on concurrent projects.
- Manage invoices, basic expense tracking, and office-related billing coordination while handling confidential client information with discretion and accuracy.
- NYC architecture/consulting firm supporting 30+ active projects at various stages simultaneously.
Front Desk Receptionist
Citiscape Consulting
Brooklyn, United States
06.2022 - 04.2025
- Managed front desk operations in a busy NYC consulting office, facilitating client interactions and inquiries.
- Maintained a professional front-office environment and delivered a positive client experience.
- Managed high-volume daily calls, emails, and visitors for a busy NYC consulting office, serving clients, vendors, and city agencies.
- Coordinated meetings and managed calendars, ensuring optimal conference room availability for team collaboration.
- Supported 5-10 architects, engineers and designers with daily administrative tasks to keep projects moving efficiently.
- Prepared and organized architectural documents through printing, scanning, binding, and formatting for client and DOB submissions.
Pharmacy Technician
Silver Pharmacy Inc.
Brooklyn, United States
09.2021 - 02.2022
- Assisted 50+ customers per shift with prescription processing, insurance verification, and reimbursements in a fast-paced retail pharmacy.
- Utilized multiple pharmacy software systems and coordinated with insurance providers to resolve claims and adjudication issues.
- Communicated with insurance companies to reduce delays and ensure accurate prescription fulfillment.
- Translated for Russian-speaking customers to facilitate clear and accurate communication during prescription processing.
- Organized inventory and arranged merchandise placement to enhance store operations and customer experience.
- Operated efficiently in a fast-paced retail pharmacy environment.
Education
High School Diploma -
East Stroudsburg High School South
01-2021
Skills
- DOB filings
- Project management
- Permit & Deadline Tracking
- Client & Consultant Coordination
- Agency coordination
- Office operations
- Document Control
- Meeting management
- Workflow optimization
- Software proficiency
- Expense tracking
- Client Relationship Management
- Multilingual Coordination
Languages
English C1,
Russian C1,
Turkish B1
Timeline
Project Manager
Boyd Consulting
09.2026 - Current
Executive Operations Manager
Boyd Consulting
05.2026 - 08.2026
Office Manager
Citiscape Consulting
04.2025 - 05.2026
Front Desk Receptionist
Citiscape Consulting
06.2022 - 04.2025
Pharmacy Technician
Silver Pharmacy Inc.
09.2021 - 02.2022
High School Diploma -
East Stroudsburg High School South