Office Manager | Workplace Experience | Agile Project Manager | PMP in progress DEI, People, Culture, Events, Facilities & Real Estate

Email: [email protected] \\ Resume: Download Joann's Resume \\ LinkedIn

Read what colleagues say about me: here, here, here, here, here, here & here

About Me

Leader | Innovator | Achiever

<aside> 📌 I have the ability to meet goals without compromising accuracy and I exhibit a high level of professionalism and excellent interpersonal skills. While I wear multiple hats, I remain calm and think of efficient, innovative methods to solve problems.

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My colleagues describe me as optimistic and attentive. As a leader with strong project management skills, I motivate and support my team in all aspects. I ensure that all tasks are completed in the highest quality and well-thought-out manner. I am curious, creative, compassionate, caring and capable. I build strong relationships with cross-functional teams. I push projects to the finish line whether it is creating budget reports, new location build-outs, or simply negotiating new vendor contracts. With real estate experience in both commercial and residential, I am great at lease negotiations, space design and planning, office build-outs and interior design.

Core Management Skills

• People/Culture

• Stakeholder

• Project

• Operations

• Vendor

• Events

• Office/Facilities

• DEI

A little more about me

Resourceful and highly organized with the ability to work on multiple tasks in a fast-paced environment. Empathetic and tactful with an open-minded view. Outgoing with a love of event/party planning and sourcing out the best local spots, restaurants, rooftops, cafes, etc. Enjoy creating a fun, engaging and conflict-free environment for everyone. Cultivate a sense of belonging throughout the organization. Always provide top-tier employee experience. Making the best out of every situation regardless of obstacles. Low ego, high impact and a team player with a sense of humor.

Tools & Software

Tools & Software

Google Workspace, Microsoft Office Suite, Google Analytics, Slack, Jira, Asana, Concur, Notion, Trello, Canva, Ironclad, TripActions, Melon, Eden, Hybrid Hero, HiBob, Lattice, ADP, Greenhouse, Hybridhero, Airtable, WordPress, QuickBooks, Basecamp, Certify, Discord, Adobe Photoshop, Figma, Canva, Miro, HTML, CSS

Experience

Manager, Office and Facilities

Impax Asset Management | Facilities Team

May 2023 - Present

• Create a sense of belonging for everyone by creating a fun, welcoming workspace. Shortlist for ‘Be the Solution’ award in the Impax Values Awards 2023 in 3 months
• Oversee logistics and vendors for new office move (internet, low-voltage wiring, door access control, A/V systems, HVAC, furniture, frosting, signage, etc.
• Source and negotiate multiple vendors to meet a quick timeline for office buildout and secure low costs for high quality work
• Create and manage budget for Office, Office Buildout, IT equipment, Events
• Plan and coordinate bi-annual company events (Black tie Winter party, Summer Party), volunteering, wellness, health & safety, on-site/off-site, symposiums, stakeholder interviews, client meetings, monthly in-office happy hours, staff professional and personal celebrations
• Implement team building events such as monthly Happy Hours, Townhall lunches, Joann’s café (Yes, I make delicious Matcha Lattes! 🍵)
• Design and implement a Global Facilities Dashboard to track office moves, facilities maintenance, health & safety protocols, fire evacuation procedures and critical deadlines to ensure efficient office operations across all locations
• Partner with cross-functional teams (Marketing, IT, People) to create events and programs to increase employee happiness and wellness
• Liaise with EA team and Marketing team to coordinate visits, client meetings, on-sites, off-sites, hotel stays for executives, stakeholders, staff and other guests
• Manage visitors, office desk & conference room reservations for employees, on-site visitors
• Liaise with Union building property managers, general contractor, superintendent

Office Manager, Workplace Experience

Movable Ink | Workplace Experience Team

June 2022 - January 2023

• Led a team of 4 (3 Office Coordinators, 1 porter) to create a collaborative workplace culture and experience for 600 employees
• Promoted and prioritized DEI initiatives in the workplace to ensure an inclusive, positive and comfortable environment
• Planned large in-person and remote global, cultural events (company parties, wellness programs, volunteer operations)
• Planned and coordinated weekly breakfast catering, bi-weekly happy hours, monthly wellness events, monthly volunteering and charity donations for multiple offices including remote employees
• Sourced different venues and keep a record of corporate decks and floorplans for event planning
• Partnered with cross-functional teams (IT, Executive Partners, People) to ensure success of employee programs, events and increase office attendance rate by 15%
• Liaised with People and IT team to create back-to-office procedure and guidelines, manage employee onboarding and offboarding
• Oversaw new office build-out, furniture purchases and supplies/snacks inventory for Massachusetts office after acquisition
• Supervised budget for events, employee resource group culture activities, office maintenance, office moves and expansions
• Managed outside vendors and negotiate contracts to lower costs by 20%
• Oversaw NY and MA office facilities, operations and all vendor relationships such as landscape management, electricians, janitorial services, furniture/upholstery, shipping accounts, catering, groceries, equipment (coffee, kombucha, water, other machines), co-working spaces, etc.
• Managed all Emergency Site Plans and personnel information, records of COIs and contracts (vendors, events, etc.)
• Monitored and tracked tickets for facilities, laptop issues, business card orders, access cards, assist with account deactivations
• Managed office reservations and seating using Eden Workplace software, register remote users with WeWork and LiquidSpace
• Managed and oversaw company monthly e-newsletter
• Maintained office cleanliness – office space is approximately 55,000sqf over two floors
• Designed artwork and advertising materials for events, swag and other projects (floorplans) using Adobe Photoshop and Canva

Office Manager

Grimaldi Yeung Law Group | Administration Team

November 2021 - May 2022

• Supervised 25 staff members, 5 contingent employees and coordinated CRM changes, updates and management for the firm
• Implemented weekly staff meetings to support team growth, monitor development and provide feedback
• Increased efficiency, staff well-being and happiness, build relationships with cross-functional teams
• Coordinated and maintained monthly reports for 6 Partners, 3 Associate Attorneys and 5 Paralegals
• Analyzed data from CRM database using Excel and created visualization charts
• Implemented a new client tracking system and established a professional referral system to increase firm profitability by 5%
• Provided technology support and troubleshoot all technology related issues for staff members
• Built and managed more than 30 vendor relationships, lowered firm costs by 10% per month
• Managed all law firm processes – HR, cybersecurity, payroll, benefits, technology support, events, workspace, firm calendar, finance-operations, return-to-office protocols. Created consultation request forms on website – 173 new leads in 3 months
• Coordinated with profit and non-profit organizations to host webinars, providing Attorneys with more referrals and opportunities
• Implemented COVID protocols, created COVID questionnaire online form for employees and clients to minimize usage of paper
• Planned events for office and coordinated volunteer activities and workshops
• Managed physical workspace and have monthly walkthroughs to fix building issues
• Managed firm calendar to ensure a conflict-free schedule and all PTOs are recorded

Office Manager

USA Corporate Services Inc. | Administration Team

December 2019 - November 2021

• Implemented a Chat Bot on the company website to increase International Client leads and invoices by 35%
• Recorded transactions, post to various accounts, process payments, produce various financial reports
• Fulfilled bank reconciliations for daily operating bank accounts and resolved reconciliation discrepancies
• Created guides and manuals for staff trainings and implemented new procedures to improve efficiency
• Increased corporation filing business by 25% through CPA and lawyer referrals
• Collected over $10,000 every month from Clients’ past-due invoices
• Managed Salesforce and assigned client leads to sales managers
• Filed various corporate filings with the State of New York and other states within 5 minutes of confirmation
• Filed company taxes on behalf of entities, approximately 800 Delaware Corporations and LLCs
• Updated and transfer records and files of 2000+ companies from Microsoft Access to new online CRM database

Office Manager and Executive Assistant

MTP | Administration Team

September 2019 - November 2019

• Managed complex calendar and heavy scheduling of meetings, conferences, appointments and travel itineraries
• Prioritized phone calls and email correspondences according to the CEO’s preferences
• Prepared a 20 page proposal in one day and secured a city contract
• Supervised 5 reports/administrative assistants
• Maintained a clean environment, ensured that the office is stocked at all times
• Reconciled and maintained statements, expenses and invoices, managed all bills and rent payments
• Created job listings, scheduled more than 70 interviews in one day with show-up rate of 80%, coordinated desk and materials for new hires

Education

Bachelor of Science (Biomedical Informatics)

CUNY New York City College of Technology

(focus: Biology, Medical Informatics, Data)

Magna Cum Laude, GPA 3.56

Certifications