Phyllis Stoddard
Administration
Windsor Mills,MD
Summary
Dedicated administrative professional with successful experience in fast-paced office settings. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.
Overview
13
13
years of professional experience
Work History
Administrative Assistant, Facilities and Office Services
Morgan Lewis & Bockius LLP
Washington, DC
08.2024 - Current
- Assist with any firm-wide and local office projects & operations.
- Provide assistance with firm-wide and local office moves and renovation/construction projects.
- Assist with the documentation on safety and maintenance of the physical facility.
- Serve as secondary liaison with local building management, engineers, security and janitorial staff to ensure issues with the physical facility are resolved in a timely manner.
- Assist with maintaining inventories on FM Systems for capital equipment, furniture and artwork.
- Liaises with Firm/Local IT on all issues related to IT services related building infrastructure.
- Assist Regional Director(s), Facilities and Office Services, local office Administration and Procurement with vendor management for maintenance renewal or cancellation of service contracts with vendors.
- Assist with maintaining facilities management programs.
- Assist with the operations of the Conference Center including any hospitality vendors.
- Assist with the operations of the mailroom/copy services center
- Assist with communicating office housekeeping functions.
- Assist with firm and local office security system as assigned.
- Serve as secondary liaison with building management on developing maintaining required emergency preparedness procedures for all personnel.
- Assist with planning and preparations for business continuity plan, Fire, and Life/Safety programs.
- Assist with establishing and adherence to department budgets; and seeking opportunities to improve department efficiency and reduce expenses by streamlining operations.
- Process vendor invoices through Chrome River software.
- Collaborate with Regional Director(s), Facilities and Office Services, local office Facilities and Administration, and other stakeholders to assist in establishing and improving streamlined and standardized processes and best practices around facilities and offices services in the US.
- Assist with proactively sharing of information, resources, and best practices.
Facilities Assistant
Wilmer Cutler Pickering Hale and Dorr LLP
Washington, DC
05.2022 - 08.2024
- Perform maintenance and repairs, including hanging pictures, bulletin boards, replacing light bulbs, repairing, and assembling furniture.
- Contact vendors to coordinate maintenance and repair of equipment and furniture.
- Work with building management to process service requests for maintenance /repairs (LED lights, temperature, overtime HVAC, noise, porter services, etc)
- Assist with office moves and office setups for new and lateral hires.
- Sets up conference rooms, dining room, atrium, multipurpose room for meetings, and events.
- Check and maintain visitor offices
- Walk space throughout the day to review operation of equipment, furniture and fixtures (lights, refrigerators, coffee machines, water and ice dispensers, doors, carpet, common areas etc.)
- Assist other department with different projects.
- Create/revised excel worksheets and/or word document via iManage
- Attend daily EMS meetings.
- Install Decorative Privacy film for approved and requested offices
- Create signage for all offices
- Create/submit/close facilities related tickets via company website
- Complete facilities related request such as, broken chair, standing desk issues, office shelves adjustments, install of keyboard tray etc..
- Ordering keys for office/workstation as needed
- Update and revise Facilities Guidebook as needed
- Create visitor registration for external guest and vendors
- Facilitate Ergonomic assessments for employees every month
- Revise arrival/departure worksheet as needed
- Conduct new hire orientation tour to all new hires
Facilities Coordinator
American Petroleum Institute
Washington, DC
02.2020 - 05.2022
- Assist the Facilities Manager in all aspects of project implementation as needed.
- Represent the Facilities Department in inter-departmental meetings to support and facilitate communication and action between departments.
- Coordinate all Facilities activities, work direction, and support systems.
- Supervise and trained facility employees and contractors as needed.
- Set up, maintain, and organize department's central files, information, filing, and messages.
- Assist facilities staff in ordering parts, supplies, and materials.
- Prepare and maintain concur monthly billing reporting.
- Provide administrative support to the Facilities team.
- Manage the ANY Bill system, including receiving work requests, assigning work orders, entering system data, and providing the overall system administration.
- Create and deactivate all employees' badges as needed.
- Manage the security access-control database in conjunction with the security contractor.
- Support and help the catering and copy center/mail room department.
Office Support Specialist -Team Lead
Canon Business Process Services-API
Washington, DC
04.2018 - 02.2020
- Functions as a document specialist or other operations worker.
- Responsible for effective implementation and management of CBPS Service Excellence.
- Handles formal contact with the customer on a daily basis.
- Provides training on workflow and machine operations when necessary.
- Ensure payroll accuracy by overseeing and correcting all time clock punches.
- Achieves shift profitability in the area of cost of goods by effectively supervising the shift in the use of company materials and supplies.
- Ensures the quality of operations for shift by assisting in the achievement of goals.
- Meets quality and deadline standards by the effective use of job scheduling practices.
- Maintains efficient workflow by holding direct reports accountable for quality and efficiency of their work.
- Completes site reports and other paperwork as necessary.
- Receive, sort, and deliver all incoming mail & packages
- Package and process outgoing overnight items, i.e., Federal Express, UPS, etc., to meet client and vendor deadlines. Log and deliver incoming overnight packages within established time frames.
- Set up/break down and maintain conference rooms.
- Provide reception work such as answering telephones, taking messages, and greeting visitors.
- Prepare outgoing items for shipping.
- Prepare monthly production and volume reports to measure productivity and prepare billing charges.
- Responsible for minor maintenance of reproduction equipment by solving paper jams; placing service calls and conducting routine cleaning.
Front Desk Receptionist/ Admissions Coordinator
Career Technical Institute
Washington, DC
05.2013 - 03.2018
- Provided administrative support throughout the institute.
- Provided support to the Admission Director in all facets.
- Serve as the initial contact person for the admission office.
- Maintain a student admissions database with clear and complete student enrollment files.
- Maintained updates for bulletin board, brochure racks, and literatures.
- Worked closely with personnel, finance department, faculty, and student services.
- Attended workshops, meetings, and conferences to stay updated on relating issues.
- Managed inventory for supplies, orders supplies
- Process payments for current and graduate students
- Assisted with circulation of the institute flyers and staff members.
- Process and print out AA Degrees and Completion Diploma/Official Transcript for graduates.
- Reviewed all completion paperwork for all potential students starting classes.
- Responsible for opening the Career Technical Institute for business.
- Confirmed appointments using outlook.
- Enter data into grad-pro–operating system, 45wpm.
- Updated the staff directory periodically.
- Managed the activities for the incoming lead.
- Processed admissions department activity reports via excel usage.
- Processed appointments, shows, enrollments and confirmation in the Velocify lead system.
- Processed and receive payments for the student's accounts.
- Answered and transferred telephone calls
Education
Associate Degree of Applied Science - Human Resource Administration
Career Technical Institute
Washington, DC08.
Skills
Office administration
Administrative support
Computer skills
Problem-solving
Customer service
Time management
Appointment scheduling
Customer and client relations
Microsoft Office Suite
Documentation and reporting
Invoice processing
Spreadsheet management
Confidential document control
Meeting arrangements
Accomplishments
- Awarded Problem Solver Award" for delivering outstanding administrative support.
Timeline
Administrative Assistant, Facilities and Office Services
Morgan Lewis & Bockius LLP
08.2024 - Current
Facilities Assistant
Wilmer Cutler Pickering Hale and Dorr LLP
05.2022 - 08.2024
Facilities Coordinator
American Petroleum Institute
02.2020 - 05.2022
Office Support Specialist -Team Lead
Canon Business Process Services-API
04.2018 - 02.2020
Front Desk Receptionist/ Admissions Coordinator
Career Technical Institute
05.2013 - 03.2018
Associate Degree of Applied Science - Human Resource Administration
Career Technical Institute