Supervisor, Facility Services

Posted on: 2006-03-24

Brenda (Brooke) Lynn Trelinski 6663 Fox Den Road, Manassas, Virginia 20112 (703)794-1042 [email protected] OBJECTIVE Seeking to utilize my extensive experience in Administration to provide excellent management support to assist an organization achieve its goals and fulfill its mission. EMPLOYMENT Supervisor, Facility Services January 2006 to Present RAND Corporation Arlington, VA Main responsibility is to ensure continuous, efficient and reliable daily operation of the Washington DC RAND facility to include creating a safe, productive environment enhancing employee satisfaction while controlling organizational costs. Assist in hiring/termination process for department; employee performance evaluations and recommendations. Arrange and monitor service requests with all vendors and building staff; review and implement service agreements and contracts; train Facilities staff. Manage and supervise receptionists, visitor center, mail room/courier services, catering/conference center and general services. Coordinate office space for new hires and non-employees, administers internal office moves. Responsible for storage and retrieval of offsite records; ensure proper use of all general service areas. Manage parking and metro database. Manage department metrics; maintain inventory of capital assets, reconcile vendor invoices and complete purchase requisitions; assist with budget and forecasting. On-call, both during and after work hours to provide direction as needed for service in routine and non-routine situations. Manager, Facilities Administration August 2004 to November 2005 BoatU.S. Alexandria, Virginia Managed Facilities Administration to include all aspects of administration, office services and equipment, maintenance, space planning, purchasing, requests, budgeting, security, parking, conference and catering planning, receptionists, telecommunication, housekeeping and janitorial services, landscaping and grounds maintenance, reprographics and copier services, shredding and recycling services. Responsible for hiring and coordination of scheduling including all overtime work. Duties involved administration, interaction with all Facility Services staff, position description writing and review, employee performance/ benchmarking, employee relations and annual audit preparation within the guideline and laws of Human Resources. Identify and manage building vendors, negotiate all vendor contracts; records management. Oversee monthly and weekly vendor billing operations for department as well as company. Supervise and manage all administrative, reception, reprographics and copier services staff. Update and maintain information database. Ensure maintenance and overall functionality of office. Maintain list of expenditures and assist with Facilities budget and forecasting. Utilize exceptional customer service via phone, email and in-house to all employees and guests of the company. Back-up Vice President of Facility Services when needed. Extensive interaction with Supervisors, Managers, Vice Presidents, CEO and founder of company. Facilities Coordinator November 2003 to August 2004 Heller, Ehrman, White & McAuliffe, LLP Washington, DC Responsible for day-to-day office management including general building/facilities operations, reception, space planning, HVAC, lighting, utilities usage, maintenance, general telecommunication issues, security keys and badges; office equipment, furniture purchase and repair, internal moves, security, parking permits, catering and conference planning. Maintain monthly and weekly billing operations for division. Space management including construction projects and renovations; records management, disaster planning. Administrative staffing procedures including supervise and oversee reception/office support. Update and maintain equipment and information database. Upload information to firm’s intranet site. Oversee and communicate with vendors and maintenance personnel. Ensure maintenance and overall functionality of office. Other tasks and duties as assigned. Operations Manager March 2001 to August 2003 China Kitchen Restaurant Springfield, Virginia Duties primarily involved administration, conference/catering planning and implementation; interaction with all staff, benefits management, compensation strategies, position description writing and review, employee performance/ benchmarking, employee relations and annual audit preparation within the guideline and laws of Human Resources; office/facilities management function; maintenance grounds and landscaping responsibilities; telecommunications and IT hardware/software installation, maintenance and troubleshooting; budgeting and forecasting. Responsibilities included effectively and efficiently managing the restaurant within the policies and guidelines of the company to ensure customer satisfaction and profit maximization. Coordinated and managed weekly work flow schedules; handled terminations, motivated and trained new hires; assisted payroll, workers compensation and insurance issues; ensured complete and timely execution of local marketing programs. Provided technical support for software applications; answered and resolved hardware, software and telecommunications related issues; coordinated other resources, when necessary, to assist in the resolution of used reported problems. Coordinated and supervised catering/holiday events; controlled profit & loss by following cash control/security procedures; maintained and managed labor; reviewed financial reports; restaurant renovation/construction; ensured a safe working and customer friendly environment and facilitating safe work behaviors of all staff. Facilities Assistant March 1999 to March 2001 Oblon, Spivak, McClelland, Maier & Neustadt, P.C. Alexandria, Virginia Employed in the Administration Department performing a variety of various administrative and technical duties as assigned including overseeing day-to-day function and coordinating the needs of all staff within the Firm. Created and uploaded pages for the Firm’s intranet site; setup and troubleshoot phones system’s voicemail. Setup/breakdown and maintained all voice and video conferencing. Typed correspondence, memos, reports and produced presentations; data entry, accounting and maintained expense reporting for Facilities division and the Firm’s credit card purchases. Provided back up support for the Firm’s Receptionists. Received and responded to daily requests; conducted daily walk through and site assessments; worked with vendors on equipment install/repairs; conference/catering planning and implementation; completion of office moves/setup, office rearrangement/renovations/construction; ordered, tracked and distributed Firm property (pagers, Nextels, furniture, office equipment, etc.). Supervised work of building technicians and construction workers. Coordinated miscellaneous building repairs and renovations. Identified and managed building vendors, negotiated vendor contracts; practiced security planning and procedures; monthly readings of all copier and facsimile equipment. Used exceptional customer service via phone, email and in-house to all employees and guest of the Firm. Extensive interaction with Associates, Supervisors, and Management from all departments including the management and setup of monthly Board of Directors Meetings. Staff Assistant April 1995 to May 1996 The National Cotton Council of America Washington, DC Main responsibility was to answer multi-line telephone. Type correspondence and reports; filed, mail sorting, data entry, data retrieval; setup/breakdown and maintained all voice and video conferencing. Prepared files for transfer to requesters and off site facilities; scheduled meetings, hotel and restaurant reservations. Supervised work of building technicians and landscaping personnel; coordinated miscellaneous building repairs. Work with Political Action Committee Fundraising practices; maintained vendor relations, negotiated vendor contracts and provided administrative back-up support for both National and International department office personnel. Office Administrator November 1989 to April 1995 MMSE Enterprises, Inc. Washington, DC Directed major function of organization providing services in import of Asian goods to individuals, groups, and businesses. Worked with Board of Directors to establish policies and programs and administer such programs. Assumed responsibility for development and administration of standards and procedures relating to personnel, including staff development, budget, and physical facilities maintenance and environment. Catering/conference planning and implementation; prepare, distribute, and maintained variety of reports and metrics. Inspected company operations and facilities to ensure standards and procedures criteria were met. Directed and coordinated fund raising, public relations, and fact finding or research activities. Other duties as assigned. EDUCATION National American University Rapid City, South Dakota Major: Business Administration SKILLS • Over fourteen years of progressive, responsible Human Resources/Facility Operations/Office Management and Administrative experience. • Reliable, Responsible, Personable/Strong organizational, purchasing and vendor negotiating, customer service, conflict resolution, budget and forecasting, maintenance and communication skills. • Computer literate – Familiar with numerous operating systems and commercial applications including Microsoft Office, Outlook, Powerpoint, Adobe, GroupWise, LegalKEY, Interaction, imanage, LEXIS-NEXIS, Track-It! Software, SharePoint, email systems, Quattro, Excel, Paradox, Visio Technical, Internet, etc. • Familiar with various office machines such as copiers, facsimile, scanners, shredders, postage meters, numerous telephone systems, dictation, conference equipment, etc.