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Summary

Jordan O'Malley is a seasoned Admin Assistant with a robust background in secretarial and administrative roles, having worked with prominent organizations such as AT&T, AmerisourceBergen, and Fannie Mae. His key skills include advanced coaching, creative thinking, and effective listening, alongside the ability to adapt and learn any software applications. Jordan has a proven track record in document control, change management, and employee affairs, demonstrating his capability to manage complex administrative tasks efficiently. He holds a Bachelor of Science in Business Administration from Harvard University, underscoring his strong educational foundation. Jordan is seeking opportunities that allow him to leverage his administrative expertise and further develop his skills in a dynamic environment. His experience in handling confidential documents and ensuring compliance with company policies highlights his attention to detail and reliability.

Education

Harvard University
20042008

Bachelor of Science in Business Administration

Skills

Administration
10
Document Management
10
Personnel Management
10
Scheduling
9
Communication
9
Transcription
10
Time Management
9

Work Experience

AT&T
2019-05 Present

Document Controller & Admin Assistant

  • Reported directly to the General Manager, ensuring seamless communication and efficient execution of administrative tasks.
  • Uploaded and managed all documents in the PKM, FTP, and E-Rooms systems, maintaining a well-organized digital filing system.
  • Acted as the change management agent for new applications and administration projects, facilitating smooth transitions and implementations.
  • Maintained and updated comprehensive records and files for guards, including staff profiles, passports, visas, IDs, certificates, and related documents.
  • Oversaw file validation and document control, ensuring all project information was current and accurate.
  • Developed and implemented procedures to retain critical knowledge about company policies and protocols, enhancing organizational efficiency.
  • Attended weekly meetings in the absence of the Project Assistant/Administrator, meticulously preparing and distributing minutes of meetings (MOM).
  • Ensured consistency and clarity in all documentation, avoiding jargon and maintaining a professional presentation.
AmerisourceBergen
2015-112019-04

Admin Assistant

  • Regularly tracked and maintained company records by reviewing both hard files and computer database files, ensuring accurate and up-to-date information management.
  • Monitored employee attendances, uniform stocks, and accommodation and transportation status, contributing to efficient resource management.
  • Arranged and scheduled meetings or appointments, organized and preserved records, enhancing operational efficiency and time management.
  • Ensured all documents were error-free in filenames and submissions before forwarding to the next department, preventing confusion and maintaining clarity.
  • Managed department contracts in alignment with AmerisourceBergen Procurement, facilitating smooth daily operations and compliance.
  • Secured governance and confidential documents in a safe cabinet, ensuring their protection and confidentiality.
  • Reviewed documents to ensure adherence to standard formats and edited for typographical and other errors, maintaining professional presentation and accuracy.
Fannie Mae
2011-07 2015-10

Admin Assistant

  • Acted as the Employees Affairs Single Point of Contact (SPOC) for over 170 employees, managing HR matters, salaries, overtime, timesheets, and paperwork efficiently.
  • Served as a reliever for the Senior Administration Officer during her annual leave, ensuring seamless continuity of administrative operations.
  • Developed and implemented a comprehensive induction program for new employees, enhancing their onboarding experience and understanding of company policies.
  • Assisted resigned and terminated staff with final settlements and cheque collections, ensuring a smooth transition and closure of accounts.
  • Managed incoming communications, including emails, faxes, and posts, and produced professional documents, reports, and presentations.
  • Educated newly hired staff on company rules, regulations, and contract coverage, facilitating their integration into the organization.
  • Oversaw the maintenance and repair of office equipment such as computers, photocopiers, fax machines, and phone systems, ensuring operational efficiency.
  • Maintained consistency and clarity in all communications and documentation, avoiding jargon and ensuring error-free presentation.
Walgreens Boots Alliance
2008-08 2011-06

Administrator

  • Managed and optimized operational activities for handled networks, ensuring seamless functionality and efficiency.
  • Enhanced customer satisfaction by identifying and implementing effective solutions for stocked operations, balancing the needs of both parties.
  • Conducted interviews for new staff and security guards, contributing to the recruitment and onboarding process.
  • Developed and implemented the Internal Job Posting system, streamlining internal recruitment and career advancement opportunities.
  • Prepared detailed and competitive quotations for prospective clients, supporting business development efforts.
  • Accommodated phone inquiries and walk-in clients, providing clear and helpful information to enhance client experience.
  • Processed and encoded guards' requests through the ERP System, including leave applications, passport management, salary advances, loans, employment and salary certificates, training documents, and schedules.
  • Maintained consistency and clarity in all communications and documentation, ensuring professionalism and error-free presentation.