Jessica Palan
Kansas City
Summary
Dynamic Office Manager at Novak Birks, P.C. with a proven track record in streamlining operations and enhancing efficiency. Expert in billing and accounts management, while fostering strong vendor relationships. Adept at problem resolution and employee training, consistently achieving improved workflows. Committed to fostering a productive environment and maintaining high standards of confidentiality and professionalism.
Overview
18
18
years of professional experience
Work History
Office Manager
Novak Birks, P.C.
09.2007 - 02.2025
- Streamlined office operations through process improvements, significantly increasing efficiency and productivity across the team.
- Maintained strict confidentiality of sensitive financial data, safeguarding company information and adhering to professional ethics standards.
- Acted as a liaison between upper management and staff, facilitating open communication channels to address concerns and resolve issues promptly.
- Provided exceptional customer service in addressing client inquiries and concerns via phone and email, ensuring timely and accurate responses.
- Created and sent detailed invoices to clients, ensuring accuracy and completeness of financial documents.
- Maintained comprehensive records of invoices and payment transactions, ensuring that all data was consistently organized and up-to-date.
- Resolved billing issues and discrepancies swiftly, working collaboratively with clients to clarify concerns and correct errors.
- Tracked outstanding balances and proactively followed up on overdue payments, ensuring timely resolution and fostering positive client relationships.
- Processed and recorded incoming payments accurately, updating financial records to reflect all transactions promptly.
- Managed vendor relationships by negotiating contracts to secure cost savings while maintaining high-quality services.
- Reviewed vendor invoices and processed outgoing payments, ensuring timely and accurate financial operations.
- Streamlined vendor payment processes, ensuring timely execution and accurate scheduling of payments.
- Assisted in month-end closing procedures, ensuring all invoices were processed and financial statements accurately reflected the company’s finances.
- Maintained strong relationships with vendors and resolved any disputes to ensure continued smooth operations.
- Developed comprehensive budget reports for management review, enabling informed decision-making and improved financial planning.
- Oversaw office budget, monitored expenditures to ensure alignment with allocated funds, and identified cost-saving opportunities.
- Coordinated with the IT department to upgrade office technology, enhancing operational efficiency and strengthening data security.
- Created reports, presentations, and other materials for executive staff, facilitating informed decision-making.
- Coordinated office events, seminars, and meetings for staff and clients, ensuring smooth logistics and professional execution.
- Ensured professional licenses were renewed and professional education hours were up-to-date for all team members.
- Onboarded and trained new employees, ensuring a seamless integration into the team and providing support for their success.
Front Office Administrator
Novak Birks, P.C.
10.2006 - 08.2007
- Managed front office operations, ensuring a welcoming environment for clients and visitors alike.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Tracked office supplies and restocked low items to keep team members on-task and productive.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Optimized appointment scheduling to maximize productivity while minimizing conflicts or doublebookings.
- Maintained electronic and paper filing systems for easy retrieval of information.
Education
Bachelor of Science - Public Relations
University of Central Missouri
Warrensburg, MO12-2005
Skills
- Managing operations and efficiency
- Billing
- Accounts Payable & Receivable management
- Account Reconciliation
- Staff Management
- Problem resolution
- Document management
- Organizational skills
- Employee training
- Expense reporting
- Data entry
- Workflow optimization
Timeline
Office Manager
Novak Birks, P.C.
09.2007 - 02.2025
Front Office Administrator
Novak Birks, P.C.
10.2006 - 08.2007
Bachelor of Science - Public Relations
University of Central Missouri
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