Fiona Maguire

• Supervised a team of administrative professionals, providing guidance, support, and constructive feedback.
• Developed effective filing systems that streamlined document retrieval, increasing efficiency within the workplace.
• Collaborated with business unit leaders from other departments to achieve consistent processes and maximize efficiency of resources.
• Streamlined office processes by implementing efficient administrative systems, resulting in increased productivity and reduced operational costs.
• Supervised hiring processes.
• Spearheaded the transition to digital record-keeping, ensuring accurate and easily accessible information for improved decision making.
• Facilitated the hiring process by working closely with HR in candidate screening, interviewing, and onboarding new administrative staff members.
• Oversaw corporate events designed to connect and support employees at work and outside of work.
• Organized corporate events such as conferences and workshops that fostered professional development among staff members.
• Interviewed, recruited and onboarded new staff for high-performing administration teams.
• Organized and updated databases, records and other information resources.
• Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
• Coordinated office events, seminars and meetings for staff and clients.
• Created reports, presentations and other materials for executive staff.
• Negotiated and executed contracts on behalf of department.

• Oversaw move-in/move-out processes, ensuring smooth transitions for both incoming and outgoing tenants.
• Regularly inspected property grounds to identify potential problems or safety hazards that required immediate attention.
• Maintained detailed records of tenant interactions, lease agreements, and maintenance requests for accurate recordkeeping.
• Improved tenant satisfaction by addressing concerns promptly and maintaining open lines of communication.
• Provided excellent customer service to current tenants while attracting new residents through engaging outreach efforts.
• Handled tenant complaints promptly and appropriately, calling in repairmen, and other support services.
• Oversaw management of 60-70 properties while providing general service to tenants.
• Coordinated with legal counsel when necessary in handling evictions or other disputes arising from lease violations or non-payment issues.
• Reduced maintenance costs with efficient scheduling, prioritizing urgent repairs, and coordinating with contractors.
• Managed budgets effectively, reviewing expenses regularly and negotiating favorable contracts with vendors.
• Completed final move-out walk-throughs with tenants to identify required repairs.
• Monitored timely receipt and reconciliation of rent collections in accordance with landlord and resident statutes.
• Followed up on delinquent tenants and coordinated collection procedures.
• Maintained original leases and renewal documents in digital and hardcopy format for property management office.
• Monitored tenant behaviour and implemented corrective action to maintain order in assigned properties.

• The first 3 years commenced with temping on reception and was quickly moved to Commercial Property Management to do the finances.
• Was fully employed as Project Administrator to Directors, two months later.
• Promoted to PA to Directors several months later, enabled me to take on a new role as Marketing Coordinator, which evolved into Office Administrator.

To provide a buffer, vet and redirect incoming calls and correspondence. My role involved providing support to the Director and overseeing the day-to-day administrative management of an extremely busy Head Office. Overseeing the activities of other Senior Management on behalf of the Director. I was regularly asked to attend meetings and have an increasing input into the project areas to which I was involved.

My duties also included:

• Developed high-performing teams by providing mentorship, guidance, and opportunities for professional growth.
• Diary management
• Stock management
• Monthly expenses
• Raw material purchasing
• Travel arrangements
• Obtaining quotations
• Purchases
• Chasing up deliveries
• Audio typing
• Liaising with the factory
• Setting up financial spreadsheets
• Staff training and recruitment
• Supervision of receptionist and reception area

Achievements include:

• Managed design launch of various new product development.
• Updating the Safety Data Sheets keeping up with current legislation.
• Keeping the product packaging up-to-date and ensuring it complied with the EEC Directive and is consistent throughout the various ranges.
• Introduced and implemented an improved system to respond to customer product inquiries.