Cari Moore Email & Phone Number

United States

Pittsburgh, Pennsylvania, United States

Pittsburgh, Pa

•Coordinate and schedule internal and external conference calls/meetings, including Zoom dial-in, lunches, etc. for CEO, CSO, CFO and other management staff.•Update Outlook calendar for CEO, CSO, CFO and other management staff •Make all travel arrangements for CEO and CSO, and other staff as needed.•Oversee coordination of all IT requests for service from our outside vendor, gather necessary information and details as requested. Request quotes when necessary.•Assist with registration, travel, catering, and logistics for off-site conferences and meetings.•Answer all incoming calls, take messages and forward via email; buzz visitors/deliveries in.•Submit PO’s via Dropbox for approval, order all office/kitchen supplies on-line.•Complete expense reports for CSO and CFO as requested.•Process FedEx shipping requests for the lab or office as requested.•Assist with Facilities questions, submit to landlord when appropriate, schedule equipment maintenance as needed. Maintain office keys/distribution.•Print/fold/staple marketing materials for investor meetings or conferences. •Coordinate office events such as Pirate Outing, team luncheons and annual Holiday dinner.•Complete & track required approval forms for new positions.•Enter job postings on LinkedIn, Indeed, PTC, Handshake, etc. •Download resumes into local folders for review by hiring manager.•Phone screen candidates when requested.•Coordinate and schedule candidate interviews with management and staff.•Assist w/candidate travel arrangements when necessary.•Enter, submit & track background checks via Justifacts.•Manage new hire on-boarding; send offer letter w/required forms and documents. Conduct new employee orientation to complete all necessary paperwork for payroll and internal records.•Scan and file all documents. Forward appropriate forms to payroll and benefits administrator for processing. Enter employee info on Guardian portal for Dental/Vision/LTD/STD.

Greater Pittsburgh Area

Payroll •Process weekly timesheets in eBillity TimeTracker by checking and tracking they are submitted correctly, make necessary corrections or email employee to make correction. •Forward to COO for approval and once approval received manually approve each timesheet. •Run & print eBillity reports, review for accuracy again, make adjustments, run Sync to QuickBooks and finally run/print QB reports.•Process monthly payroll for 50+ employees in QuickBooks Assisted Payroll. First, print QB reports needed to run payroll, begin payroll process and open each employee file to check against reports for correct pay period hours, make any benefit changes, or other adjustments required.Human Resources•Manage new employee on-boarding by conducting orientation and completing an extensive on-boarding checklist covering all necessary forms, documents, emails, property, QB set-up, benefits, IT and procedure training.Executive Administrative •Oversee the Travel Request process by receiving the initial request, forwarding for approval and then completing, reviewing and finalizing the Travel Reimbursement forms once submitted. •Enter all travel expenses in QuickBooks including credit card charges.•Manage office supply inventory and place the necessary orders through purchasing department.•Oversee maintenance of office copiers. •Currently acting as Receptionist, answering phone, getting up to let all visitors in as front door is always locked. •Sign in guests and provide appropriate badge. •Offer coffee or water and get if requested.

Greater Pittsburgh Area

•Manage and maintain Executive schedules via Outlook•Coordinate travel, executive appointments and meetings•Screen phone calls, emails, mail and visitors•Route or resolve information request•Make updates and data exports to SalesForce as needed•Collaborate with Parent Company to support corporate initiative related to HR,Accounting, facilities and other areas•Provide some bookkeeping and expense management•Order and maintain office supply inventory•Manage trade show logistics in support of sales team•Assure that office space was kept neat and orderly•Perform other duties as requested by staff•Provide phone and email support for two software products by assisting to answer their inquiries and resolve any issues. Received 2015 4th Quarter “Rapid Reward”

Greater Pittsburgh Area

•Provide Office Manager with assistance in processing all client requests/issues •Monitor daily client back-ups and support email inbox•Create/update service tickets and schedule monthly maintenance with clients•Maintain Outlook calendar•Order and track parts, prepare invoicing for payment•Create proposals•Establish social media presence and research potential new client base.

Greater Pittsburgh Area

•Manage all aspects of two retail stores•Dealt with all customers and vendors•Established marketing materials and campaigns•Bookkeeping in QuickBooks and processed payroll and taxes •Purchased all supplies, equipment and inventory •Operation of Freeze-dry equipment•Floral design work and assembly of keepsake enclosures

Greater Pittsburgh Area

•Supervision of front desk and support administrators•HR including new hire orientation and associate database maintenance•Facilities management including coordination of on-site vendor programs•Purchasing and accounts payable•Timesheet & project # database administration•Local Environmental Health & Safety representative•Administration of WEDNET PA training program•Organize company functions such as picnic & holiday partyAccomplishments:•Created a completely new associate orientation manual.•Implemented a frozen food service at no cost to the company to provide healthy meal choices for associates working through lunch or dinner. The program received high praise from management.•Consolidated refreshment services under one vendor and saved the company approximately $1800 annually.•Successfully completed ISO Auditor training and received certification.

Greater Pittsburgh Area

Administrative•Handle President’s schedule, coordinate meetings, appointments and conf. calls•Make complex travel arrangements for business, personal and family•Research and coordinate two off-site strategic planning meetings a year•Preparation, coordination and creation of board books for quarterly Board meetings•Prepare President’s expense report; make bank deposits; process incoming mailPayroll•Payroll administration through ADP, including new hires and termination’s•Rate increases, 401K changes, tax jurisdictions, insurances, car allowances,•Generate reports for 401K and credit union•Prepare and submit quarterly local tax returns•Coordinated spin-offs of two additional company codes•Trained new personnel on ADP system; suggested initiation of payroll users group within the company.Accomplishments:•Successfully handled transition of payroll responsibilities with no prior experience and minimal training.

Greater Pittsburgh Area

•Create correspondence, reports, databases, presentations, tables & forms using numerous software applications•Scheduled appointments/meetings for mgmt as requested•Worked w/vendors to evaluate products or services for cost effectiveness & made appropriate recommendations to mgmt•Coordinated training, maintained training database•Supervised support staff & temporary clerical help•Maintained, updated & organized office technical library•Facilities management, including maintenance, upgrades of phone & voice-mail systems•Conference room scheduling & special equipment needs•Travel arrangements; file management; coordinated off-site storage requests.Accomplishments:•Successfully directed all aspects of office move/expansion. Dealt directly w/landlord & contractors regarding details of build-out and move. •Participated on TQM/TSO committee to develop mail/routing procedures & policy.•Streamlined the library system by developing a detailed publications list & routing labels.•Assisted in coordinating the installation of a new phone system in January 1992•Trained staff on the use of this sophisticated system, including voice mailHuman Resources•Responsible for conducting new hire orientation & training•Developed & maintained Affirmative Action Plan for compliance•Processed forms for annual reviews & salary increases•Tracked incoming resumes, coordinated candidate interviews, maintained Applicant Flow Chart•Maintained employee database & personnel files•Coordinated employee service awards•Generated monthly reportsAccomplishments:•Successfully completed two PennDOT Desk Audits. Awarded full compliance.•Established Referral Source network as part of Affirmative Action/EEO Plan.•Developed a complete employee records system for personnel files by adapting special folders. •Developed a more efficient procedure for handling resumes by creating a resume log andtracking system. •Successfully assisted Boston project office with EEO Compliance Review.