Colleen Rose O'Dell Email & Phone Number

United States

Boston, Massachusetts, United States

Boston, Massachusetts, United States

• Provide fully rounded support to the CEO and President of the company. • Extensive calendar maintenance and scheduling including proactively identifying conflicts and finding solutions, booking meetings, etc. • Take initiative on identifying items to be done and presenting ideas and solutions for completion without being asked. • Serve as the point of contact for executives for scheduling, travel, etc. • Work with all other departments in the company including HR, Marketing and Finance to work on a variety of projects. • Handle confidential information with discretion daily. • Strategically support the CEO and President of the company.• Gather and submit information for expense reports.• Travel research and planning.• Preparation of proposals, letters, emails and other forms of correspondence. • Assist with some personal tasks for executives. • Preparation of slides and materials for annual Company Executive meeting. • Event planning including internal meetings and events as well as organization for employee participation in outside events such as charity golf outings and more. • Work in role that is consistently growing and changing, where new tasks are added regularly.

Boston, Massachusetts, United States

• Handle incoming calls, greet any visitors, and open, sort and distribute incoming messages and correspondence• Administer all incoming payments and tracking of AR and Paid invoices• Manage travel and expense reports for the Boston Office Team members• Submit requests for sub-contractor payments and payments of any other office bills• Order office supplies and handle shipping• Assist with travel planning and track mileage and other billable client expenses• Special projects as needed including updates on the status of the Office’s largest jobs and outstanding payments to be collected• Identify ways to improve upon current processes to become more effective and accurate• Submit monthly summary of billing and any necessary adjustments to previous months• Work with supervisor to submit monthly payroll to the head office

Boston, Massachusetts, United States

• Handle incoming calls from clients, vendors, owners, etc. • Maintain files for all transactions including financial information• Met with clients virtually and in person for showings of sales and rentals, open houses and facilitate negotiations• Processed all paperwork from beginning to completion of each transaction• Handle multiple competing priorities and able to multi-task• Prepare purchase agreements, rental agreements, deeds, and other documents• Review purchase agreements to ensure terms are met• General office tasks including calendar maintenance, correspondence, etc.

Boston, Massachusetts

Maintain a thorough knowledge of client terms, discount arrangements, lawyer and client preferences while ensuring:a.Invoices are issued timely and accurately, inclusive of client terms and discountsb.Best practices are used to create, present and distribute pro formas and client invoicesc.Compliance with firm and outside counsel guidelines is maintained- detailed review of contractsd.E-invoices are submitted on a timely basis with all necessary supporting documentation2.Manage the unbilled inventory for an assigned group of lawyers:a.Ensure consistent and regular communication with lawyers regarding aged balanceb.Leverage secretaries and firm management to escalate problem accountc.Make recommendations for write-offs of aged or disputed balances where appropriate3.Respond to information requests from lawyers, clients and administrative staff related to inventory levels, time and cost entries, billing reconciliations, outstanding receivables and unapplied cash4.Communicate firm policies and guidelines to lawyers and clients as appropriate5.Support client and partner requests for accrual information6.Produce and distribute standard unbilled proformas which recap client/matter time and disbursements7.Analyze short paid invoices and determine the correct course of action to resolve8.Utilize firm standard reporting tools to respond to requests for information, particularly Excel and BRL dashboards9.Assist with the application of unidentified cash receipts, ensuring prompt resolution;10.Assist timekeepers and secretaries with diary entry issues and transfers between matters.11.Ensure that requests for alternative fee arrangements are communicated to the Pricing Committee for review and ultimate disposition;12.Maintain documentation of procedures, deadlines, and other client and lawyer preferences related to billing and collection;

Boston, Massachusetts

*Maintain a thorough knowledge of client terms, discount arrangements, lawyer and client preferences while ensuring:a.Invoices are issued timely and accurately, inclusive of client terms and discountsb.Best practices are used to create, present and distribute pro formas and client invoicesc.Compliance with firm and outside counsel guidelines is maintainedd.E-invoices are submitted on a timely basis with all necessary supporting documentation2.Manage the unbilled inventory for an assigned group of lawyers:a.Ensure consistent and regular communication with lawyers regarding aged balanceb.Leverage secretaries and firm management to escalate problem accountc.Make recommendations for write-offs of aged or disputed balances where appropriate 3.Respond to information requests from lawyers, clients and administrative staff related to inventory levels, time and cost entries, billing reconciliations, outstanding receivables and unapplied cash4.Communicate firm policies and guidelines to lawyers and clients as appropriate5.Support client and partner requests for accrual information6.Produce and distribute standard unbilled proformas which recap client/matter time and disbursements7.Analyze short paid invoices and determine the correct course of action to resolve8.Utilize firm standard reporting tools to respond to requests for information, particularly Excel and BRL dashboards9.Assist with the application of unidentified cash receipts, ensuring prompt resolution;10.Assist timekeepers and secretaries with diary entry issues and transfers between matters.11.Ensure that requests for alternative fee arrangements are communicated to the Pricing Committee for review and ultimate disposition;12.Maintain documentation of procedures, deadlines, and other client and lawyer preferences related to billing and collection;13.Provide audit letter assistance to lawyers and secretaries by quickly responding to requests for period-ending balances.

Rochester, New York Area

1. Process daily foreign vendor imports, research and resolve any inaccuracies or errors in the importing process2. Import weekly staff travel charges3. Import and reconcile multiple USPTO accounts. Follow-up on any discrepancies. 4. Prepare Journal entries5. Daily bank deposits, research as needed regarding deposits6. Thorough knowledge of the expense approval process for all levels of staff and daily monitoring of submitted expenses to verify that policies are being followed. Educating staff on various policies to ensure a thorough understanding. 7. Purchasing card administration and reconciliation of accounts8. W-9 verification and resolution9. Weekly foreign vendors payment10. Administering former partner pension payments

1. Prepare and distribute monthly pre-bills to 20+ assigned billing partners and associates2. Process edits, transfers, adjustments, and electronic filing of monthly bills3. Provide billing research for current and past bills4. Monitor all work-in-progress (WIP) and assist billing attorneys with minimizing unbilled WIP5. Conduct detailed analysis of accounting and billing issues to reconcile any discrepancies6. Work cooperatively with collections and assist with account receivable issues to minimize credit balances7. Answer and respond to billing questions promptly8. Provide back-up assistance as needed and other duties as assigned9. Prepare, edit, and assist with reporting for matter plans to increase reporting standards for clients10. Assist with requests for proposals to ensure completion and efficiency in response for current and prospective clients

Rochester, New York Area

Ensure the successful operations of the mediation practice by handling all aspects of scheduling, billing, website maintenance, and record keeping for this aspect of the firm. 1. Arranged domestic and international travel.2. Heavy calendar scheduling and maintenance. 3. Coordination of all correspondence and administrative tasks for the Fair Election Practices Committee. 4. All daily accounting tasks including accounts payable, accounts receivable, and monthly general ledger balancing for all accounts. 5. Work on estates from initial client meetings through to the final wrap up of the estate. This includes asset liquidation, knowledge of completion of all applicable surrogates court paperwork, and any other necessary steps. I take pride in assisting our clients in navigating through the formal estate process during a difficult time in their lives and making the experience as simple and streamlined as possible for them.6. Preparation and execution of Last Will and Testaments, Power of Attorney, and Living Will and Healthcare Proxies.

Bachelor'S Degree, Business/Commerce, General

Study Abroad Program, Business

Summer Study Abroad Program