Summary
Overview
Work History
Skills
Awardsvolunteerwork
Timeline
Hi, I’m

Dee Santoro

Vancouver,BC
Dee Santoro

Summary

Experienced Operations and Office Manager

Multi-talented and collaborative administrative manager focused on business efficiency and operational improvements. Dedicated and decisive leader with strategic and forward-thinking mindset offering several years of experience. Analytical problem-solver and persuasive communicator with talent for creative solutions.

Overview

20
years of professional experience

Work History

RL Prosperity
Vancouver, Canada

Business Operations and Administrative Manager
06.2022 - Current

Job overview

  • Overseeing daily office operations and ensuring efficiency and productivity within the office environment
  • Managing office supplies, equipment, and inventory to meet the needs of the team
  • Supervising administrative staff and delegating tasks as needed to maintain workflow
  • Coordinating schedules, appointments, and meetings to optimize the use of time and resources
  • Handling incoming and outgoing communication, including emails, phone calls, and mail, in a professional and timely manner
  • Maintaining office policies and procedures and ensuring compliance with company guidelines and industry regulations
  • Assisting with human resource functions such as onboarding new employees, managing employee records, and coordinating training sessions
  • Acting as a liaison between staff members, management, clients, and vendors to facilitate effective communication and resolve any issues that may arise
  • Managing budgets, expenses, and financial records to support financial planning and reporting requirements
  • Implementing technology solutions and software systems to improve office efficiency and streamline processes in accordance with industry best practices
  • Develop and implement business strategies to achieve company’s goals
  • Build and maintain relationships with clients, brokers, and partners
  • Oversee daily operation to ensure efficiency and compliance with regulations
  • Implement best practices and streamline processes for operational excellence
  • Foster a positive work environment and promote professional development
  • Ensure the team adheres to company policies and industry regulations
  • Resolve complex customer issues and handle escalations.

Newmark Canada
Vancouver, Canada

Senior Business Operations Manager
12.2018 - 05.2022

Job overview

  • Development of short and long-term goals and objectives for the national operations and annual budgets
  • Participates in administering Company policies, procedures, processes, and programs
  • Ensures that all national activities and operations are carried out in compliance with company policy and procedures, and with local, provincial, and federal regulations and laws governing business operations
  • Recruits, interviews, and selects employees to fill vacant staff/administrative positions
  • Plans and conducts new employee and new salespeople orientations to foster a positive attitude toward Company goals
  • Maintain records of personnel transactions such as hires, promotions, transfers, performance reviews, terminations, and ensure that salespeople are properly licensed
  • Prepare employee contracts, offer letters, separation notices, and related documentation
  • Liaise with external auditors to provide deal information and resolve matters
  • Review and analyze sales activities, revenue and expenses, operational practices, and forecast data to determine progress toward stated goals and objectives
  • Conducts studies of work problems, procedures, and processes to ensure a high level of operational effectiveness
  • Directs the accounting and bookkeeping activities within the national operation
  • Ensures that records are properly maintained for all financial transactions, and all books are balanced to show data, such as cash receipts and expenditures, accounts payable and receivable, profit and loss, general ledger accounts, and other items pertinent to the operation
  • Analyze financial information detailing assets, liabilities, and capital
  • Review balance sheets, profit and loss statements, and other reports to summarize and report on the current and projected financial position of the district operation
  • Ensure that all sales commissions and fees are processed according to the standard Company policies and procedures and provincial regulations
  • Provides written status reports for all salespeople regarding the recording and tracking of their commissions, expenses, and recoveries
  • Track and monitor all compliance related documents, ensuring that all Salespeople and revenue producing professionals are always properly licensed and within Company compliance requirements
  • Coordinates the implementation of a listing system for tracking and monitoring all exclusive listings ensuring that each listing has an established marketing budget
  • Assists as necessary with the use of effective marketing programs, such as advertising, signage, and client entertainment, in accordance with the district’s goals and objectives
  • Consults with vendors and analyzes vendor pricing and services to ensure that the operation is obtaining the best products and services for the least amount of money possible.

Boeing Vancouver
Richmond, Canada

Coordinator – Compliance & Supplier Mgmt.
08.2016 - 08.2017

Job overview

  • Draft various agreements including contracts, addendums, non-disclosure agreements etc.; review and negotiate contract terms with vendors
  • Assist with collecting information and putting together assessment packages for the Designated Official Coordinate, track, and report on departmental work plans and business priorities; draft, prepare, and maintain and update SharePoint sites
  • Oversee the Supplier Management program: Work with Resource Management to onboard Contractors
  • Review requisitions, obtain quotes, Statements of Work, Addendums, Change Requests, and Issue Purchase Orders
  • Report monthly SMP figures, KPIs and expiring contracts
  • Facilitating Supplier Bids, Evaluation and the RFx Process
  • Contract administration which included maintaining CMS, running reports, and performing monthly reconciliations
  • Obtain Intellectual Property & Confidentially Agreements
  • Review publications and identify Intellectual Property infringements
  • Conduct Internal Audits and Assessments
  • Function as the department focal point on a variety of inquiries and information requests.

Metro Vancouver
Burnaby, Canada

Program Manager – Purchasing & Risk Management
08.2011 - 08.2016

Job overview

  • Delivered reports with a high degree of proficiency on behalf of management; compile key pieces of information and draft presentations
  • Liaised and coordinated with Client Departments, Contractors, and Consultants to obtain documentation Provided administrative support for Competitive Bidding Processes (i.e
  • Tenders, RFPs, RFQs, SOAs), assigned RFx numbers, created electronic folders and maintained tracking log Responsible for writing Committee and Board Reports and obtaining input from the General Managers for the subsequent Meetings Reviewed and processed any contract amendment over $500k
  • Performed routine procurement duties such as issuing Purchase Orders, maintaining vendor information, secondment agreements, standing offers, Tender and RFP documents etc
  • Oversaw vendor relationships and database maintenance Assisted members of the public with inquiries related to bidding opportunities
  • Managed day-to-day operations
  • Developed, improved, and oversaw the management of administrative duties; managed special projects, campaigns and internal events for the office
  • Provided leadership to others in the form of guidance and direction on interpretation and application of organizational policies and procedures as well as the exchange of information to others internal and external to the organization
  • Supervised the work of eight (8) subordinates engaged in clerical and office support tasks and coordinated staff scheduling and coverage
  • Oversaw corporate-wide pool car, audio-visual equipment bookings and over 600 Purchase Cards Monitored departmental budget expenditures and assisted in the preparation of the annual budget
  • Maintained and reconciled monthly credit card transactions and expense reports Oversaw the mailroom responsible for corporate wide mail and courier delivery
  • Provided confidential administrative assistance and support to five (5) Managers within the Division including preparation of reports, agendas, presentations, minutes, procedural manuals etc
  • Composed, edited and formatted correspondence and document templates
  • Responsible for ensuring the division followed records management procedures, including compliance with the Records Classification and Retention Schedules; provided records management training to all staff as necessary Recorded, typed and distributed minutes and follow up on action items as required
  • Prepared reports and presentations for management as necessary Responsible for maintaining an inventory of supplies and materials
  • Completed purchase requisitions for approval and ensured invoices were authorized and submitted for payment.

Scotia Dealer Advantage
Burnaby, Canada

Business Analyst - Communications & Training
11.2008 - 05.2011

Job overview

  • Seconded to work on a specialized project as a Subject Matter Expert to address and resolve audit issues
  • Knowledgeable focal point regarding employee engagement; preparing and delivering packages and reports to clients; liaising between candidates, clients, and colleagues
  • Responsible for contributing to the successful completion of assigned projects including scheduling, monitoring, and implementing key controls
  • Responsible for providing management oversight by aiding with the development of policies, procedures, and supporting documents and provided input and support into the development of a repository (document library) to house the materials
  • Responsible for providing training support and delivery (via training sessions and presentations) to the organization Responsible for capturing and documenting all Retail Lending processes via process flows
  • Responsible for providing management oversight via quality assurance reviews and reporting.

Scotia Dealer Advantage
Burnaby, Canada

Acting Manager & Supervisor, Dealer Funding & Shared Services
01.2005 - 11.2008

Job overview

  • Audited contract agreements for compliance prior to funding; investigated fraudulent activity
  • Built solid relationships with dealer partners and trained/coached staff to follow suit
  • Trained, managed, and evaluated twenty (20) employees at Head Office and another ten (10) employees in the Quebec office Provided ongoing coaching and mentoring to all employees
  • Provided career progression opportunities to eligible employees
  • Developed metrics to measure productivity and departmental effectiveness
  • Responsible for monitoring the department budget and planning annual budget
  • Researched, compiled and analyzed a variety of statistics and information for reports; ensured the maintenance and control of a variety of office, records, contracts, files etc.

Skills

  • Leadership and Management
  • Policy, planning, and strategy
  • Teamwork
  • Problem Solving
  • Attention to Detail
  • Develop, implement, and review policies and procedures
  • Budgeting, reporting, planning, and auditing
  • Autonomy
  • Legal and regulatory compliance
  • Critical Thinking
  • Conflict Management
  • Self-development
  • Networking

Awardsvolunteerwork

  • Volunteered with ‘Street Sisters’; we made and deliver fresh meals to women living in shelters.
  • Received “Leadership in Action” award from Boeing.
  • Coaches Pick (Employee of the Month) recipient- six (6) years consecutive at Scotia Dealer Advantage; recipient of Scotia bank’s nationwide “Best of the Best” award two (2) years consecutive.
  • Volunteered with the Canadian Cancer Society for four (4) years.
  • Volunteer with United Way for six (6) years.
  • CFO (Chief Fun Officer) Volunteer at Scotia Dealer Advantage.
  • Volunteer Applause Champion (Nationwide Recognition Program within Scotiabank).

Timeline

Business Operations and Administrative Manager

RL Prosperity
06.2022 - Current

Senior Business Operations Manager

Newmark Canada
12.2018 - 05.2022

Coordinator – Compliance & Supplier Mgmt.

Boeing Vancouver
08.2016 - 08.2017

Program Manager – Purchasing & Risk Management

Metro Vancouver
08.2011 - 08.2016

Business Analyst - Communications & Training

Scotia Dealer Advantage
11.2008 - 05.2011

Acting Manager & Supervisor, Dealer Funding & Shared Services

Scotia Dealer Advantage
01.2005 - 11.2008

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Dee Santoro