Heena Kauser

About the Candidate

Heena Kauser
Office Manager heenakauser02@gmai.com, 6478505517 www.linkedin.com/in/heena-k-559782215
Professional Summary
Visionary Office Operations strategist with over a decade driving efficiency and profitability across diverse sectors. Proven leader adept at optimizing workflows, slashing costs, and building high-performing teams. Excels in leveraging data for strategic decision-making and implementing scalable process improvements. A results-obsessed professional ready to deliver immediate, measurable impact.
Achievements
• Negotiated vendor contracts, achieving significant overhead cost savings and reducing supply costs by 15% annually.
• Streamlined workflows (e.g., documentation, invoicing, patient data), boosting efficiency by up to 70% and cutting invoice processing time in half. Implemented a Digital Document Management System.
• Managed and cross-trained administrative teams (up to 8 staff), improving service coverage by 40%. Led end-to-end recruitment, filling roles 2x faster.
• Resolved 95%+ of pre-distribution quality issues; enhanced safety protocols, increasing compliance by 25%.
• Recommended and implemented software solutions (e.g., Jobber) yielding projected 60% profit increase.
• Coordinated 10+ high-impact corporate events and facilitated key stakeholder meetings.
• Managed budgets, expense reporting (100% accuracy), and account reconciliation; secured 20% reduction in supply delays.
Core Competencies
Strategic Operations Management | Process Optimization | Budget & Expense Control | Vendor Negotiation & Management | Team Leadership & Development | Project Management | Data Analysis & Reporting | Confidentiality & Compliance | Stakeholder Communication | Workflow Automation | Inventory Management | Executive Support
Professional Experience
DECIEM INC., Toronto, ON
Global Executive Assistant/Office Administrator (R&D) | 04/2023 – Present

• Revolutionized R&D material/sample tracking for real-time accuracy; optimized inventory/storage for enhanced accessibility/compliance.
• Elevated onboarding experience, boosting team engagement and retention.
• Controlled lab/R&D supply procurement and expenses; achieved 20% reduction in supply delays via proactive vendor management.
• Provided strategic administrative support to Legal, Finance, and Global R&D; reported KPIS/NPD costs with zero discrepancies.
• Coordinated high-impact corporate events (10+) and executive meetings.
• Managed full-cycle procurement and vendor communications for lab materials, equipment, and finished goods, ensuring accurate order fulfillment and on-time delivery for multiple departments (SLT, R&D, Brand, Sci Comm).
Maintained monthly KPI and NPD cost sheets and lab expense reports with zero discrepancies, improving financial tracking and enabling proactive budget decisions.
• Spearheaded the reorganization of key inventory and storage rooms, significantly improving operational flow and reducing downtime in testing and sampling cycles.
• Owned the calibration and compliance schedule for all lab equipment and ensured meticulous documentation for audits and internal controls.
• Developed onboarding materials and welcome kits for new hires, managed lab coat rotations, and organized team events, boosting morale and promoting a cohesive work culture.
• Coordinated with 3PL partners for timely shipping/receiving of samples, raw materials, and bulk inventory, ensuring lab readiness and preventing supply disruptions.
• Managed NDA processing and vendor onboarding workflows, accelerating external collaboration and ensuring legal compliance.

Office Administrator – Quality Control
DECIEM INC | Toronto, ON | 08/2022- 03/2023
• Managed raw material and bulk product inventory, ensuring accurate documentation and integration of data.
• Created invoices and purchase orders, tracked supplies, and organized documents in digital archives.
• Enhanced operational efficiency by coordinating with internal departments and external vendors.
• Improved product quality by maintaining accurate COA records and performing systematic quality checks.

Administrative Manager | 05/2022 – 08/2022
Cardiacare Diagnostic Services, Toronto ON
• Directed operations in a high-volume cardiac diagnostic clinic, managing daily activities for multiple physicians, technicians, and admin staff to ensure seamless coordination of patient care and diagnostics.
• Oversaw all facets of doctor’s office management, including patient flow, appointment scheduling, resource allocation, and technician coordination, resulting in a 25% boost in operational efficiency.
• Led an 8-member administrative team, implemented cross-training programs, increasing service coverage by 40% and improving internal workflow adaptability.
• Supervised the handling, distribution, and secure archiving of cardiac diagnostic reports (e.g., ECGs, stress tests, echocardiograms), ensuring 100% compliance with healthcare regulations and privacy laws.
• Accelerated recruitment timelines by 2x through streamlined hiring and onboarding practices while reducing administrative bottlenecks.
• Spearheaded equipment tracking, maintenance schedules, and vendor coordination, minimizing equipment downtime by 30%.
• Negotiated vendor contracts, securing 15% annual cost savings on medical supplies without compromising quality or availability.
• Optimized scheduling systems, reducing patient wait times and improving patient satisfaction metrics through data-informed adjustments and continuous process improvements.
• Facilitated the integration of legacy and new patient data systems through EMR, safeguarding data integrity and enhancing real-time access for physicians and technicians.
• Acted as the primary liaison between doctors, staff, and patients to ensure a cohesive, high-performance environment centered on care, accuracy, and professionalism

Office Administrator | 01/2022 – 05/2022
Capital Plumbing and Heating, Toronto, ON
• Streamlined office operations, records management, and project tracking.
• Implemented Digital Document Management System (Jobber) for improved efficiency.
• Recommended software yielding projected 60% profit increase.
• Optimized invoice processing and account reconciliation; automated routine tasks, boosting overall efficiency by 70%.
• Tracked, Documented and improvised the Technician’s data Through Jobber software for reporting, saving the time by 50% in operational efficiency.

Quality Inspector | 03/2019 – 11/2021
Cosmetica Laboratories Inc., Toronto, ON
• Resolved 95%+ of pre-distribution quality issues; enhanced safety protocols, increasing compliance by 25%.
• Documented production activities and communicated findings to leadership.
• Ensured packaging accuracy and quality standards compliance; conducted inspections and sampling.
• Collaborated cross-functionally to resolve quality issues and maintain consistent product standards.
Front Desk Receptionist & Office Coordinator | 02/2016 – 01/2017
Guardian Pharmacy Walk In clinic, Scarborough, ON
• Delivered exceptional customer service and managed patient records/scheduling.
• Streamlined patient data management using e-clinical software (PS Suite).
• Ensured a professional and welcoming front office environment.

Community Engagement
• Volunteer as a Resource Centre Administrator at East Scarborough Storefront

Toronto District School Board – Model School Parent Ambassador

• Saint Margaret’s Public School, Toronto, ON | CERTIFIED PTA Member.
• Key liaison between families and school administration, fostering parental engagement and contributing to school council.

Education
• Master of Arts, English | Women’s College
• Bachelor of Arts, English Literature | Karim City College
• Office Administration | CJ College
• People Management & Health and Safety | Canadian Red Cross & CIMT College
• Communicating in the Canadian Business Environment | Centennial College

Certifications
• Business Analysis
• Google Certified Trainer
• HR & Management Certifications | SHRM-CP | HRCI
• Certified Positive Psychology Coach
• Data Analysis and Business Analysis
• Human Resource Management Safety and First Aid
• Communicating in Canadian Business Environment
• Toronto District School Board – Parent Ambassador
• Community Engagement

Software Skills

• GMP Knowledge and Training
• Medical Software Proficiency – PS Suite, EMR
• Advanced Microsoft Office Skills
• Coptis
• Jobber
• SAP Concur