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Posted : Saturday, August 10, 2024 01:25 PM
Accomplished Administrative Assistant with a track record spanning 18 years, adept at overseeing diverse business office operations and delivering comprehensive support to both staff and clients.
Eager to leverage my keen attention to detail, versatile nature, and expertise in Business Office Technology to meet the specific requirements of your organization.
Fluent in both Spanish and English OBJECTIVE: Actively pursuing a role that leverages my skill set and offers a pathway for professional development and career advancement.
ADDITIONAL SKILLS: Proficient in multitasking with meticulous attention to detail, adept in utilizing Microsoft Excel, Word, and basic Microsoft Access, as well as Outlook, with a 10-key speed of 35-40 words per minute.
Skilled in working with Goldmine Databases, Wranggle, and Acts, and possess familiarity with Quickbooks, American Contractor, the Zultys phone system, and Payroll4Construction.
com.
Quick learner who excels with minimal supervision.
Summary of Qualifications - Over 18 years of extensive experience.
- Exceptional capacity to address customer inquiries with professionalism and promptness.
- Proficiency in managing multiple tasks concurrently.
- Demonstrates responsibility, reliability, and self-motivation.
- Skillful in task prioritization.
- Adept at managing diverse personalities and handling various situations with tact, discernment, and composure.
- Capable of independently executing secretarial and clerical tasks swiftly and accurately, without the need for constant and immediate supervision.
- Apt at quickly comprehending, interpreting, and effectively applying policies, procedures, and resolutions - Proficient in discerning the priority of multiple assignments.
- Exceptional interpersonal, communication, and organizational aptitude - Established track record of engaging and assisting the general public in a dynamic, service-focused setting.
- Robust analytical and problem-solving capabilities.
- Proficient in exercising independent judgment, discretion, and initiative to resolve issues and formulate solutions.
- Exhibited advanced proficiency in a range of computer software applications and possesses fluency in standard office software packages, including Microsoft Office (Excel, Word, and Outlook) HeroMaid, LLC, Santa Clara, CA (Remote)- 2016 - 2021 Executive Director of Operations -Handle all incoming emails -Handle all incoming calls -Handle all customer related questions/comments/issues -Handle all employee related questions/comments/issues -Handle all new bookings of customers -Handle all existing bookings of customers -Assign workers to bookings -Inform all workers of their schedule and any notes per said customer -Handle all new hires -Handle all layoffs -Implement new policies and procedures -Responsible for all employee gatherings/meetings -Responsible for all HR matters -Responsible for all employee time cards/checks -Responsible for all employee time off request -Inform owner of total amount for checks each pay period -Handle all payroll and checks distributions Lilac Management Group, Sunnyvale, CA (contract position) -2016 - 2016 Property Manager -Open the office -Reply to emails accordingly -Respond to voice messages accordingly -Walk the property and take notes of any issues around the property -Document any issues to provide to HOA Take notes of any city festivals or ordinance taking place to put into the monthly newsletter -Contact any vendors for any issues at the property that may require attention -Supervise maintenance workers so that all work orders are responded to in a timely manner -Resolve any issues within tenants -Respond to any vendor invoices -Help tenants reserve the clubroom for any personal events -Make sure all contracts with vendors are up to date including insurance -Handle any miscellaneous task that may arise New Sky Tree Service, San Jose, CA (contract position) 2016 - 2016 Office Manager -Take care of the day to day functions in the office -Open the office -Respond to emails -Check all phone systems -Prepare bids using online QB -Track all estimates and sales by Excel -Handle all incoming and outgoing calls -Prepare safety meetings -Hire new employees -Handle terminations -Check all incoming mail -Handle insurance information required -Take care of office supplies -Handle all receipts of field workers -Proper filing -Track all purchases handled by company credit cards -Pay invoices -Prepare applications for various city business licenses -Close open bids -Conduct employee performance/evaluations Golden Gate Mechanical –(contract position) 2016 to 2016 Administrative Assistant -Create new service request orders -Handle all technicians’ timecards -Handle all technicians’ credit card & gas receipts -Assist in payroll -Receive all incoming checks (AR) -Complete deposits at bank -Create invoices -Enter all incoming invoices in our system (AP) -Create invoices for all our preventative maintenance work -Complete job cost reports -Order office and breakroom supplies -Handle all incoming calls -Set up new accounts in our system -Open office -Respond to emails in a timely manner -Keep office area clean -Maintain on call log -Handle all collections -Receive all deliveries -Distribute mail accordingly Planet Orange – (contract position) 2015 to 2016 Customer Service -Answer calls on Zultys phone system and transfer to correct department/individual -Print out daily prior day call reports for all employees -Take inventory of office supplies -Order office supplies -Create Excel spreadsheet for reports by department and individual for- -Inspection -Customer Satisfaction -Sales -Customer Service -Termite Service -Operator Calls iNDX Lifecare – 2012 – 2015 Front Office Manager -Main point of contact -Open office -Respond to all emails from vendors to clients to employees -Create purchase orders -Track and handle all company expenses -Track and handle all employee reimbursements and expenses -Track and handle all employees hours for the month -Track all invoices from vendors and submit to accounting twice a month -Handle all company purchases -Maintain meetings and events -Maintain CEO’s business cards on excel -Handle CEO’s traveling -Handle CEO’s calendar -Handle all limo pickups for clients from airport -Stock and maintain breakroom supplies -Stock and maintain lab supplies -Run office errands when necessary -Maintain office needs (such as handyman work) -Track and maintain calendar events -Point of contact with all vendors -Handled hiring onboarding confidential documents -Enter invoices in Quickbooks -Receive payments from customers in Quickbooks -Bank in Quickbooks Diversified Building & Electric Co, Inc.
- 2011 - 2012 Executive Admin -Main point of contact to president and office manager -Run payroll with “Payroll 4 Construction” software -Have monthly report progress due for each union hall -Have certified payroll done each month -Import all invoices into Quickbooks -Write personal and business checks out from Quickbooks -Keep track of office managers and presidents personal and business accounts on Quickbooks -Handle all incoming mail -Take care of all filing -Take care of all Fedex printing labels for outgoing mail -Main support for bilingual assistance -Answer, and screen all incoming calls -General office duties Lelo, Inc.
2008 - 2011 Administrative Assistant / Processing Department Manager - Open the office - Check phone Messages.
Distribute messages accordingly - Check all emails and respond accordingly and in a timely fashion -Main person of contact to distributors for Director of Sales and Marketing - Handle customer care emails and any issues of products and orders made online - Handle any issues of replacements for customers or distributors and retail shops - Process all in incoming orders - Keep an alpha folder for all clients requesting orders - Process all defective/ returns and keep a log of all - Stock office orders of office supplies and Costco for break room - Assist in hiring department -Assist in accounting - Handle all shipping/receiving as well as any issues pertaining to lost or wrongful shipped issues Saama Technologies Inc.
2006 – 2008 Receptionist / HR Admin -Fill up the break room with appropriate supplies.
-Water plants -Clean up the common area -Receive all guests with a smile and a pleasant greet.
Inform the correct person -Keep all cubicles clean -Answer multi phone lines and transfer appropriately.
-Distribute mail accordingly -Arrange all chairs in conference rooms and clean all white boards daily.
-Preparing welcome board for special guest -Track petty cash log -Write a status report on a daily basis and submit weekly once to HR manager.
-Locking all doors before leaving for the day -Update all invoices in accounting tracker -Update all employee expenses in accounting tracker -E-deposit all checks received daily.
-Order office supplies on a bi-weekly basis.
-Order break room supplies when needed -Order team lunches when needed -Update credit card receipts tracker -Keep birthdays posted monthly in lobby -Clean refrigerator every Wednesday -Prepare welcome kits for new hires -Prepare exit kits -Prepare all immigration documents needed for respected persons and their families.
(e.
g H1, L1,B1 and EAD) Clean Innovation Corp 2005 -2006 Sales/Marketing/HR Admin/Receptionist - Called merchants in Major Metro areas to set appointments for viewings of buildings for facility maintenance work.
- When setting appointment (for quality) had to make sure we had: -Correct decision maker -Confirm address and time of appt -Size of building -Number of employees - Handled multi phone lines - First point of contact - Build spreadsheets on excel - Prepare proposals - Translate to janitors on a day to day basis - Hand out checks - Prepare and schedule meetings - Schedule and call janitor workers for their shift - Check database for Employee concerns and address the issues - Attend walk troughs of buildings and meet with the Director of Facilities - Help and attend in expo shows Solyndra Inc.
, 2003 - 2005 Receptionist - First point of contact.
- Answer, screen and distribute incoming calls.
- Processed incoming and outgoing mail.
- Assisted Executive Staff with daily tasks.
- Prepared document materials using MS Office as well as other general office duties.
- Maintained office supply room and kitchen.
- Scheduled conference rooms.
- Coordinated and assigned all identification badges.
AmericaOne Merchant Services, 2002 - 2003 Administrative Assistant - Performed confirmation calls on all appointments set by telemarketers.
- Send out daily emails to 40+ sales reps regarding: daily appointments and cancellations.
- Sent out weekly emails regarding: RTC/Warm report and DSR failures - Performed quality assurance calls for ALL appointments set.
- Posted and sent out postcards for all appointments set daily.
- Receptionist back-up, answering multiple phones.
- Worked closely with management on day to day operation of the inside sales floor.
AmericaOne Merchant Service, 2001 - 2002 Telemarketer/Pre-Sales - Called merchants in Major Metro areas to set appointments for switching over merchant service providers.
- When setting appointment (for quality) had to make sure we had: - Average monthly credit card volume - If the accept checks/ if not had to sell them on CrossCheck - Confirm address and decision maker - Confirm appointment date and time Xentel Corporation 2000 - 2001 Customer Service Representative/ Collections - Assisted customers with any questions regarding the account.
- Contacted delinquent account holders to collect payment.
- Established payment plan for account holders.
- Contacted delinquent account holders to collect payment.
MCI Worldcomm 1998 - 2000 Telemarketer - Cold calling to attempt to sign up new customers to long distance service.
- Handled both inbound and outbound calls.
- Handled Spanish language sales.
*Business office technology certified * Webinars on quickbooks online training *Certified in IT fundamentals for support specialist
Eager to leverage my keen attention to detail, versatile nature, and expertise in Business Office Technology to meet the specific requirements of your organization.
Fluent in both Spanish and English OBJECTIVE: Actively pursuing a role that leverages my skill set and offers a pathway for professional development and career advancement.
ADDITIONAL SKILLS: Proficient in multitasking with meticulous attention to detail, adept in utilizing Microsoft Excel, Word, and basic Microsoft Access, as well as Outlook, with a 10-key speed of 35-40 words per minute.
Skilled in working with Goldmine Databases, Wranggle, and Acts, and possess familiarity with Quickbooks, American Contractor, the Zultys phone system, and Payroll4Construction.
com.
Quick learner who excels with minimal supervision.
Summary of Qualifications - Over 18 years of extensive experience.
- Exceptional capacity to address customer inquiries with professionalism and promptness.
- Proficiency in managing multiple tasks concurrently.
- Demonstrates responsibility, reliability, and self-motivation.
- Skillful in task prioritization.
- Adept at managing diverse personalities and handling various situations with tact, discernment, and composure.
- Capable of independently executing secretarial and clerical tasks swiftly and accurately, without the need for constant and immediate supervision.
- Apt at quickly comprehending, interpreting, and effectively applying policies, procedures, and resolutions - Proficient in discerning the priority of multiple assignments.
- Exceptional interpersonal, communication, and organizational aptitude - Established track record of engaging and assisting the general public in a dynamic, service-focused setting.
- Robust analytical and problem-solving capabilities.
- Proficient in exercising independent judgment, discretion, and initiative to resolve issues and formulate solutions.
- Exhibited advanced proficiency in a range of computer software applications and possesses fluency in standard office software packages, including Microsoft Office (Excel, Word, and Outlook) HeroMaid, LLC, Santa Clara, CA (Remote)- 2016 - 2021 Executive Director of Operations -Handle all incoming emails -Handle all incoming calls -Handle all customer related questions/comments/issues -Handle all employee related questions/comments/issues -Handle all new bookings of customers -Handle all existing bookings of customers -Assign workers to bookings -Inform all workers of their schedule and any notes per said customer -Handle all new hires -Handle all layoffs -Implement new policies and procedures -Responsible for all employee gatherings/meetings -Responsible for all HR matters -Responsible for all employee time cards/checks -Responsible for all employee time off request -Inform owner of total amount for checks each pay period -Handle all payroll and checks distributions Lilac Management Group, Sunnyvale, CA (contract position) -2016 - 2016 Property Manager -Open the office -Reply to emails accordingly -Respond to voice messages accordingly -Walk the property and take notes of any issues around the property -Document any issues to provide to HOA Take notes of any city festivals or ordinance taking place to put into the monthly newsletter -Contact any vendors for any issues at the property that may require attention -Supervise maintenance workers so that all work orders are responded to in a timely manner -Resolve any issues within tenants -Respond to any vendor invoices -Help tenants reserve the clubroom for any personal events -Make sure all contracts with vendors are up to date including insurance -Handle any miscellaneous task that may arise New Sky Tree Service, San Jose, CA (contract position) 2016 - 2016 Office Manager -Take care of the day to day functions in the office -Open the office -Respond to emails -Check all phone systems -Prepare bids using online QB -Track all estimates and sales by Excel -Handle all incoming and outgoing calls -Prepare safety meetings -Hire new employees -Handle terminations -Check all incoming mail -Handle insurance information required -Take care of office supplies -Handle all receipts of field workers -Proper filing -Track all purchases handled by company credit cards -Pay invoices -Prepare applications for various city business licenses -Close open bids -Conduct employee performance/evaluations Golden Gate Mechanical –(contract position) 2016 to 2016 Administrative Assistant -Create new service request orders -Handle all technicians’ timecards -Handle all technicians’ credit card & gas receipts -Assist in payroll -Receive all incoming checks (AR) -Complete deposits at bank -Create invoices -Enter all incoming invoices in our system (AP) -Create invoices for all our preventative maintenance work -Complete job cost reports -Order office and breakroom supplies -Handle all incoming calls -Set up new accounts in our system -Open office -Respond to emails in a timely manner -Keep office area clean -Maintain on call log -Handle all collections -Receive all deliveries -Distribute mail accordingly Planet Orange – (contract position) 2015 to 2016 Customer Service -Answer calls on Zultys phone system and transfer to correct department/individual -Print out daily prior day call reports for all employees -Take inventory of office supplies -Order office supplies -Create Excel spreadsheet for reports by department and individual for- -Inspection -Customer Satisfaction -Sales -Customer Service -Termite Service -Operator Calls iNDX Lifecare – 2012 – 2015 Front Office Manager -Main point of contact -Open office -Respond to all emails from vendors to clients to employees -Create purchase orders -Track and handle all company expenses -Track and handle all employee reimbursements and expenses -Track and handle all employees hours for the month -Track all invoices from vendors and submit to accounting twice a month -Handle all company purchases -Maintain meetings and events -Maintain CEO’s business cards on excel -Handle CEO’s traveling -Handle CEO’s calendar -Handle all limo pickups for clients from airport -Stock and maintain breakroom supplies -Stock and maintain lab supplies -Run office errands when necessary -Maintain office needs (such as handyman work) -Track and maintain calendar events -Point of contact with all vendors -Handled hiring onboarding confidential documents -Enter invoices in Quickbooks -Receive payments from customers in Quickbooks -Bank in Quickbooks Diversified Building & Electric Co, Inc.
- 2011 - 2012 Executive Admin -Main point of contact to president and office manager -Run payroll with “Payroll 4 Construction” software -Have monthly report progress due for each union hall -Have certified payroll done each month -Import all invoices into Quickbooks -Write personal and business checks out from Quickbooks -Keep track of office managers and presidents personal and business accounts on Quickbooks -Handle all incoming mail -Take care of all filing -Take care of all Fedex printing labels for outgoing mail -Main support for bilingual assistance -Answer, and screen all incoming calls -General office duties Lelo, Inc.
2008 - 2011 Administrative Assistant / Processing Department Manager - Open the office - Check phone Messages.
Distribute messages accordingly - Check all emails and respond accordingly and in a timely fashion -Main person of contact to distributors for Director of Sales and Marketing - Handle customer care emails and any issues of products and orders made online - Handle any issues of replacements for customers or distributors and retail shops - Process all in incoming orders - Keep an alpha folder for all clients requesting orders - Process all defective/ returns and keep a log of all - Stock office orders of office supplies and Costco for break room - Assist in hiring department -Assist in accounting - Handle all shipping/receiving as well as any issues pertaining to lost or wrongful shipped issues Saama Technologies Inc.
2006 – 2008 Receptionist / HR Admin -Fill up the break room with appropriate supplies.
-Water plants -Clean up the common area -Receive all guests with a smile and a pleasant greet.
Inform the correct person -Keep all cubicles clean -Answer multi phone lines and transfer appropriately.
-Distribute mail accordingly -Arrange all chairs in conference rooms and clean all white boards daily.
-Preparing welcome board for special guest -Track petty cash log -Write a status report on a daily basis and submit weekly once to HR manager.
-Locking all doors before leaving for the day -Update all invoices in accounting tracker -Update all employee expenses in accounting tracker -E-deposit all checks received daily.
-Order office supplies on a bi-weekly basis.
-Order break room supplies when needed -Order team lunches when needed -Update credit card receipts tracker -Keep birthdays posted monthly in lobby -Clean refrigerator every Wednesday -Prepare welcome kits for new hires -Prepare exit kits -Prepare all immigration documents needed for respected persons and their families.
(e.
g H1, L1,B1 and EAD) Clean Innovation Corp 2005 -2006 Sales/Marketing/HR Admin/Receptionist - Called merchants in Major Metro areas to set appointments for viewings of buildings for facility maintenance work.
- When setting appointment (for quality) had to make sure we had: -Correct decision maker -Confirm address and time of appt -Size of building -Number of employees - Handled multi phone lines - First point of contact - Build spreadsheets on excel - Prepare proposals - Translate to janitors on a day to day basis - Hand out checks - Prepare and schedule meetings - Schedule and call janitor workers for their shift - Check database for Employee concerns and address the issues - Attend walk troughs of buildings and meet with the Director of Facilities - Help and attend in expo shows Solyndra Inc.
, 2003 - 2005 Receptionist - First point of contact.
- Answer, screen and distribute incoming calls.
- Processed incoming and outgoing mail.
- Assisted Executive Staff with daily tasks.
- Prepared document materials using MS Office as well as other general office duties.
- Maintained office supply room and kitchen.
- Scheduled conference rooms.
- Coordinated and assigned all identification badges.
AmericaOne Merchant Services, 2002 - 2003 Administrative Assistant - Performed confirmation calls on all appointments set by telemarketers.
- Send out daily emails to 40+ sales reps regarding: daily appointments and cancellations.
- Sent out weekly emails regarding: RTC/Warm report and DSR failures - Performed quality assurance calls for ALL appointments set.
- Posted and sent out postcards for all appointments set daily.
- Receptionist back-up, answering multiple phones.
- Worked closely with management on day to day operation of the inside sales floor.
AmericaOne Merchant Service, 2001 - 2002 Telemarketer/Pre-Sales - Called merchants in Major Metro areas to set appointments for switching over merchant service providers.
- When setting appointment (for quality) had to make sure we had: - Average monthly credit card volume - If the accept checks/ if not had to sell them on CrossCheck - Confirm address and decision maker - Confirm appointment date and time Xentel Corporation 2000 - 2001 Customer Service Representative/ Collections - Assisted customers with any questions regarding the account.
- Contacted delinquent account holders to collect payment.
- Established payment plan for account holders.
- Contacted delinquent account holders to collect payment.
MCI Worldcomm 1998 - 2000 Telemarketer - Cold calling to attempt to sign up new customers to long distance service.
- Handled both inbound and outbound calls.
- Handled Spanish language sales.
*Business office technology certified * Webinars on quickbooks online training *Certified in IT fundamentals for support specialist
• Phone : NA
• Location :
• Post ID: 9132808020
