Administrative Assistant Office

** ****** **** ***** • Highland Park, Illinois ***35

abprqx@r.postjobfree.com • 847-***-****

Summary

Accomplished Administrative Assistant with experience in real estate, property management, service, and appraisal companies. Highly dependable and self-supervising manager supporting high level executives. Solutions oriented and creative, consistently exceeds expectations earning a reputation for productivity, problem resolution and professionalism. Great communicator with the wisdom to foster open relationships while maintaining confidentiality Distinguished from others by a tenacity to become an expert at developing and maintaining detailed administrative and procedural processes that reduce redundancy, improve accuracy and efficiency, and achieve organizational objectives.Recognized for being highly focused and results-oriented in supporting deadline-driven operations, able to identify goals and priorities and resolve issues in initial stages.

Microsoft Office System 2010 [Word, Excel (pivot tables, v-lookup, functions, forms), Outlook (calendar, contacts, emails, IPad & IPhone sync, archive), Access, MS SharePoint & Skydrive] * Google Apps (Docs, Spreadsheets, Presentations, Surveys, Forms, Voice) * QuickBooks 2010 * Microsoft Windows XP & Windows 7 * Photoshop * Adobe Acrobat * Nitro * Streets & Trips * eTrac * eCopy * DemographicsNow.com * CoStar * Typing Speed 55 wpm * Office & Facilities Management * Green Office Management Experience * Social Media (LinkedIn, Facebook, Twitter) * Human Resources Support * Project & Document Management * Relationship Building * Vendor Management * Bookkeeping & General Accounting * Client Communications * Bilingual /Spanish-English * Spanish Professional Expertise * Basic Portuguese & French * Contract/Purchase Negotiation *

My Tech Skills/Test Scores: http://smarterer.com/Elena

Education

Bachelor Degree in Spanish Language & Literature – Universidad Cat lica de Salta, Salta, Argentina

Law – (1 year) - Universidad Cat lica de Salta, Salta, Argentina.

public Administration – (2 years) at Universidad Nacional General San Mart n (agreement w/UPCN) – Buenos Aires, Argentina

Professional Experience

Advanced realty solutions (dba. as aPPRAISAL SOLUTIONS GROUP) – Waukegan, Illinois.

08-2010 to 01-2011

Office Manager and Bookkeeper reporting to the CEO and COO

Work Objectives:Organizing the start-up of operations as two different companies ARSI LLC & Appraisal Solutions Group (a property management company and an appraisal company).Provide high-level administrative support to CEO and COO of the company.

Activities:Created a database for the management and segmentation of clients, vendors, employees, and online accounts.Efficiently monitored payables and receivables and cash in-flows and out-flows by creating advanced spreadsheets and customized invoices.Received payments and paid bills, performed deposit functions and created a bill collection system with QuickBooks.Responsible for weekly and monthly bank reconciliation and preparation of financial reports requested by the CEO and COO.Performed all on-boarding activities of new employees, including the creation of personnel, tax, payroll and electronic files.Responsible for the management of the office, including weekly server backup, supervision of premises, supplies and equipment, communications with technicians, IT personnel, building inspectors, and contractors.Received and recorded payments from tenants.

Achievements:

Successfully completed accounting separation and organization of the two companies (ARSI, LLC & ASG) on QuickBooks.Increased appraisers’ job production time from 30% to 95%.Improved accounting processes by providing accurate financial reports on a timely basis.

First American Appraisal & Consulting Services, LLC (a member of First American Family of Companies) – Chicago, Illinois

(Formerly KTR Valuation & Consulting Services LLC and KTR Newmark LLC)

03-2006 to 01-2009

Executive Assistant

Work Objectives:Organizing the start-up of operations at a new Chicago office.Provide high-level administrative support to Senior Managing Director & Vice President of a company member of First American Family of Companies.

Activities:Managed moving our office from 226 S Michigan Avenue to 100 N. Riverside Plaza. Wrote an Administrative Guide to be used by new appraisers upon joining the company with general information about the building, work procedures, instructions on office formats and procedures. Developed a Data Base of completed jobs, as well as calculated spreadsheets, masters and logs. Analyzed data by using pivot-tables.Actively helped our COO with feedback and ideas for Report Builder, a software program that was customized by the company for internal use.Researched and created cost saving opportunities for the company by negotiating with vendors and service providers.Successfully oversaw professional license application & renewal countrywide for all appraisers by following state procedures, which vary from state to state.Focused in helping appraisers with their specific work by creating or adjusting report templates in Word documents, creating various forms, preparing tables with demographic, employment and unemployment data for the regional analysis section of appraisal reports, searching for and printing comparable property information, and forming maps for use in the appraisal reports showing location of the subject property, comparable rental and comparable sales.Processed all appraisers travel expenses through Concur.com, a corporate software program for reporting expenses.Managed invoice and billing processes.Maintained company emails by accurately organizing them with regular archiving.Organized general and personal files in the company’s network; relabeled physical file folders.Coordinated the printing and binding of all appraisal reports and delivery to client. Tasks included scanning, copying and compiling final reports into a spiral-bound document.

Achievements:Reduced up to 50% of the cost of the office’s postage by year and negotiated a 20% reduction of moving and storage services costs.Increased appraisers’ job production time from 40% to 85%.Standardized and simplified ordering and inventory; eliminating discrepancies that were occurring with the handwritten forms.Expedited search and retrieval of jobs done in the past from 1 hour to 1 minute. Reduced time in archiving and retrieval of files from 20 minutes to 5 minutes.The COO of the company in New York City used Chicago’s Administrative Guide as a template for the home office operations.Reduced up to 40% training time for new employees.Improved record-keeping processes.Reduced time in ordering office and kitchen supplies from 1 hour to 10 minutes.

Sunrise Tree Service, Lincolnshire, IL 01-2005 to 07-2005

Administrative Assistant (Contract)

Served as Administrative Assistant for three different companies in one location

HILCO CAPITAL LP – Northbrook, Illinois 11-2004 – 12-2004

Administrative Assistant (Contract)

Provided administrative support for CEO and COO in this successful financial organization

FIENBERG-FISHER ADULT & C.E. CENTER – Miami Beach, Florida

Principal's Secretary 01-2004 - 05-2004

Work Objectives:

Direct day-to-day office operations, providing fundamental support to school’s Principal and team of Assistants Principal

Activities: Implemented administrative procedures and assisted in coordinating Information Management procedures. Created databases with students’ grades and scores, analyzed data by using pivot-tables, and produced graphs with results to show the 2003 school’s performance.Encouraged all employees to use Microsoft Office Systems to improve the office’s performance. Assisted the Principal in managing dead-line projects. Administered diverse school’s meetings by writing meeting agenda announcements, minutes, and related functions necessary to assure successful and productive events.Maintained the office and web calendar, as well as a current and comprehensive school staff roster and directory. Insured adequate inventory of office supplies.Managed school’s staff payroll.

Achievements:Overall office improvement in 2 months.

FIENBERG-FISHER ADULT & C.E. CENTER – Miami Beach, Florida

Data Input Specialist 04-2003 – 12-2003

Work Objectives

Direct day-to-day operations of the Testing Center.

Activities: Registered students for testing by using the school’s customized software program.Assisted in the Testing Department as a proctor by preparing the Test Center which includes monitoring all computers, troubleshooting, and providing students their English assignments in a daily basis.Created and prepared an Administrative Guide to be used by the Testing Center Proctor, detailing all preparation for the test including software program knowledge. Evaluated test results, notified students and input grades in the computer system.Maintained the main school schedule.

Achievements:The Principal sent the Guide to the Board of Education, and was highly commended for the results. Received a promotion to Principal’s Secretary within one month.The Testing Center’s performance improved 100%.

AEROSPACE & INDUSTRIAL SALES, INC. – Coconut Grove, Florida 02-2001 - 03-2003

Office Manager/ Bookkeeper

Bookkeeping, A/R, A/P, Internet searching, purchase orders, invoices, quotations, promotions & catalogs emailing, organizing files in the computer, daily cash flow reports, monthly loss/profit reports, office duties in general, packing, product delivery.

BERKLEY INTERNATIONAL LIFE - Buenos Aires, Argentina 9/2000 - 12/2000

Life Insurance Agent. (Temporary position)

EXPERTS@WAP -Buenos Aires, Argentina 7/2000 - 9/2000

Administrative Assistant Developed new content and researched data for that content in InternetConverted a regular office in a green and paperless office, by training employees on how to use the computer instead of handwritten papers.

SALUDENRED.NET - Buenos Aires, Argentina 4/2000 - 12/2000

CEOOrganized and launched my own Project. Developed health related content.Created customized pictures to illustrate the web site. Negotiated commercial alliancesParticipated in the first Congress on Internet in Buenos Aires, Argentina.

Achievements:Received award from Mexico for web site’s quality.La Naci n, the main Argentine newspaper, published my web site as the first medical guide in Internet.

UNION PERSONAL - Buenos Aires, Argentina 11/1995 - 3/2000

Invoicing Supervisor

Work Objectives:

Organizing from the very beginning the Members Invoicing Department

Make the collection of membership fees through banks in order to make it as effective as possible.

Activities:Implement new means of payment for the member's benefit (payment by telephone, Pago Facil (bill payment through commercial outlets, automatic credit card debit, and banking payment) Personalized members’ services.

Achievements:Reduce the error percentage from 6% to 3% while sending the Medical Insurance and Health Care invoices; and from 3% to 0.9% at a second stage.Increase from 65% to 90% the monthly income of membership fees throughout the country.Raise the level of self-awareness and consciousness as regards the team work with the delegates from the Union Personal in the interior of the country.

UNION PERSONAL- Buenos Aires, Argentina 4/1995 - 10/1995

Coordinator of statistical work Localized districts poor in medical and pharmaceutical services, as well as in public health institutions, by using Excel software program, fostering and encouraging their entering into the corresponding contracts. Monthly and weekly reports

UNION PERSONAL- Buenos Aires, Argentina 3/1995 - 4/1995

Assistant Projects Implementation - System Area Employee training on office computing: electronic mail, the electronic message system, Mapinfo, the touch screen, word, excel, power point, office 2000.

UNION PERSONAL- Buenos Aires, Argentina 10/1992 - 2/1995

Executive Assistant to the Executive ChairmanCoordinated income and outcome correspondence between Executive Chairman and all Departments within the company. Coordinated and managed all checks to be signed by the Chairman.Created and managed databases to keep under control all payments to vendors and suppliers.Created actively new administrative procedures for the company to become one of the best health care insurance companies in Argentina, as currently is.

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