Administrative Assistant Accounts Payable

PROFILE:

Energetic administrative assistant specializing in support to multiple teams at the corporate level. Dedicated, focused, and excels at prioritizing and completing numerous tasks simultaneously while following through to achieve company goals.

SKILLS:

●Software: MS Office: Word, Excel, Powerpoint, Outlook, Access, Collective Data, ComData Software, Sabre, Salesforce

●Work Related Skills: Work Orders, Purchasing and Purchase Orders, Accounts Payable, Invoicing, Vendor Management, Payroll, Fleet Management, Fleet Permits, Registration and Inspections, CDL Driver Files, Travel Arrangement

●Personal Attributes: Attention to Detail, Strong Communication Skills, Team Player, Energetic Work Attitude, Self Starter

EXPERIENCE:

CONTRACTOR - OFFICE TEAM; DALLAS, TEXAS JUNE 2017 - Present

●Safety Box Specialist - Compared reports to the applications to ensure that there were no discrepancies. If errors exist then complete forms to indicate the errors.

STAY AT HOME MOM, CAREGIVER - Dec 2015 - JUNE 2017

COMPLIANCE ADMIN - JP ENERGY; IRVING, TEXAS April 2014-November 2015

●Administrative assistant to the Director of HSSE, HSSE Team, and Shared Services Team

●Received and processed all incoming and outgoing mail. Scanned all correspondence for electronic filing and maintained hardcopy files. Logged each item into a database for tracking and for delivery confirmation.

●Processed check requests and followed up with state and federal governmental agencies to ensure payment was received.

●Coded invoices and submitted to accounting for payment.

●Created a PowerPoint presentation monthly for each business review. The overview consisted of total head counts, fleet totals, safety statistics, regulatory compliance issues, and monthly audit scores for each business unit broken down by branch location.

●Created a weekly incident snapshot and compliance score which went to the senior executive management team.

●Received all notice of deficiencies, enforcements and inspections from the state and federal agencies into a database for monthly reporting and accountability. Followed up to ensure corrections were made and the governmental agencies were notified of completions, and paid fines as needed.

●Collected and filed all documentation received from the incident management team related to each incident, and made sure that the information in the database was entered correctly and completely.

●Communicated with the District and Branch Managers, Compliance Team, Safety and Operational Excellence Team, to make sure they had what they needed to be maintain operation legally and safely.

●Created and distributed the monthly safety statistics and safety topics for each safety committees.

●Maintained calendars for the HSSE, Incident Management, and Regulatory Compliance teams. Notified team member of items that had 30, 60, and 90 day deadlines.

●Web content manager - I created and maintained the materials for the HSSE, Shared services, Safety and Incident Management intranet web pages.

●Served as the Notary for all business units.

FLEET ADMIN SPECIALIST - JP ENERGY; IRVING, TEXAS April 2014-November 2015

● Administrative assistant to the Fleet Managers

●Entered service invoices into Collective Data for total cost analysis, and kept track of PM services, DOT inspections, fuel usage and mileage for the entire fleet.

●Handled all titling, registration, licensing, permits, as required for operation by DOT.

●Assigned asset numbers and entered vital data for each asset into Collective Data .

●Tracked mileage and fuel usage for fleet and completed and filed ITFA reporting.

●Assisted in the disposal of assets by completing all of title applications, acquiring signatures, and submitting payment to the account department for depositing.

●Company fuel card administrator, set-up new users, added and deleted assets, and investigated transactional issues.

EQUIPMENT ADMINISTRATOR - INTERSTATE FOUNDATION; DALLAS, TEXAS November 2012-February 2014

●Administrative Assistant to the Equipment Manager and Maintenance Facility

●Tracked equipment location, miles and hours of service for each piece of equipment for the preventative maintenance program.

●Maintained and created equipment and CDL driver files.

●Handled all titling, registration, licensing, permits, as required for operation by DOT. Renewed the Federal Motor Carrier license annually.

●Tracked mileage and fuel usage for fleet and supplied IFTA Report quarterly to tax accountant.

●Created and assigned work order as needed from inspection reports.

●Scheduled DOT Inspections and repairs for the fleet with operators, project managers and vendors.

●Ordered supplies for maintenance facility.

●Assigned purchase orders and created forms for invoices and entered invoices into accounts payable system. Coded and submitted invoices for payment to the account department.

●Submitted payroll hours for Maintenance Department team on a weekly basis.

●Completed credit applications and vendor setup for new vendors. Communicated and maintained vendor communications to foster vendor relationships.

●Travel arrangement for team members and field crew.

CONTRACTOR - OFFICE TEAM; DALLAS, TEXAS April 2011-November 2012

●Worked a variety of contract assignments, and worked two different contracts that went from contract to full-time direct hire placement.

●RECEPTIONIST - Managed the receptionist area, including greeting visitors, responding to telephone, in-person requests for information.

●ADMINISTRATIVE ASSISTANT - Planned meetings and prepared conference rooms.

●Made copies, sent faxes and handled all incoming and outgoing correspondence.

●Organized files, developed spreadsheets, faxed reports and scanned documents.

●Properly routed agreements, contracts and invoices through the signature process.

●Received and screened a high volume of internal and external communications, including email and mail.

●Travel arrangement processed and arranged travel as requested.

●Calendar management maintained multiple calendars.

●ENTRY LEVEL ACCOUNTS PAYABLE - coded invoices, scanned documents to the payable systems and submitted for payment.

References Available Upon Request

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