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Office Administrative Assistant

Location:
Coweta, OK
Salary:
51,000
Posted:
March 06, 2018

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Resume:

480-***-**** ac4pt9@r.postjobfree.com Coweta, OK

Teri Wilkerson

Experience

Nov 15, 2016 – Current

Logistyx Technologies, LLC

Tulsa, OK

Executive Assistant/Accounting Administrator

Provide administrative support to the CEO, CFO and other Executives as needed

Organize schedule for CEO keeping the calendar up to date, with additional support to CFO and other Executives as needed

Arrange travel reservations and prepare itineraries for CEO and CFO, with access to a high degree of personal information

Assist board members as needed with travel arrangements

Screen phone calls and handle routine correspondence

Prepare and maintain both hard copy and electronic files for CEO

Process mail and shipments - inbound and outbound

Develop, design and maintain informative spreadsheets for merger of 14 companies

Schedule meetings and conferences, Executive meetings as well as corporate functions making necessary arrangements for meeting rooms, equipment (Audio/Video, whiteboards, etc) and meals. Attend meetings as needed

Individual projects as needed for CEO, CFO, Controller

Create expense reports in accordance with company policy for executives

Set up new office, including managing construction, selecting and ordering furniture, office equipment, appliances and setting up local corporate accounts

Manage office functions including office equipment, office supplies, liaison with landlord and other outside vendors

Monitor and order supplies

Processing new hires in Tulsa Office including ordering new computers systems and access cards for office

Receptionist duties, including answering phones and greeting guests

Research and make recommendations for expense software and mobile phone companies

Audit expense reports for compliance with company policy

A/P – Process vendor billings according to corporate accounting policies and procedures, resolving irregularities and post in Quickbooks

Prepare weekly bill pay report for invoice payments and distribute to field offices for review

Setting up new vendors in Quickbooks and banking system

Prepare ACH, Wire and Electronic checks through banking system

A/R - Post payments received into Quickbooks

Contact customers regarding past due invoices

Dec 31, 2013 – Oct 2016

Lakewood Midstream LLC

Tulsa, OK

Accounting Administrator

Maintain a single compilation month to date report from eight disposal facilities daily production reports

Maintain a single compilation month to date report from five reclamation facilities daily production reports

Audit sold crude tickets against daily production reports from four reclamation facilities and maintain month to day revenue spreadsheet of all sold material

Send daily synapsis of details from production reports

Create and Send Run Statements and Invoices to customers in Excel and Quickbooks

Communicate with customers as needed regarding purchases and billing

Prepare and submit Railroad Commission of Texas Reports monthly

Prepare and submit sales tax for 2 states

Prepare and submit Gross Production Taxes for crude and natural gas in 2 states via paper as well as electronically

Work with directors, controller, vice presidents, and managers on individual projects and pricings as needed

Complete and submit credit applications for 3 divisions

Bank Reconciliations of 8 bank accounts in Quickbooks

Scan and maintain electronic files of all bank documents

Answer phones as needed

May 2009 – Oct 2013

AbTech Industries, Inc.

Scottsdale, AZ

Office Manager / Bookkeeper / Administrative Assistant

Manage office functions including office equipment, office supplies, liaison with landlord and outside IT vendor

Completed various accounts payable functions from receiving bills to sending checks

Worked in tandem with CFO to ensure payments were made properly and in a timely manner

Coordinated revenues and receivables from the sales order entry phase to the deposits

Collected bids from shipping vendors and coordinated shipments

Assisted with both internal and external audits

Collected and entered expense reports and verified supporting documentation

Managed travel arrangements including airfare, vehicle rental, and hotels

Assisted all Executives with administrative tasks and special projects including reports, correspondence, analysis and presentation

Assist all Executives with administrative needs

Assist in development and production of marketing materials, creation and editing of graphics, formatting, and production of finished materials

Assist in processing paperwork for EPA Registrations

Local IT support including set-up new computers with access to printers/scanners/copiers, and coordinating repairs/upgrades with outside IT company

Internet research as needed

Worked with my team to produce and send proposals to both government agencies and private companies

Assisted marketing in graphics design and formatting of marketing materials

June 2008 – May 2009

BEM Systems, Inc.

Phoenix, AZ

Office Administrator

Format and mail correspondence such as status reports, transmittal letters, subcontract agreements, purchase orders, and certificates of insurance

Coordinate travel arrangements including airfare, vehicle rental, and hotels. Specialized experience in arrangements for remote locations including Alaska North Slope and Aleutian Islands

Maintain petty cash, set-up of credit accounts with vendors

Manage all aspects of formatting and production of reports. Provide technical review for flow/grammar and formatting to ensure report meets BEM standards. Manage copying, collating, folding, binding, graphic figure editing, PDF creation, CD Production, packaging and shipping

Assist in development and production of proposals including interpretation of Request for Proposal (RFP) requirements, cost estimation for administrative items (production time and supplies for deliverables), creation and editing of graphics, formatting, and production of finished proposal

Coordinate all office functions including lease renewals, notices from building management to staff, maintenance notifications and follow-up for lighting and roof leaks, and management of phone and security systems

Prepare and distribute documents and set up projector for monthly project status meetings, attend meetings, compile and distribute of action items

Schedule, set-up and support client meetings including the coordination of transcription services.

Maintain Conference Room Scheduler

Process paperwork for personnel to obtain PE/PG licensing in various states

Maintain office equipment (purchasing, service agreements and supplies for printers and copier).

New employee set-up and orientation, scheduling OSHA training and physicals

Local IT support including scheduled server reboots, changing server back-up tapes weekly, set-up new computers with access to printers/scanners/copiers, and coordinating repairs/upgrades with IT department in corporate office

Project and administrative record filing

Internet research as needed

Aug 2007 – June 2008

BEM Systems, Inc.

Phoenix, AZ

Administrative Assistant

Report and proposal production including report review for format, copying, collating, folding, binding, tab and divider sheet creation, graphic figure editing, PDF creation including bookmarks and links, CD Production, packaging and shipping

Assist in proposal production consisting of interpretation of RFP requirements, graphics, formatting, and production

Copying/Scanning of various manuals, field notes and other items as requested

Maintain packaging, shipping, and office supplies

Collect, verify and enter timesheets and expense reports for local Phoenix and visiting field staff

Filing, answering phones, sending faxes and e-mails, preparing shipments

Review and submit invoices

Maintain copier billing codes and assist in training others on use of copier

Purchase order creation and invoice reconciliation

Nov 2006 – June 2007

Norman Copy & Printing

(formerly Kwik Kopy Printing #392)

Norman, OK

Co-Owner/Manager

Mar 1990 – Nov 2006

Kwik Kopy Printing #392

Norman, OK

Assistant Manager

Assist Owner in all needs

Desktop publishing, light graphic design, head proofreader, strip negatives and burn metal plates

Manage all aspects of production

Hire, train, supervise and evaluate 3 employees

Take and enter orders and produce estimates in the computer

Maintain office files including customer files, accounts payable, accounts receivable, and employee records

Maintain oral and written communication with customers and vendors

Establish office procedures

Copy orders, finish work – cutting, binding, folding, collating, gathering

Maintain OSHA information and inventory

Handle cash deposits

Answer phones and direct calls

Receive and distribute mail, e-mail and fax correspondence

Aug 2004 – May 2006

Jacobson House Native Art Center

Norman, OK

Office Manager

Assist Executive Director

Assist Dignitaries and other guests during special events

Accounts payable and post deposits

Write grants, design and send advertising pieces and posters

Assist customers in purchasing of art and giving tours of the House

Assist in setting up exhibits and special events

Assist artists and vendors during exhibits and special events

Education

Rose State College

Midwest City, OK

Expected completion Fall 2018 Associates in Business

Emphasis in Accounting courses

Computer Skills

Proficient in Windows, Quickbooks, Microsoft Office 365, Adobe Illustrator, Adobe InDesign, Adobe Acrobat, FieldBook (Saas Based software), Corel Draw, Adobe Photoshop, Pagemaker SEMA4, PMQCS, BEMIS, Peachtree, Printers Plus. Knowledge of both PC and MAC systems

Certificates & Awards

Oklahoma Notary, Commission Expires March 9, 2019 • Certified Signing Agent • Management Pro Seminar • Leadership and Supervisory Skills for Women • National Dean’s List • Phi Theta Kappa • National Notary Association



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