Sign in

Administrative Assistant

Jacksonville, FL, 32246
March 27, 2019

Contact this candidate


Alicia C. Wagner

***** ******* **** ****** *****

Jacksonville, FL 32246

Cell: 904-***-****

Objective: To obtain a challenging position in a setting where future advancement is based on personal

achievement and merit.

Strengths: Detail and success oriented, strong organizational skills, excellent communication skills and perform well under pressure. Able to adapt quickly to new situations and procedures. Proficient in learning new programs. Dependable and self-motivated.

Employment History

9/28/2017 to Present The Peninsula at St Johns Center (FirstService Residential) 242 unit condos

Administrative Assistant/Office Manager

Provide support/service to the Property Manager in overall running of the site office

Establish new vendors and processed 75-100 invoices monthly

Organize and maintain confidential homeowner/resident and administrative files

Post monthly HOA payments

Maintain/Ordering of all office and equipment supplies

Fax and/or scan and email documents as requested

Manage all moves, deliveries, staging and resident contractors for elevator use with appropriate documents, checklists and insurance requirements

Monitor email and phone calls, proactively respond to and/or coordinate issues when possible

Coordinate and process all required meeting minutes and monthly newsletters.

Served as support aiding our General Manager, Chief Engineer and Front Desk Manager

Handled all aspects of the leasing process: paperwork, credit and background check, collection of fees, and review and introduction of the building and rules

2/2017 to 8/2017 Pivot CPAs

Receptionist/Administrative Assistant

General Reception, Inbound calls, screening and routing, also for walk in traffic

Front lobby aesthetics

Mail facilitation, preparing and distribution of all incoming and outgoing (UPS, Fed-Ex and courier) and postage machine

Provide general office support for all employees including director of administration and human resources

Maintain company calendar and coordinate meetings/meeting changes

Maintain/Ordering of all office and equipment supplies

Process confidential client documents

5/14 to 7/16 Plantation at Ponte Vedra Beach Clubhouse

Receptionist/Administrative Assistant

Answer and transfer phone calls, take messages and distribute

Take reservations for both the Clubhouse and the Beach House

Create seating charts according to the member request

Create lunch and dinner menus for both locations working closely with the Chef and Manager of Catering and Banquets

Assist Director with administrative duties

Maintain/Ordering of all office and equipment supplies

Open and distribute mail, prepare A/P invoices, code for approval and submit to accounting

Assist the Catering and Banquets Manager with special events

5/10 to 5/14 Stay at Home Mom

2/08 to 5/10 St. Luke’s Hospital

Director’s Secretary –Campus Plans &Operations - Assist Director with daily communications

between departments, scheduling meetings. Constant interaction with departments (Security, Housekeeping, Phone Operators, Kitchen and Maintenance departments) over-seen by the Director

Responsible for timely processing of invoices from all departments

Prepare and follow through with requisitions for numerous departments

Maintain filing system

Maintain data base with contractor information and work orders

Arrange Executive schedule/travel/conference calls/meetings

Prepare and reconcile expense reports

Answer multi line phone system

Maintain confidential employee files

Process employee timesheets on a weekly basis

Maintain/Ordering of all office and equipment supplies

Open and distribute mail, prepare A/P invoices, code for approval and submit to accounting

4/02 to 10/07 Randstad/Jacksonville Electric Authority (JEA)

Team Lead-Project Services/Controls - Oversee a team of 3 project assistants for processing

Construction and utility related capital invoices and purchase order requisitions. Constant

Interaction and support to Project Managers, Purchasing and Accounts Payable.

Responsible for timely payment, audit and approval of over 600 invoices monthly

Prepare requisitions for new and/or change orders to PO’s

Track and produce reports on PO’s, work orders, requisitions and invoices

Maintain contractor filing systems and data base

Follow up with A/P for late payments to contractors

Help to revise Invoice Processing map in order to improve on performance

Verify capital funding source and availability

Oversee and track managerial approval process

8/99 to 4/02 SEDA Construction Company

Warranty Coordinator/Manager Oversee office personnel and customer relation activities.

Constant interaction with sales people and customers.

Schedule field representative to make home inspections within a two week time frame

Coordinate with sub-contractors to make repairs in a timely manner

Follow up with Homeowners per completion of repairs

Maintain Approach database

Prepare weekly reports

Maintain Customer relations

Approve A/P vouchers for payment

Skills: Microsoft Office, Outlook, Oracle IP, Meridian 60+phone system, Publisher, Project Management, Work-Stream, Faxing, copy machines, postage machine, typing 75+WPM, cash Register, calculator

Contact this candidate