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Administrative Assistant Manager

New York City, NY
June 16, 2019

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Kantrece D. Vaughn

** ******** ****** ** ********, NY 11207

Cell: 917-***-****

Profile: Possesses strong oral and written communication skills. Qualifications are inclusive of strong interpersonal skills with the ability to effectively interface with all levels of management articulately. Superior organizational and time management skills with the ability to anticipate, prioritize, and fulfill multiple tasks with acute attention to detail and deadlines. Experienced Accounting Administrative Assistant who has a strong eye for figures and is very well organized. Adept at doing financial research using company database software creating helpful spreadsheets and developing reports to be utilized by management in business planning. Specializes in Accounts Payable, Accounts Receivables, Purchasing, and Payroll services. Excellent leadership skills, energetic self-starter, respond comfortably in stressful situations, and consistently maintain positive relations with all staff and outside clientele. I possess a personable demeanor with an emphasis on professional composure, flexibility, confidentiality, integrity, ethics and a high degree of discretion. My PC skills are MS Word, MS Excel, MS Outlook, PowerPoint, Google Docs, Peachtree, and QuickBooks. A proactive, responsible, creative, and focused team player always with a positive can-do attitude.


05/16- Present Javelin Electric Services, Inc. New York, NY

Operations Manager

●Provide administrative / accounting support to CEO, Controller and President

●Oversee the creation and administration of budgets within each area of the company

●Process high volume of invoices daily. Responsible for research of unpaid invoices or statements

●Review and approve invoices utilizing supporting documentation and invoice coding. Review and reconcile vendor statements

●Monitor accounts payables to ensure payments are up to date. Process expense reports (domestic and foreign currencies)

●Review, verify, sort, code, match, and prepare invoices for payment. Prepare and perform check runs

●Order office supplies, maintained all office equipment, protected confidential files, and distributed mail and packages

●Maintain payroll information by collecting, calculating, and entering accurate data

●Update payroll records by entering changes in exemptions, insurance coverage, savings deductions, and job title, rate of pay, and department transfers

●Reconcile Accounts Payable transactions, perform journal entries, general ledger, bank balance activities, P & L reports

●Work closely with counterparts on vendor management, accounting, and outside tax teams. Assist in NYS tax audits.

07/15- 03/16 Stone Source, LLC New York, NY

Accounts Receivables Specialist (Temp/ Robert Half Agency)

●Managed a variety of accounting and administrative functions in a high-volume office

●Established, maintained, and updated files, databases, records, and other documentation

●Recorded and processed all checks, charge cards, EFT, and ACH wire transfer, foreign currency payments as per remittances

●Prepared reports and financial data spreadsheets, prepare and perform check runs

●Assisted in month end closings. Assisted with ad hoc requests.

●Conducted internet research to establish credit line for clients

●Posted customer payments by posting cash, checks, credit cards, euros, and wire transactions

●Resolved valid or authorized deductions by entering adjusting entries

●Resolved collections by examining customer payment plans, payment history, credit line; prior to transfer to collections

●Protected organization's value by keeping information confidential

●Facilitated swift payments of invoices due to the company by sending invoices and contacting customers

●Generated reports detailing accounts receivable status

●Updated accounts receivable database with new accounts or missed payments

●Processed check and credit card refund requests

06/14-06/15 Metropolitan Paper Recycling, Inc. Brooklyn, NY

Executive Assistant- Receptionist (Temp/ Active Staffing Services)

●Provided direct executive administrative support to the CEO and C-Level management

●Processed monthly CEO's expense reports reflecting supporting documents

●Coordinated CEO's travel arrangements, including travel visas preparations, ticket purchases and accommodations

●Reviewed operating practices and implement improvements where necessary

●Upheld a strict level of confidentiality regarding all confidential business matters

Kantrece D. Vaughn

04/12-10/13 Tanner Bolt & Nut Corporation Brooklyn, NY

Accounts Receivable Specialist

●Provided direct administrative support to the CEO and C-Level management

●Coordination and distribution of all outgoing/incoming office mail via USPS, FedEx, and UPS

●Verified that transactions complied with financial statements, policies, and procedures

●Researched billing discrepancies and worked with vendors to solve issues

●Prepared 30, 60, and 90-day aging reports

●Maintained collection database. Documented all follow up (verbal and written)

●Created forms and documentation for customers’ payment terms

●Performed account reconciliations and documentation

●Recorded and processed all checks, charge cards, EFT, and ACH wire transfer payments as per remittances

●Researched and performed resolutions for all billing discrepancies

●Prepared and entered journal entries into the general ledger. Ensured all invoices were coded to correct GL account

●Determined when accounts should go to third party collection agency (responsible for 5,000 vendor/customer accounts)

●Worked intricately with all other departments to maintain integrity of collection calls and vendor/customers’ accounts

●Prepared and presented status and details of Account Receivable / Collection department in weekly business meetings

●Analyzed reconciled monthly vendor statements. Assist the Controller and Credit Manger with special projects

●Prepared innovative strategies and plans to achieve profit targets as well as the financial goals of the organization

05/07-2/09 Curtis Partition Corporation New York, NY

Receptionist/Administrative Assistant

●Answered phone lines and transferred all incoming calls/requests/messages to desired party

●Provided direct administrative support to the President, Vice President, and Senior executives

●Coordinated conference room scheduling and conference calls

●Coordination of all outgoing/incoming office mail packages and correspondences via USPS, FedEx, UPS

●Tracked and ordered all office supplies on a weekly basis

●Coordinated with various staff for operational support activities of the unit; serve as a liaison between departments and operating units in the resolution of day-to-day administrative tasks

11/03-11/06 Kay-Bee Toys Garden City, NY

Senior Assistant Manager/ Training Store Manager

●Implemented a successful training module for all new hires, seasonal hires, and existing staff members (1-100)

●Increased sales profits by 2-5% on quarterly basis and created daily action plans for employees

●Received customer service rewards

●Trained long term sales associate to become promotion eligible and obtain various positions of management

Education: Ashford University San Diego, CA

Major: Presently pursuing Bachelor of Art degree in Accounting.

Sarah J. Hale High School

Received diploma

Military: U.S. Army Ft. McClellan, Al

Honorable Discharge 2005

Skills: Type 75 WPM, 150 keystrokes per minute, filing, faxing, copiers (b/w, color), Panini check scanner, Compupay Payroll.

I also am certified in Peachtree/QuickBooks 2015 software. Proficient in utilizing Pitney Bowes Postage Meter, Cisco

Phone Systems, Avaya Phone Systems, ERP and CRM systems.

Notary Public License (Exp. 12/24/20)

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