Assistant Administrative
Resume:
Luisa D. Quinde
Hackensack, NJ 07601
Tel 201-***-****
********@*****.***
Outgoing, energetic and professional bilingual Administrative Assistant with over seven years of experience in an administrative role and accounting practices experience. Strong organizational and interpersonal skills, attention to detail and positive attitude. Highly motivated and a fast learner. Excellent phone etiquette. Punctual, reliable and trustworthy. Able to multitask and take on any responsibilities the position may entail. Experienced in a fast paced working environment, able to switch gears when necessary and stay cool under pressure. Dedicated and great team player, but not afraid of taking charge of a project.
Professional Experience
Executive Assistant/Sales Assistant
JDAV Design, Inc., Fort Lee, NJ
January 2013 - February 2014
As the Executive Assistant to the C.E.O. I was in charge of the daily flow and upkeep of the office and administrative duties such as, but not limited to:
* Maintaining the C.E.O.’s calendar of events and schedule meetings/appointments with clients, trade partners and/or employees.
* Confirm appointments/meetings times and their locations. Arrange reservations, parking and directions as necessary.
* Track meetings to ensure they stay on schedule, and re-schedule if necessary.
* Prepare all meeting materials and agendas, review these and ensure they are accurate, taken to the meetings and brought back.
* Manage the C.E.O.’s correspondence. Sort through all daily email and draft replies in a timely manner.
* Act as a liaison between the C.E.O. and other departments. Forward all new information to engineering, project managers and accounting when necessary.
* Take meeting minutes, distribute these to all parties in attendance and track any and all action items.
* Clerical duties (faxing, filing, copying, composing memos and/or other correspondence)
* Answering and screening all in-coming calls. Prioritize these and route them to the corresponding party, take down messages and record these in our CRM software.
* Responsible for the maintenance and upkeep of the office and showroom. Ensure the place is neat at all times, and that all our hardware is functional. Alert engineering when something is not working so we schedule our technicians to service it.
* Schedule cleaning company, and other maintenance companies, such as snow removal, landscaping, HVAC, etc.
* Responsible for posting on Facebook and sending out email blasts via iContact to all the company’s contacts during the holidays or with any news about the company.
* Responsible for the office supplies inventory and reordering of supplies when needed.
* Other duties as assigned.
Sales Assistant
* Primary point of contact for all the C.E.O.’s accounts, for both sales leads and on-going projects.
* Send out estimates/bids/contracts/plans to clients and trade partners
* Follow up with clients, ensure they received the estimates/bids/contracts/plans, answer any questions they may have.
* Track all estimates and ensure they are invoiced properly, once accepted by the client, per the terms of agreement.
* Manage all the C.E.O.’s approved sales contracts and work with Accounting and Project Managers to ensure the project is fulfilled to the client’s expectations and timeline.
* Review client’s accounts and make sure the client is being billed for all the worked performed and equipment installed.
* Ensure the client is up to date with payments. When needed follow up with the client to resolve any issues or request payment.
* Update all client and trade information in our CRM software. Record client updates, upload estimates/bids/contracts/plans sent to the client.
* Issue tasks to the engineering department to make any changes to the plans/estimates/bids requested by the client or C.E.O.
* Maintain our client and trade partners database and filing system.
* Be in constant communication with the engineering department to ensure all tasks assigned are on track, and prioritize when necessary to ensure our bids/contracts/plans meet the delivery dates.
* Customer satisfaction follow up. Ensure the client is satisfied and all equipment working properly. Send ‘Thank You’ gifts.
Executive Assistant/Bookkeeper
Creativa Interiors, LLC. Fairview, NJ
June 2011 - January 2013
As the Executive Assistant to the C.E.O. of the company, I was in charge of the daily flow of the office and administrative duties such as, but not limited to:
* Answering and screening calls, routing them to the corresponding party.
* Clerical duties (faxing, filing, copying, composing memos and/or other correspondence)
* Maintain the CEO’s calendar of events and schedule meetings.
* Act as a liaison between the main distribution center in New Jersey, California and the retail stores managed.
* Review, sort and distribute all daily correspondence, issue replies if necessary.
* Maintain the employee database and filing systems.
* Managing employee time cards and prepare payroll reports using ADP EasyPay.
* Responsible for the supplies inventory and reordering of supplies.
General accounting practices, such as:
* Accounts Payable - review all bills and contact vendors when there are discrepancies. Issue checks.
* Accounts Receivable - generate invoices and mail these to clients.
* Record daily sales and cost of goods sold for the retail stores being managed.
* Bank reconciliations and managing bank account activities.
* Recording financial transactions and general ledger entries.
* Quarterly financial reporting using Navison software.
Administrative Assistant & Help Desk Coordinator
Kulite Semiconductor Products, Inc., Leonia, NJ
September 2006-October 2009
As the Assistant to the Director of Information Systems Dept. I was in charge of the day-to-day functions of the department. My duties included, but were not limited to:
* Answering and screening phone calls. Routing them to the appropriate party.
* Clerical work (filing, faxing, copying, memos, answering emails)
* Sorting and and follow-up with all correspondence.
* IT Dept. Software and Hardware Inventory Management. I was in charge of ordering and licensing all the software required by the users, as well as the hardware, such as printers, computers, peripheral, etc., for the company
* Schedule and coordinate meetings, appointments, events and similar activities for the Director of Information Systems.
* In charge of reordering and keeping inventory of the office supplies.
Help Desk Coordinator:
* Provided assistance to other users with computer related inquiries, on the phone, via email or in person.
* Served as a liaison between the IT Department and other departments.
* Used my own judgement to dispatch the technicians or network administrator to open work orders.
* Recorded all incoming inquiries and resolutions in Track-It!, a Help Desk database, for future reference and user satisfaction.
* Responsible for cleaning the spam filters in the email server to limit the number of spam messages reaching the users’ inboxes.
Shipping Clerk
Kulite Semiconductor Products, Inc., Leonia, NJ
January 2002 - September 2006
* Provided administrative support to the Shipping Dept. Supervisor
* Prepared all the required paperwork to ship units to both, foreign and domestic customers
* Informed customers when shipments were made and their expected time of arrival at their facilities.
* Provided customers with all their shipping information, i.e., tracking numbers, packing slips, etc.
* Data entry. Responsible for entering in all the necessary information such as Customer Name, Ship to address, Part Numbers, and Serial Numbers in the company’s database
* Responsible for the reordering of office supplies, as well as maintaining the filing system.
Skills
* MS Windows 7
* Mac OS X
* MS Word, Excel and Outlook
* MS Dynamics Accounting module
* dTools - System Integration Software (v. 5 and 6)
* CRM custom built software. Design to track projects from opportunities to completion.
* Adobe Acrobat Reader
* Numara Track-it! - Help Desk software
* Toshiba Multi-Line Phones
* Excellent Internet Skills (Facebook)
* Copiers, Scanners, Faxes & Printers (Epson, Canon, HP)
Awards & Other Attributes
* Fluent in English and Spanish
* Event organizer at JDAV Design - Holiday parties, employee birthdays and other celebrations company wide
* Former member of the Event Planning Committee at Creativa Interiors, LLC.
* Six-Time Employee of the Month recipient at Kulite Semiconductor Products, Inc.
Education
* Bergen Community College Associate of Science, Business Administration - 2011
References
* Upon request
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